Presenter Information Calls Detailed Notes

THANK YOU for presenting at this year’s Annual Conference! Here are the detailed notes from the Presenter Information Calls that took place on Tuesday, June 18 and Wednesday, June 19.
 

Number of Attendees / Size of Room

  • APNA Annual Conference generally has 1,700 or more attendees
  • There are 7 session rooms, ranging from 250-350 capacity and some sessions do get very full.
  • Theater seating in all 7 rooms (this is to maximize seating and also to adhere to fire code)

 

Timing / Schedule of the Sessions

  • Pre-conference sessions are on Wednesday in 2-hour blocks.
  • Concurrent sessions are throughout Thursday-Saturday. Each session is 45 minutes and they are scheduled in blocks of 2 or 3 sessions. There are 15 minutes scheduled in between each concurrent session, but this is not for the presenters to go over time! It is for attendees to move in between rooms, use the restroom, etc.
  • Mini Concurrent Sessions are on Thursday afternoon and Friday. These are 20-minute presentations (plus time for audience discussion), grouped by topic/theme/category with another mini concurrent session, and presented within one 45-minute time period.
    • We actually specified exact time periods for each of these presentations (in your May 7th placement email), so please make sure you note those times and stick to them.
    • If you are the speaker for the 2nd presentation, help watch the time so that the 1st presentation doesn’t accidentally go over time.
  • Stay on time! Because the sessions are back to back, timing is important so that you don’t go over into the next presenter’s time.

 

Volunteers as a Resource

  • Volunteer Sign-up is online through the registration website. Attendees can sign up to be a room monitor for sessions at the same time as signing up for the sessions they want to attend.
  • Take advantage of these volunteers – typically we have approx. 100 volunteers and 1-6 per session
  • They can help you keep on time (they will have a time keeping packet with signs for 30 min (pre-conference sessions only), 10 min, 5 min, and STOP), hand out any additional materials you have, help keep attendee questions at the aisle mic, etc.
  • Volunteers do not do speaker introductions – this time is not counted for contact hours by ANCC. Please briefly introduce yourself and then begin your session.
  • You can volunteer for sessions when you aren’t presenting if you’d like – they aren’t mutually exclusive! We highly recommend volunteering… especially for any new attendees. It’s a great way to meet people!

 

Audio/Visual

  • IN THE ROOM: Platform or stage, One screen (two screens in largest rooms), One laptop, One lavaliere mic (clip on) for the speaker, One podium mic for any co-presenters, One aisle mic for attendee questions
    • Laptops will already be in the session room and your slides will be pre-loaded (only those that are uploaded by the deadline), but bring a back-up on a flash drive just in case!
      • You will advance your slides from the podium via the laptop.
    • We recommend that you develop your slides in the standard 4:3 size, as the screens in the session rooms will all be standard (not widescreen, 16:9).
    • If you create your presentation on a mac using the mac software and don’t want to lose your formatting/graphics converting it to powerpoint, you are welcome to bring your mac to the session room for us to hook it up to the projector. Please let us know if you intend to do this. We will need to tell the A/V company ahead of time so we can be sure to have a tech in the room before your session.
  • If you know you need internet access for your session (for video streaming, links, etc.), please contact us in advance so that we can alert our A/V company.
  • There will be no “presenter view” available. If this is something you need in order to present, you can bring your own laptop to use. Again, if you plan to do this, please let us know so we can have a tech come to the room before your session.
  • There will be one aisle mic in each of the session rooms – please guide attendees to ask questions only at this mic.

 

Session Recording & eLearning Center

  • All sessions will be audio-recorded as podcasts and published in the APNA eLearning Center (http://elearning.apna.org) post-conference
    • Podcasts are posted in groups of 10-20 sessions, starting about 2 months after the conference.
    • Your session will be posted unless you said “no” for the recording release during abstract submission.
    • Attendees will access these sessions as a part of their conference registration fee.
    • Also available to members and non-members to purchase a la carte.
  • Everything will be recorded, so you’ll need to keep a few things in mind during your presentation:
    • USE THE MICROPHONE! The audio will not come through on the recording unless you use the mic. If you have multiple presenters for a session, one of you can use the lavaliere mic and the other presenter(s) can use the podium mic. All presenters need to speak into a mic.
    • QUESTIONS:
      • Inform attendees upfront how you will handle questions - taking them at specific moments or only at the end.
        • We recommend that you leave questions until the end for continuity during the presentation and ease of editing post-conference.
      • Take questions only from attendees at the aisle mic. You can suggest that those with questions can line up at the mic to be answered. Volunteers can help you with this!
      • Repeat questions so that both the question and your response can be understood by attendees in the room.
      • Be sure to allow time for questions (but don’t allow questions to completely overtake the session).
        • 5 minutes of a 20 minute session should be allotted for questions.
        • 10 minutes of a 45 minute session should be allotted for questions.

