Annual Meeting Presenter Information

Welcome to the ISTSS Annual Meeting Presenter Information page, an informational resource for annual meeting presenters. This page will be updated as news is received, so check back periodically.

If you were ACCEPTED to present at the ISTSS Annual Meeting, please read this relevant information. 

ISTSS headquarters sent out abstract notifications to the designated contact person only via email on July 18, 2023 and sent Late-Breaking Poster notifcations to the primary presenter on Monday, October 2 from the email address info@istss.org. 

Questions and all forms can be directed to:
Kate Monkus, ISTSS Assistant Program Director | Email: kmonkus@kellencompany.com
 

SUMMARY OF DEADLINES:

WILLINGNESS TO PRESENT -- Deadline: July 31, 2023 

All presenters, moderators/chairs, and discussants need to confirm their willingness to present at the meeting by July 31. We are planning for an in-person meeting in Los Angeles, with no virtual or hybrid options. At this time, presenters are required to confirm their participation for the in-person meeting. Please refer to our updates regarding COVID-19-related policies, as well as our cancellation policy. You should have received an email from the abstract portal prompting you to log in and complete the assigned task called “Willing to Present at Annual Meeting.” Please note: you can access this task by simply logging into the abstract submission portal. As primary author/presenter or chair. You will need to connect with all presenting authors within your session, verbally or via email, confirm they are presenting, and then submit the willingness to present on behalf of ALL of your co-presenters. 

FINANCIAL DISCLOSURE AND CONFLICT OF INTEREST RESOLUTION FOR CME REQUIREMENTS -- Deadline: July 31, 2023

All persons associated with the educational content of the meeting must complete disclosures. This link has been sent via email to all associated authors, chairpersons, and discussants.

All presentations must be screened for potential conflicts of interest. A conflict of interest exists when the presenter has reported a financial relationship with a commercial interest and has the opportunity to affect the CME content about products or services of that commercial interest. If you or your co-presenters did not report any relationships with a commercial interest, you do not need to be concerned about this issue.

The process of screening for conflicts of interest has not yet occurred. If our committee identifies a potential conflict of interest, we will contact you for clarification and discussion regarding how to resolve the conflict. Assuming the conflict can be resolved, your presentation would proceed as scheduled.

COMPETENCY QUESTIONS -- Deadline: August 31, 2022
(Do not complete this form if your presentation is a Flash Talk or Poster session)  

In order to provide valuable CME credits for attendees, all sessions will be delivered live. To comply with Amedco requirements, we must collect competency questions related to presentations at the meeting. ONLY the Chair or Primary Presenter will have access to complete this task. Within the abstract portal, please complete the assigned task called “Competency Questions”. Please submit your competency questions and answers by August 11.

If your session is a Case Study, we will need 3 questions and answers.
If your session is a Cutting-Edge Paper, we will need 2 questions and answers. 
If your session is a Multi-Media, we will need 6 questions and answers.
If your session is a Panel, we will need 6 questions and answers.
If your session is a half-day PMI, we will need 15 questions and answers.  
If your session is a full-day PMI, we will need 30 questions and answers.
If your session is a Symposium, we will need 6 questions and answers.  
If your session is a Workshop, we will need 6 questions and answers. 
 

CONTENT STANDARDS FOR CME

Amedco, in accordance with the Accreditation Council for Continuing Medical Education (ACCME), and the American Medical Association (AMA) policies on assuring the independence of CME activities, requires all presenters to attest that:

1. All the recommendations involving clinical medicine in a CME activity are based on evidence that is accepted within the profession of medicine as adequate justification for their indications and contraindications in the care of patients.
2. All scientific research referred to, reported or used in a CME activity in support or justification of a patient care recommendation conforms to the generally accepted standards of experimental design, data collection and analysis.
3. Research findings and therapeutic recommendations are based on scientifically accurate, up-to-date information and are presented in a balanced, objective manner.
4. The Commercial Support Standards require that your presentation be free of commercial bias and that any information regarding commercial products/services be based on scientific methods generally accepted by the medical community. Presentations must give a balanced view of therapeutic options. When discussing therapeutic options, it is our preference that you use only generic names. If it is necessary to use a trade name, then those of several companies where available must be used. Also, if any unlabeled or investigational uses of commercial products are discussed, we ask that you disclose this information to the meeting participants.

