FAQ

1. General conference inquiries 2. Speaker account 3. Abstract submission 4. Session & presentation guidelines 5. Registration & grants 6. Accreditation 7. AOP Academy

1. General conference inquiries

1.1. I am a speaker and require a Visa to attend the conference.

To help with this process, we can send you an Invitation Letter that will bear the stamp of the AOP Head Office which you can use to obtain your visa.

Information on the visa process can be found on our congress website, on the ‘Plan Your Trip’ page of each congress.

1.2. I am a speaker and my translator is coming to the conference with me, do I need to buy a badge?

Your personal translator will have to buy a badge. Please refer to the corresponding badge type within the registration guidelines under the Register tab.

1.3. I am a speaker, can my nurse/medical staff attend the conference with me?

Please refer to the corresponding badge type within the registration guidelines under the Register tab.

1.4. What happens in case of Force Majeure?

The event may be moved to a different date, cancelled altogether or the time frame changed as a result of incidents beyond anyone's control, extenuating circumstances out of the control of AOP (such as but not limited to general strike, invasions, hostilities, war, rioting or similar situations which prevent performance of the contract) or acts-of-God (such as but not limited to epidemics, floods, volcanic eruption, earthquakes or other convulsions of nature and other acts). The registration remains binding in the event of a time change or extensions or because of a cancellation caused by, or resulting from, directly or indirectly a Force Majeure (as such term is defined in the preceding sentence). The registrant has no right to regress if the event has been moved to a different date, a different time frame or cancelled entirely as set forth herein.

2. Speaker account

2.1. How do I login to my speaker account?

If this is your first time logging in to your account, please contact us via e-mail HERE to obtain your credentials. If you have already created an AOP account before, login to your account by clicking on the Login button on the upper right corner of your screen and enter your credentials.

-> Your username is your email address
-> Your password* is the personal and private one you chose when you created this account

*If you have forgotten your password, you may always reset it by clicking here.

2.2. I forgot my login credentials and/or password, how can I retrieve them?

CREDENTIALS - if you have ever attended one of our congresses, then:

you have created an account
an account has been created for you

Please contact us via e-mail HERE to obtain your credentials.

PASSWORD - click here to reset your password.

NOTA: please remember to check in your junk mail inbox for the reset link if it doesn't appear on your main inbox.

2.3. What can I do through my speaker account?

Once you are selected to become a speaker within any of our congresses, a Speaker Account will become available for you on our website that will allow you to access all the information concerning your participation.

Through your speaker account you will be able to:

- view your lecture schedule and abstract status
- submit related abstracts and COI's
- view and accept your speaker grant policy
- reserve your hotel (when applicable)
- view and rsvp to any social event planning
- update your personal information and bio
- obtain your certificate(s) of attendance
- and much more...

3. Abstract submission

3.1. How can I submit abstract(s) or become a speaker?

At AOP, we aim to push the boundaries in terms of qualitative and distinctive educational content. If you wish to contribute to this end, you can easily submit an abstract following simple steps through our website.

Login to your account or create one (please refer to chapter 1.2)
Go to the corresponding congress of your choice and click on the "Submit your abstract" tab
Your abstract will be reviewed by the Scientific Board. You will be notified directly on your speaker account of its inclusion or not within the program

NOTA: please carefully read the Abstract Guidelines and Conflict of Interest Policy before any submission.

3.2. What are the guidelines to submit abstract(s)?

Regarding abstract submission
- Please carefully read the Abstract Guidelines and Conflict of Interest Policy before any abstract submission.

Regarding copyright & privacy policy
- Submission of an abstract implies that it has been approved by all listed authors. The AOP Scientific Board reserves the right to make the final decision concerning the form of presentation. As part of the submission, the author grants AOP the exclusive right to publish the abstract, and a non-exclusive right to publish, reproduce, distribute, display and store the abstract worldwide in all forms (including AOP programs and websites, whether print or digital versions). No fee shall be paid to the author by AOP for the license granted herein. Apart from the above mentioned, the author will retain copyright of his or her abstract.

The abstract author may also allow AOP to publish the abstract and the final talk/presentation video on AOP Academy e-learning platform.

For any inquiries please contact the Scientific Secretariat at scientific@aopcongress.com

3.3. What are the deadlines for sending abstract(s) for the congress or obtaining a response?

The deadline for submitting an abstract for one of our conferences will be no further than 1-month before the congress starts. Abstracts received 1-month before congress will not be considered.

Once submitted, your abstract will be reviewed by the Scientific Board and you will receive a definitive answer starting 3 months before the congress as to the acceptance of your submission. Detailed instructions regarding requirements and instructions for oral and e-poster / poster presentations will also be provided at that time.

Example of deadlines:
- congress starts on August 1st
- Notification of acceptance or not starting: May 1st.
- abstract submission deadline: July 1st

3.4. How can I check if my abstract(s) have been included within the scientific program?

To check the status of an abstract you have submitted, you have to login to your personal account here. Once in, you will need to select the congress for which you have submitted an abstract and head to the tab ‘Check your updated presentation schedule’.

