SPEAKER MILESTONES
The following information applies only to speakers presenting continuing education (CE) sessions.
**indicates speaker action item
PRE-EVENT
October 2026
- Online Speaker Agreements & Forms Due via Speaker Portal HERE**
November 2026
- Registration & Housing Opens via Annual Session 2027 Website**
- Distribution of Social Media Toolkits via Email
March 2027
- Special Requests Due via Email**
- Content Freeze Begins
- Distribution of AAO Branded Slide Deck Template & Fonts via Email
May 2027
- E-handouts Due via Email**
- Distribution of Speaker Reference Guide via Email
EVENT | JUNE 4-6
Upon Arrival
- Pick-up Name Badge in Registration Area**
24 to 2 Hours in Advance of Session Start Time (in Speaker Ready Room)
- Upload Presentation Slide Deck**
- Pick-up Speaker Check, if applicable**
- Pick-up Speaker Badge Ribbon**
15-Min in Advance of Session Start Time
- Arrive at Assigned Session Room**
POST-EVENT
June 2027
- Expense Reports Due via Email, when applicable**
September 2027
- Expense Reimbursements Processed, if applicable
- Distribution of Speaker Certificates & Session Evaluations via Email
SPEAKER REQUIREMENTS
Speakers are required to upload their slide decks to the network onsite in the Speaker Ready Room at the Vancouver Convention Centre.
Sessions must begin and end on time; the total duration is inclusive of session content and Q&A.
Guidelines for Presentation Slide Decks:
- Must be in AAO branded template
- Must be either PowerPoint (Windows or Mac) or Keynote (Mac) file formats, preferably a current software version
- Must be in the aspect ratio of 16:9
- Embedded video files, preferably mp4 file types
- AAO branded fonts preferred, however, standard font collections packaged in Windows, Mac and/or MS Office are acceptable
ROOM SPECS
AUDIO/VISUAL SET-UP
- In-room audio/visual tech staff
- One projection screen for slide presentation
- Floor confidence monitor with countdown timer
- Speaker lapel microphone
- Speaker slide advancer
- Aisle microphone(s)
If you cannot comply with each of the speaker requirements above and/or you would like to discuss alternate session room specs to enhance your session format/delivery, you must communicate these SPECIAL REQUESTS to Melissa McCulloch via email at [email protected] by March 31, 2027. Special requests received after this date risk foregoing accommodation.
FLOOR SET-UP
- Theater style audience seating
- Stage
- Podium with microphone & presentation laptop
- Bottled, room temperature water
FAQs
New for 2027! Yes, and this asset will be shared in March 2027.
In limited instances, our Committee on Conferences & Meetings reserves the right to review presentations in advance to ensure adherence to Speaker Agreements, Conflict of Interest Declarations, and/or the Policy on Promotion from the Podium.
No less than two hours in advance of your scheduled session start time in the Speaker Ready Room at the Vancouver Convention Centre.
Yes, however, please be mindful and courteous to other speakers and limit these to minor revisions.
Definitely and we highly encourage it! A practice mode will be integrated into presentation upload kiosks. These kiosks will be available in the Speaker Ready Room at the Vancouver Convention Centre on a first-come, first-served basis.
Unless otherwise indicated in your speaker agreement, checks for US speakers will be available for pickup onsite in the Speaker Ready Room at the Vancouver Convention Centre. Canadian and International speakers must submit an AAO expense report accompanied by itemized receipts no later than June 30, 2027.
It is a 42” LCD monitor positioned on the floor in front of the podium which will display the current slide of your presentation reflected on the projection screen. Presentation notes are not displayed on this monitor; notes can be viewed from the presentation laptop positioned on the podium.
Individual speaker presentations are not available for sale or complimentary distribution; however, you will be able to purchase the compilation of meeting recordings at a discounted speaker rate via registration. If you elect to participate, your presentation audio and/or slides will be included in this compilation. Preview a past recorded presentation HERE.
Concurrent sessions are attended in an a la carte fashion; they are not ticketed sessions. Please refer to the Program Grid for the estimated seating capacity in your assigned session room.
Yes, however, they may not attend other CE sessions and will not be eligible for CE.
No, speakers are responsible for making their travel arrangements.
- Exhibits – Elizabeth Cordes at [email protected]
- Sponsorships – Holly Kiel at [email protected]
ADDITIONAL QUESTIONS? PLEASE CONTACT:
MELISSA McCULLOCH
Learning & Professional Development Manager
[email protected] | 800-424-2841 ext. 557