If any materials have been borrowed from copyrighted sources, such as a journal or other publication, you need to obtain proper authorization from the copyrights owner(s) prior to their use. Your contributions should contain no material the dissemination of which violates any copyright or other intellectual property, personal or other right of any person or entity.

In addition, CME requires that some time is allotted for Questions and Answers or audience discussion.

LETTER OF INVITATION

As chair of this presentation, notify your co-presenters traveling from outside of the United States that ISTSS headquarters can issue a letter of invitation for VISA applications or other travel regulations if necessary.

The presenter must send a request with their legal name, affiliation, session chair name or session title, abstract number and presentation type (poster, workshop, etc.) to Autumn Menefee at info@istss.org. This information will assist in verifying involvement in a presentation.

REGISTRATION OPTIONS

As a reminder, ALL presenters MUST register for the Annual Meeting in order to present. Please check out the Annual Meeting webpage for additional information. 

All presenters must be registered and have paid in full for the ISTSS 39th Annual Meeting. If you are only attending for the day of your presentation you need to complete a one day registration.

HOTEL AND TRAVEL ARRANGEMENTS

The Westin Bonaventure Hotel & Suites
404 S. Figueroa Street
Los Angeles, California, 90071 USA
Toll Free Reservations: +1-213-624-1000

Click here to reserve your sleeping room. 
Deadline: Monday, October 9, 2023

ISTSS has negotiated a discounted rate of $219 USD for single or double occupancy. Rooms and rates are based on availability and subject to state and local fees/taxes. Note the deadline date for hotel reservations is October 9, 2023, subject to availability. Hotel reservations made after that date cannot be guaranteed at the lower ISTSS room rate.

A credit card guarantee is required to hold your reservation. The hotel will charge the equivalent of one night’s room and tax if cancellation notice is not provided to the hotel 48 hours prior to the day of arrival. Hotel check-in is 4:00 p.m. and check-out is Noon.

HANDOUTS

Attendees at sessions appreciate receiving copies of slides and other materials; therefore, you are encouraged to bring handouts. If you plan to provide handouts to attendee’s onsite, you can ship them directly to the meeting hotel to your attention if you have an existing reservation. You are responsible for any copying and shipping costs incurred. Have materials sent in care of your name.

The Westin Bonaventure Hotel & Suites
404 S. Figueroa Street
Los Angeles, California, 90071 USA

There is also a business center at the hotel if you prefer to photocopy your handouts when you arrive. The copying charges will be at your own expense. Send materials in care of your own name.

SESSION RECORDING

Presentations are recorded. Please remember to speak clearly and repeat questions asked by the audience to improve the quality. Note: media presentations are NOT recorded. You must notify ISTSS headquarters at info@istss.org in writing that you do not wish to be recorded by September 29, 2023. Note: media presentations are NOT recorded.

SESSION CHAIR GUIDELINES

This document will be available on the podiums at the meeting.

Download the guidelines for session chairs

Download the audiovisual laptop loading process

POSTER SET-UP, DISPLAY, PRESENTATION & DISMANTLE:

POSTER GUIDELINES - Click here to download the revised poster tips and guidelines

Thursday Poster Session 1

There is a form that can be displayed on the poster board to collect contact information of those interested in obtaining copies of your poster handouts.

Download the poster reprint request form

PRESENTATION CHANGES

Deadline: August 31, 2022

Presentation changes, including speaker, title, and abstract changes, are subject to approval by the Program Committee. Changes must be submitted using the presentation change or withdraw form and returned to ISTSS headquarters. ISTSS cannot guarantee that changes submitted after the deadline will be included in the final program.

