Oral Abstracts

Prior to Your Arrival

Bring a copy of your presentation along with you when you depart for the meeting. Copy your PowerPoint and all movies to a folder on a USB or CD-ROM. PowerPoint does not embed movies; they must be placed in the same folder as your PowerPoint slides.

Multiple Presenters

Please do not combine multiple presentations into one file and then submit under one name. Our system manages presenters individually and any co-presenter will not be able to log on to edit the combined presentation.

General Instructions for Speakers

  • You should arrive at the front of your session room at least ten minutes in advance of your session (or the session that precedes yours if there isn’t a break in between). ASTRO Education staff and an AV Tech will be there to give instructions and acquaint you with the AV set up on the stage.
  • Please stay within your presentation time limits. You will be able to view a timer that will be operated by the AV Tech. Oral abstract presenters will have seven (7) minutes for presenting the abstract and three (3) minutes for questions from the audience (a total of 10 minutes per abstract).
  • You are required to disclose before your talk (more information is below).
  • Presentations must be objective and free of commercial bias for or against any product or device. Slides and/or reference materials shall not, by their content or format, advance the specific proprietary interests of a commercial entity.
  • All clinical recommendations must be based on evidence that is accepted within the profession as adequate justification for their indications and contraindications in the care of patients. All scientific research referred to, reported or used to support or justify a patient care recommendation must conform to the generally accepted standards of experimental design, data collection and analysis.
  • Presentations must give a balanced view of therapeutic options. Faculty use of generic names will contribute to this impartiality. If trade names are used, those of several companies should be used rather than only that of a single supporting company.
  • Presentations must offer a balanced view of current medical practice that includes discussion of all available therapeutic products, including benefits and risks associated with each.
  • Presentation materials must not include any commercial logos.
  • Presentations must be HIPAA compliant (e.g., will only use de-identified patient information and/or will obtain written consent from the patient)..

Speaker Ready Room

All presenters are required to go to the Speaker Ready Room the day before their session takes place so that their presentation can be uploaded; computers are available to preview your presentation. This room will be open during the following hours:

Wednesday, February 14, 2018, 4:00 p.m. - 6:00 p.m.
Thursday, February 15, 2018, 6:45 a.m. - 5:30 p.m.
Friday, February 16, 2018, 6:45 a.m. - 6:15 p.m.
Saturday, February 17, 2018, 6:45 a.m. - 12:00 p.m. 

Making Changes/Edits to your PowerPoint Presentation On-site

  • If you anticipate making changes on-site, we strongly encourage you to come to the Speaker Ready Room the day prior to your lecture.
  • You may make changes to your presentation in the Speaker Ready Room until two hours prior to the start of your session.


As an abstract presenter, you are required to disclose the following, if applicable, to the audience at the beginning of your presentation and in accordance with ACCME standards and Food and Drug Administration requirements:

  • The existence of any financial or other relationship you have with the manufacturer(s) or any commercial product(s) or provider(s) of any commercial services discussed in an educational presentation. 
  • Any vested interest or intention to discuss off-label use of pharmaceuticals or devices. 

Remember that you will need to display your disclosure slide(s) before your presentation begins.

Building Your Presentation

  • All of the screens will be a 16:9 ratio (widescreen format). If you choose not to use the widescreen format, your presentation will be “pillar boxed” on the 16:9 screens. You're welcome to use the 2018 Multidisciplinary Head and Neck Cancers Symposium PowerPoint template if you'd like. Below are instructions for converting your own PowerPoint from an existing 4:3 presentation into a 16:9 widescreen format:
    • For PowerPoint 2010 and 2007, on the "Design" tab, click on "Page Setup". In the drop down box, select "On-Screen Show (16:9)" and click "OK."
    • If you are using Office 2003, click "File" and select "Page Setup" and then enter in "10" in the first field and "5.63" in the second field and click "OK."
    • If you make this change on an existing presentation, your slides will expand to the new size. If you have any videos or photos in an existing PowerPoint, they might need to be resized so they do not appear stretched. Check animations to ensure the elements line up correctly.
  • Movies: Please take steps to compress your videos. Uncompressed videos will take longer to upload and will not be better quality than a modern MPEG‐4 codec. We can only accept movies created as MPGs, WMVs, or with the following AVI codecs: MPEG‐4 (Divx or Xvid), Indeo, Cinepack or Techsmith.)
  • Flash content (SWF) is fully supported.
  • Apple Quicktime formats such as MOV, QT, MP4 or DV files are NOT supported in Windows PowerPoint. Options to convert these movies to a Windows compatible AVI are discussed below in Considerations for Mac Users.

Please Note: It is important that your movies do not completely fill the screen.

Considerations for Mac Users

If you plan to use a Mac computer, you must inform Natalie Cain prior to coming on-site. While we work closely with our AV technicians in advance and on-site to ensure that presentations run as smoothly as possible, there is an increased risk for AV glitches when switching to your Mac computer at the podium, and this may delay your presentation start time. Be sure to bring your display adapter (dongle) if you plan to use a Mac.

  • Pictures: If you use a version of PowerPoint prior to 2008, please be sure any embedded pictures are not TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac, this is no longer an issue, and any inserted image will be compatible.
  • Movies: Quicktime Pro 7 can natively export MOV, DV, QT or MP4 files as Windows compatible WMV files under 30 seconds in length. There are add-on products to Quicktime that will allow for converting longer files. If you cannot convert the files or have a considerable number of files, please check with an AV staff in the Faculty Registration and Presenter Ready Room who can make arrangements to convert the videos, or at ASTRO’s discretion, confirm you will be allowed to present off your own Macbook. Please have an appropriate video adapter for an SVGA connection.
  • Keynote Users: Please consider exporting your presentation as a PowerPoint or Adobe Acrobat file. At ASTRO’s discretion, you may be able to use your own Macbook if the export is unsatisfactory.

More Information

Please contact Natalie Cain with any questions.

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