Speaker Guidelines

Speaker Guidelines

Speaker Disclosures

The American Association of Immunologists (AAI) does not offer CME credits for its annual meetings or programs held at its annual meetings. The AAI, however, requires that audiences at AAI-sponsored meetings or programs be informed of a presenter’s academic and professional affiliations, as well as any significant financial interests or other relationships a presenter may have with any research entity, proprietary or commercial entity producing pharmaceutical products or health care goods, or commercial entity producing products or services used in basic laboratory research.

The intent of disclosure is not to prevent a speaker from presenting or participating in a session, but rather to allow the audience to be fully knowledgeable of affiliations and relationships when evaluating the information being presented. Disclosure of support through federal grants is not required for these purposes.

If an unlabeled use of a commercial product or an investigational use not yet approved for any purpose is discussed during the presentation, the presenter must disclose that the product is not labeled for the use under discussion and/or that the product is still investigational.

Disclosure is required of any relationship that may bias a presentation which, if known, would give the appearance of bias. These situations include, but are not limited to:

  1. Stock, stock options, or bond holdings in a for-profit corporation directly held or indirectly held within a self-directed pension plan
  2. receipt of royalties from for-profit entities
  3. research grants, salary support, in-kind support from for-profit entities
  4. employment (full or part-time) in for-profit entities
  5. consulting fees or other remuneration from for-profit entities
  6. ownership or partnership in a research foundation or for-profit entity
  7. positions of influence such as officer, board member, trustee, or spokesperson for a research foundation, non-profit or for-profit entity
  8. paid speaker in a speakers bureau
  9. member of a Scientific Advisory Group for a foundation or for-profit entity
  10. Other

Presentation Information and Instructions

All speakers must visit the Speaker Ready Room (see below) at least 4 hours before their presentation. Standard meeting room setup for all sessions will include a data projector, a PC computer, a laser pointer, a microphone, and a screen.

16:9 High Definition Projection in all session rooms

AAI will be providing computer systems and projectors that display at 1920 x 1080 resolutions. This high definition display will enhance the quality of your presentation by providing a bright and clear display of your presentation in the session room.

Please note that in order to take full advantage of the widescreen displays you should create your presentation in 16:9 aspect ratio. From within PowerPoint, click on the “Design” tab. Click “Page Setup.” PowerPoint will default to Slides sized for: “On-screen Show (4:3).” Change the setting to “On-screen Show (16:9) and click OK. (See below)Presentation Size

If you do not format your presentation in 16:9, the presentation will display with black bars to the left and right. Your aspect ratio will be correct, but it will not fill the entire screen.

Speakers should arrive in the session room at least 10 minutes before their session begins. AV technicians will be present at every session. Please note: presentation computers do not have internet access.

When preparing the presentation, use standard fonts (e.g., Times New Roman, Arial, Verdana, and Tahoma).

PC computers will be provided in all of the session rooms. If speakers have presentations prepared on a Mac, the A/V Team will work with them in the Speaker Ready Room to transfer their presentation to the PC to make sure it is functional. This must be done at least 4 hours prior to presentation, and MUST BE DONE IN THE SPEAKER READY ROOM, NOT THE SESSION ROOM. MAC users who wish to use their personal laptops for their presentations are not required to visit the Speaker Ready Room. They must arrive at the session room at least ten minutes before the session start time and the A/V technician in the room will connect their MAC to the projector.

All presentations should be brought on a flash drive or a CD-ROM/DVD. Any external files utilized, e.g. movie files, must be included in the same folder as the presentation.

Speakers should test their presentations on a PC computer prior to attending the meeting to ensure that the fonts are standard and components such as movies are included rather than merely linked in the presentation.

The operating system on the session-room PC will be Windows 10. Software will include: Microsoft Office 2016, Adobe Acrobat Reader, VLC, QuickTime, Flash.

*Due to additional processing time that may be required, ALL QuickTime users must come to the Speaker Ready Room at least 24 hours before their session to test their presentation.

We recommend that speakers bring a backup of all presentations on an alternative storage medium to cover the possibility of luggage loss, theft, and/or incompatibility.

With the exception of MAC users, speakers will not be permitted to use their personal laptops for presentations.

Speaker Ready Room
Room 208AB
The Speaker Ready Room will be open:

  • Friday, May 12: 12:00 PM – 6:00 PM
  • Saturday, May 13: 7:00 AM – 6:00 PM
  • Sunday, May 14: 7:00 AM – 6:00 PM
  • Monday, May 15: 7:00 AM – 6:00 PM
  • Tuesday, May 16: 7:00 AM – 12:00 PM

All speakers are required to check in at the Speaker Ready Room to upload their presentations. Once your presentation is uploaded in the Speaker Ready Room, it will automatically be sent to your assigned presentation room.

Although we recommend all speakers visit the Speaker Ready Room 24 hours before your presentation, please plan to check in at least 4 hours in advance of your session to upload your presentation and ensure that the presentation displays correctly on the equipment provided.