Program Materials:  Educational Design Form, Post Test Questions & Answers, and Handouts/Slides

  • Program Materials Deadline: Monday, July 29th
  • Submission link & instructions for submission of program materials are below will be re-sent via email in a couple weeks as well.
    • Program materials submission will be through the site where you submitted your abstract.
    • Sign in using your APNA username and password. If you don’t remember your username and/or password, contact APNA at 855-863-2762.
    • You will be brought to the My Applications page and should see your final abstract submissions listed. There will be a Program Materials box at the top right of the screen – you should see the session type & abstract ID # of your accepted presentations listed.
      Program Materials Box
    • When you click into your session in the Program Materials box, you will see this menu:

      Program Materials Menu Tabs

  • Educational Design Form 
    • Identified gaps:  What is missing that identifies the need for your session? Select knowledge, skills, practice, or other.
    • Current state:  Describe the current state of the gap or problem related to your topic.
    • Desired state:  Describe the desired/achievable state of the gap or problem related to your topic.
    • Learner engagement:  Describe the learning engagement strategies (things to help learners achieve their outcomes that you will use in your activity). Examples are Q&A, role place, small groups, activities, reflection, polling, discussion.
      Educational Design Form
    • Outcome addresses:  Select nursing professional development, patient outcomes, or other.
    • Learning outcome for evaluation:  List one desired learning outcome that will be used to evaluate your session.
      • This is what will be listed as the outcome with your session in the program book and on the evaluations website. There will be only ONE.
      • This should complete the following sentence: Upon completion of this presentation, participants will be able to…
      • Your outcome should be formatted as such: start with the verb (capitalized), and end with a period. Example: Identify gaps within the working relationship between acute care hospitals and law enforcement.
      • We recommend that you use Bloom’s Taxonomy action verbs: Bloom's Taxonomy Action Verbs
        Program Materials - Session Outcome
    • References:  List a minimum of 3 evidence-based references used for developing your session.
      • References should have dates within the last 5 years.
      • Opportunity to enter up to 6, but only 3 are required fields.
    • Keyword / Search terms:  List 3 keywords for your presentation when it is posted in the APNA eLearning Center. Examples of keywords: psychopharmacology, substance use, recovery, adolescents, bipolar disorder, etc
      Program Materials - Keywords
  • Supporting Information:  Post Test Questions & Answers 
    • These are used post-conference for validating a participant’s completion of the session when attending online via the APNA eLearning Center.
    • The post test questions, multiple choice answers, the correct answer, and supporting rationale will be entered directly into the system (it is not an upload field).
    • Write the prescribed number of multiple-choice questions with four choices each (a-d), based on the course objectives and the content provided.
      • Pre-conference sessions require 6 post test questions & answers.
      • Concurrent sessions require 3 post test questions & answers.
      • Mini concurrent sessions require 1 post test question & answer.
    • The appropriate number of questions will appear based on the type of session you are presenting. All fields will be required. Note: For ease of reading while entering your information, the fields are expandable by clicking and dragging out the bottom right corner.
    • Include correct answers and supporting rationale (required fields), and link each question to the applicable content from your presentation.Required Answers for Post Test Questions

  • Supporting Information: Slides, Handouts, References
    • Upload your powerpoint presentation + any additional handouts you’d like to provide for the attendees. Any supplemental information (like a case study, for example) should also be uploaded to this site.
      • Please submit your slides as a ppt file. We will make a pdf version of the ppt slides you upload to use as handouts (3 or 6 slides per page).
      • Please provide a separate handout of your References listing, since when printed in a slide, they are too small to read.
    • If you want to include something in your on-site presentation slides but not in the handout, upload 2 versions of your powerpoint and indicate which is which in the file name. (example:  “Nguyen – Slides for Presentation” as one file and “Nguyen – Slides for Handout” as another – both of which are powerpoint files.) Or you can upload a word document with notes about your uploaded files. If we have questions, we will email you!
      • Examples of this situation are if you have material included that can’t be released, or if you have received permission for a chart, graph, comic, etc. just for the live presentation.
    • You’ll have the ability to upload up to 10 files with a size of up to 20 MB per file. If your ppt is larger than 20 MB, please contact us!
      Program Materials - Powerpoint Slides/Handout Uploads
  • Permissions
    • This tab includes space to upload up to 10 documents indicating any permissions you’ve received for logos, charts, images, etc. in your presentation materials.

