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Guidelines ACPA speakers and presentations.



I. Key Points - You can find more detailed information on all of the following in the subsequent sections, but briefly, it is important to note the following:
i. You need permission to use images, graphics, and other copyrighted material. And if you have permission, please include a full cite (e.g., website link)
ii. Items posted on the Internet cannot be assumed to be the public domain
iii. Use a paid subscription for imagery (Microsoft’s clipart is not a viable resource for this purpose)
iv. This template is set up specifically as widescreen (16x9) because of the projection setup that has been planned for the presentation room onsite
v. To make the template easy to use it has been set up with masters. For most content slides you can simply choose a layout and begin typing. The font will adjust in size depending on the amount of information. There is no need to insert a text box unless you need to add in a special/separate “highlight” item that sits on the side
vi. Please ensure that any sample letters, charts, diagrams, etc. include fonts large enough to be readable by an on-site audience once projected onscreen. If something looks fuzzy on your own computer screen, it will be especially fuzzy when projected on large screens onsite
vii. Be sure to remove all PHI

II. General Template Information
i. Please make your second slide your required disclosure slide using one of the following statements or content:
1. I have no actual or potential conflict of interest in relation to this program/presentation. 
2. Grant/Research Support: List all companies or emit for no disclosure.
3. Speaker’s Bureau: List all companies or emit for no disclosure. 
4. Consultant: List all companies or emit for no disclosure.
5. Major Shareholder: List all companies or emit for no disclosure.
6. Other: List all companies or emit for no disclosure.
ii. Note that the template is set up as conventional size 16x9. Please be sure to retain this size so that it will fit for the planned projection setup. Also, please submit your presentation as PPT vs. PDF
iii. We wish to present a unified look and feel for all of the conference presentations so please plan to use the provided template vs. any personal or fully customized presentation. If necessary, the format will be applied during the production process
iv. If you have already started your presentation or you have trouble with the template, just try to use a very plain format instead, e.g., white background with black, Calibri font, so that we can easily apply the template later
v. If you need to use anything other than the template fonts, e.g., something to simulate a signature, please let us know and send a PDF of that slide when you email your PPT. We may not have the same fonts on our system as you do on yours and we want to make sure your text will appear as intended in the final version
vi. The final version of your slides that has been reviewed and formatted by us will be preloaded onto the conference laptops for your presentation. We cannot accept any updated presentations onsite
vii. If you will have any supplemental items or necessary updated information for participants (e.g., due to regulatory changes) we usually prefer to distribute them just electronically, but if something needs be available onsite it must to be reviewed by the conference planners

III. Copyright Guidelines: Permissions and Imagery
i. To stay in compliance with copyright laws, each speaker is responsible for obtaining permission, in writing, from the original author to use content within his or her presentation including any images, quotes, charts/graphs, etc. Without this permission we will need to remove the information from the PPT presentation. At the bottom of the slide, please be sure to fully cite the source of any charts, graphs, images, etc. that you have permission to use
ii. Note that you will not be able use any Microsoft Office clipart in your slides (your license likely covers usage only within your facility and not for an external, for-profit program)
iii. An alternative source for imagery is www.Wikipedia.org where all images are posted under a Creative Commons license and can generally be used for any purpose, but we MUST have the full link cited within the slide, e.g., if you search Albert Einstein on Wikipedia you will end up on his info page, https://en.wikipedia.org/wiki/Albert_Einstein, but if you want to you the first photo listed, please include the link (in a text box at the bottom of the slide) that comes up when you click on it: https://en.wikipedia.org/wiki/Albert_Einstein#/media/File:Einstein_1921_by_F_Schmutzer_-_restoration.jpg.

IV. Structure and Length of Your Presentation
i. Due to the number of presentations, for production reasons we must request that no more than 10-15% of your slides contain images (with 1-2 images per slide) or animation. Neither images nor animations are required, but we know that some speakers like to utilize them as helpful tools to highlight, emphasize, or accentuate key points
ii. Sessions are mostly planned for one hour in length, but please be sure to leave time (~10 minutes) for Q&A at the end
iii. Based on the timeframes and our experience from past programs, we advise you to keep the following in mind: 
1. Your presentations should be tight and focused on the topics at hand. Stay away from too much background/review/basic definitions, and get right to the meat of your subject—the time will go by quickly! 
2. For easier reading please avoid placing too much text on any one slide. Similarly, ensure that any sample letters, charts, diagrams, etc. include fonts large enough to be readable by an on-site audience once projected onscreen. If something looks fuzzy on your own computer screen, it will be especially fuzzy when projected on the large screens onsite
3. The audience appreciates and can relate to “real life” scenarios and anecdotes as part of the information you present. Offer examples or scenarios to drive your points home

V. HIPAA Compliance - If you are including charts or graphs that include patient information, it is very important that the data is not readable when your presentation is sent to us:
i. Cover the PHI data with a filled-in text box
ii. Select the chart, all the text boxes that are covering information, and any other related items and right click to select “group” then “group”
iii. Once the items are grouped, right click to select “save as picture,” select JPEG, and save to your desktop
iv. Delete the original group from your slides
v. Under the “insert” menu, choose “picture,” and find the image you saved on your desktop
vi. After inserting, adjust position and size and save your presentation file