NOTE: There is a $50.00 change fee for each change form submitted. You may request multiple changes on the same form if they apply to the same abstract and be charged only one $50.00 change fee. Each additional change form submitted for the same abstract will incur separate, additional $50.00 change fees.

WITHDRAW POLICY

Deadline: August 31, 2022

If you choose to withdraw your presentation, complete the presentation change or withdraw form and return to ISTSS headquarters. The designated contact person must notify all co-presenters and co-authors about the presentation being withdrawn.

NOTE: A withdrawn presentation will not be reinstated.

Download the presentation change or withdraw form

AUDIOVISUAL AND ROOM SETUP INFORMATION

Deadline: August 31, 2023

All audiovisual requests are required to be submitted within the abstract submission system. No additional requests can be reviewed or granted after August 31, 2023.

All presentation session rooms will be set with the following audio/visual equipment:

• Laptop Computer
• Screen
• LCD Projector
• Wireless mouse/remote
• Podium Microphone
• Lavalier Microphone
• Audio Interface
• Panel sessions will have two additional handheld microphones
• All rooms will be set with a head table of six
• The conference has complimentary Wi-Fi, this not suitable to stream content. Please download any streaming content and imbed into your presentation.

You will not be permitted to connect your own computer to the LCD projector. Bring your presentation on USB memory stick.

A speaker preparation room will be available with standard audiovisual equipment.

POWERPOINT PRESENTATION SUBMISSION INFORMATION
We are requesting you submit your presentation in advance, by Wednesday, October 25. This allows us to have your presentation already loaded on the laptop in your presentation room. Audio/visual techs will be available to assist you if needed.

WIDESCREEN HD POWERPOINT FORMAT
ISTSS will be using the widescreen HD PowerPoint format for the presentations at the meeting.  You will need to convert existing slides to this format.  
Download the Widescreen HD PowerPoint Instructions.

Click here to access the REQUIRED ISTSS PowerPoint slide template. All presentations should use the ISTSS template.

STANDARD DISCLOSURE SLIDE
Speakers are required to include this standard disclosure slide content in their visual presentations. Please be sure to incorporate this slide at the beginning of your slide deck.

IMPORTANT NOTES:

• Symposia Chairs and all other session who have multiple presentation parts should collect all slides in advance from their presenters, combine and submit ONE complete PowerPoint Slide Deck.
• Power Point submission information does NOT apply to Poster Presentations as those are in-person only.
• Presentations should be submitted by October 25. Presentations received after October 25 will need to be placed on a flash drive and brought onsite to the Annual Meeting and given to Holly Lundgren (hlundgren@istss.org) in the Speaker Ready Room.
• Presentations must be compatible with software loaded on the laptops provided which include Windows, Office, PowerPoint, and Windows Media Player.

1. Go to the desktop and locate the folder for the day you are presenting
2. Open the folder and your presentation will be listed in time order
3. Click on your presentation to open it
4. Click launch to begin

1. Insert the USB drive into the laptop
2. Open the folder containing your presentation
3. Right click on your presentation
4. Select Copy
5. Paste into the folder for the day you are presenting
6. Remove your USB drive
7. Open your presentation from the desktop folder to confirm it copied correctly
8. Make sure you saved with the correct naming convention: Day (TH), Time (0930), Your last name. For example you are presenting Thursday and 9:30 last name is Smith it would look like this: TH0930Smith
9. When you are ready to present – double click on your presentation title to launch

Questions and all forms can be directed to:

Kate Monkus, ISTSS Assistant Program Director
International Society for Traumatic Stress Studies (ISTSS)
One Parkview Plaza, Suite 800
Oakbrook Terrace, IL 60181
Email: kmonkus@kellencompany.com

Thank you for presenting at the ISTSS 39th Annual Meeting. For up-to-date conference information, continue to visit the website at www.istss.org.