      Permissions
  • Once you have completed submitting your program materials, click on the Submit Program Materials button.
    Submit Program Materials Button
    • This will mark your submission as “FINAL”, which will appear at the top right of the submission, as well as on the My Applications page in the Program Materials box:
      Program Materials - FINAL

  • Powerpoint Guidelines
    • You must state your disclosures on slide 1 or 2 of the powerpoint (If you have none, write “The speaker has no conflicts of interest to disclose” on that slide.)
      • This includes disclosure of off-label use or the potential of off-label use of drugs/products if applicable.
    • You must include a slide stating your learning outcome(s).
    • You must include references/citations for all images and evidence based content.
    • Slide limit recommendations (not including title, disclosure, outcomes, and reference slides):
      • 45-minute Concurrent Sessions:  20 slides of content or less
      • 20-minute Mini Concurrent Sessions:  10 slides of content
      • Pre-Conference Sessions:  Approximately 1 slide for every 2 minutes of content
    • Powerpoint required slides
      • Slide 1: Title slide – presentation and author
      • Slide 2: Disclosures
      • Slide 3: Learning outcome(s)
    • Additional tips for slides and presenting: See www.apna.org/PresenterGuidelines
    • Note:  Please do not use Helvetica – This font does not translate well into pdfs for handout purposes.
  • DEADLINE FOR PROGRAM MATERIALS: July 29th – Be sure to get your information to us on time. This is required in order to present for all pre-conference sessions, concurrent sessions, and mini concurrent sessions.
    • Know yourself… Make sure you allow enough time for questions, review, and communication with education staff

Disclosures / Presentation of Content

  • Present current, clinically relevant, and evidenced-based information to meet your stated educational objectives.
    • Include case studies and examples where applicable.
  • Provide a balanced view of the topic area; be objective when reporting research; and disclose unlabeled use or potential of unlabeled use of drugs/products where applicable.
  • Discuss the safety and adverse effects of any drugs/products presented.
    • Inform APNA if you anticipate new applications or changes to the FDA status of a presented product which may impact the planned content.
  • Support assertions and clinical studies, theories, models, etc. with references. Presenters are responsible for the accuracy and completeness of references.
  • Utilize person-first, recovery-focused language throughout your presentation & in your presentation materials.
  • Obtain permission to reproduce any copyrighted materials. This includes any materials outside of the public domain:  graphs, charts, logos (including hospital or university logos), screenshots, cartoons, audio, movie clips, etc.  Cite permission on your slides and provide copies of correspondence granting permission where applicable.
    • You cannot use a university or hospital logo on your slides or handouts without providing documentation of the university’s/hospital’s permission. You can obtain permission by contacting your marketing department (emails are fine!). You can simply copy & paste the correspondence into a word document and upload it with your program materials.
    • Note about permissions for all logos, pictures, graphics, quotes, excerpts, etc.:  Permission must be obtained for both the live presentation and for posting online after the conference. If partial permission is obtained, it must be indicated for which format permission has been provided. Permissions must be submitted by the Program Materials Deadline of July 29, 2019.
    • If permission is not provided to APNA, content will be removed from the slides.
    • Copyright Summary Chart:
      Item
      When you can use it
      What needs to be provided to APNA
      What needs to be listed in slides / on poster
      Logos
      When permission is granted from your university or hospital.
      Written permission from university or hospital (can be an email).
      Permission/citation does not need to be listed.
      Pictures / Graphics
      Copyright permission obtained for distribution.
      Copies of correspondence granting permission for use (can be an email), or removed from handouts.
      Citation for copyright holder.
      Video Clips
      Only for face to face instruction, max of 3 minute, must be legally obtained. Note: Youtube is considered public domain, but the 3-minute limit applies.
      Copies of correspondence granting permission for use (can be an email).
      Citation for copyright holder.
      Quotes / Excerpts
      250 word limit.
      n/a
      Citation with readable font size either on that particular slide or on the reference slide at the end of presentation.
    • Additional resources for copyright and citations:

      APA Style Reference Guides:  http://www.apastyle.org/learn/quick-guide-on-references.aspx and http://blog.apastyle.org/apastyle/2010/11/how-to-cite-something-you-found-on-a-website-in-apa-style.html
      What is public domain? Here is a resource to help: https://www.teachingcopyright.org/handout/public-domain-faq

Registration / Housing

  • The Presenter Registration Deadline is August 26, 2019. If you haven’t registered yet, be sure to do so soon! All presenters (including any co-presenters) must register for the conference by this deadline, and only primary presenters will be able to register using the discount code that was emailed on 5/30/19. All other presenters will register online without a code. Primary Presenters have all received their appropriate discount codes for registration – this was sent to the email you used to submit your abstract.
  • Registration is completed on the registration website, then you’ll be able to make your hotel reservation by clicking on the Book Hotel button on the confirmation page or in the confirmation email you receive when your registration is processed.
  • When your housing reservation is completed in this system, you will receive a hotel reservation acknowledgement email. Please use the acknowledgement number listed in this email when making any changes to your reservation.
  • Your housing reservation will be held in our registration & housing company’s database until approx. 2 weeks before the conference, when it will be released to the hotel. You will not receive any confirmation from the hotel directly until that time.
  • More information about the hotel options for this year: www.apna.org/HousingTravel

 

Mobile App

https://apna2019.pathable.com/

  • Three versions: desktop, mobile site, mobile app (downloaded through the apple or google play stores: Search APNA 2019)
  • If you had the 2018 Annual Conference app on your phone, the icon may have been replaced with the 2019 app/icon.
  • Includes schedule, my agenda, presenter listing, attendee listing, interactive maps, exhibits information, discussions, attendee messaging, handouts, etc.
    • Information will be pulled from our conference registration site, including the sessions you register to attend for your personal schedule/agenda
    • You’ll sign in using your APNA username and password.
  • Presenters are already loaded into the app using the email address affiliated with your APNA account. This should be the same account you used when submitting your abstract. If you register for the conference with that same account (and email address), your registration information should be easily synced into that account.
    • You’ll need to be signed in with your APNA username and password in order to be recognized as a “presenter” and have the tools/functions available to presenters.
  • Polling
    • Presenters can create and manage polls for your presentations, which you can have attendees complete in real time during your session, then show the results on the screen!
    • Polling can be accessed through all 3 versions. You can show the results on the screen during your session via the desktop version of the site on the presentation laptop.
    • How to create and manage polls on a desktop:
      • Go to https://apna2019.pathable.com/meetings and navigate through the schedule to find your session. Click into it.
      • Click on the Manage Polls button on the left (above your session’s title). Then select “Create Poll”.
        Manage Polls
        Create Polls Button
      • Choose from the following options:
        • Button Name:  The label on the button that is visible to attendees
        • Poll type:  Multiple-choice or open-ended text box
        • Question:  Type the text of the question here.
        • Add Response: Possible answers for multiple choice questions
        • Poll chart type:  The graphic which displays results (pie chart or bar graph)
        • Display results as:  The numerical value displayed (percentage or count)
        • “Only speakers can view poll results”:  If checked, attendees will not have the results displayed in the app.
        • “Hide from attendees until session start time”:  If checked, poll button will be invisible until the session start time.
          Create Poll Details
      • Once your poll is created, it will appear as a navy button below the title/time and above the description. The button will show the “Button Name” you entered when creating your poll.
        Button Name in App
      • Click into it to complete it and/or see the results. Press the purple refresh button under the chart to refresh the results.
        Poll Display and Chart

Member Bridge & Telling people about your session

  • You have been chosen as a subject matter expert and we encourage you to share that expertise with your professional community!
    • All-Purpose Discussion Forum:  APNA’s all member forum on Member Bridge
      • If you see a topic that is relevant to your presentation come up, we would encourage you to also post about your presentation in that thread. Even if people are unable to attend the conference, they will still have the option to access your session recording online when it becomes available. If your presentation will help meet their needs, it is helpful to let them know about it.

If you have any additional questions, feel free to contact us!

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