If your abstract has been accepted: the notice 'abstract accepted' will be visible through your personal account and the scientific secretariat will get in touch with you with the next steps to follow. As a general rule, for spontaneously submitted abstracts selected for the contribution of scientific sessions, registration to the congress is mandatory (please refer to faq 4.1 for more information).
If your abstract has not been selected: the notice "abstract declined" will be visible through your personal account . Although the content of your work might be very interesting, if the sessions are fully booked we are no longer able to introduce your abstracts within our program and we invite you to resubmit them for another of our upcoming events.

4. Session & presentation guidelines

4.1. Where can I view my lecture schedule?

Your lecture schedule is available at all times through your speaker account. Login to your personal account here, and refer to the chapter ‘Check your updated presentation schedule’ of the corresponding congress.

4.2. Where do I upload my presentation(s) during congress?

It is mandatory to upload your presentation(s) in the Speaker Preview / Club Lounge. You can find its location on the congress's circulation map.

In order to avoid queuing and delays, please be onsite to pick-up your badge and upload your presentations at least TWO HOURS BEFORE the beginning of your corresponding session. If you are speaking within the 2 first morning sessions, we HIGHLY RECOMMEND to retrieve your badge and upload your presentations the day before the congress opening (an early preview room will be open specially set up for you).

It is mandatory to bring a storage device (USB) to upload your presentation(s). NO DIRECT PLUG-IN will be authorized in the conference rooms.

4.3. What are the format(s) of the presentation(s)?

PRESENTATION FORMAT:

Language: presentations must be written and presented in English.
Format: save your presentations either in Keynote format (.key), Powerpoint 2007-2018 format (.pptx), or in Prezi format (see download for Mac requirements here). Widescreen (16:9) is the recommended ratio, however standard (4:3) ratio is also allowed.
Video requirements: a copy of video files inserted in the presentation must be placed in the same folder as the presentation file. Use the .avi or .wmv format (with a mpeg2 codec if possible).

NOTA: « presenter mode » will not be available during your presentation.

PRESENTATION TIPS:

Font: it is strongly recommended to use a clear typeface (Arial, Arial black, Calibri…) which are better readable on the big screen.
Font size: it is recommended that the smallest font size used is 28. The bigger, the better!
Try this : Look at the screen from 12 ft (3,5m) away, and then from 6 ft (2m) – if you cannot read it your audience will not either.
Color: on light backgrounds (white, yellow, light blue) use dark fonts (black, navy blue, dark green). On dark backgrounds (blue, purple) use light fonts (white, yellow, cyan etc).

NOTA: readability is much more important than style -> keep it simple.

4.4. What is an e-poster and how does it work?

An e-poster is an electronic version of a traditional poster board, presenting scientific research via pictures, graphs and tables with an attractive visual layout. Please refer to the abstract guidelines for full details.

Format:
- References must be included within the e-poster
- Product and/or industry logos are not permitted on the e-poster
- The disclosure slide will automatically be shown before the e-poster presentation. If disclosure of commercial support is not honestly declared, the e-poster will not be accepted
Submission: you are required to submit your e-poster online via the abstract submission platform.
Display: all e-posters are accessible on interactive touch screens within the e-poster area of each congress (verify the corresponding congress' circulation map to find its location). They are open to all participants allowing them to search and read the e-posters that are of their interest.

4.5. What is the role of the chair?

Chairs are selected by the Scientific Board for various of the congress sessions. Each chair is entrusted to fulfill the following role:

Ensuring all lecture’s timings are respected
Keeping the content unbiased within the scientific sessions*
Rhythming and promoting discussion during the Q&A at the end of the session

5. Registration & grants

5.1. Once I submit abstract(s) do I need to pay the registration fee or am I already registered?

For spontaneously received abstracts, please note that they must first be reviewed by the Scientific Board to confirm its acceptance within the Scientific Program. Once they have been accepted, please note that registration to the congress remains mandatory.
Please register online.

5.2. What are the different types of speakers the conference receives?

At AOP, speaker's diversity and excellence has become our trademark. The congress distinguishes 3 types of speakers:

FACULTY SPEAKER: selected and invited by the Scientific Board and speaking strictly within non-sponsored scientific sessions.
CONTRIBUTING SPEAKER: any physician who submits a scientific abstract through the dedicated AOP website and that has been selected by the Scientific Board to be part of the contributing sessions. Only submissions that match the program's scientific needs are selected. As a general rule, for abstracts that have been accepted, the speaker is required to register to the congress.
INDUSTRY SPEAKER: speakers that are invited by a sponsoring company to speak only within sponsored sessions that are clearly identified as such.

Please refer to our general faq for more information on badge accesses for the above mentioned speakers.

5.3. Do speakers lecturing in a sponsored activity require a badge? (ex: industry guest lecture, live demo, symposium)

An “Industry speaker" badge is provided for speakers invited by a sponsoring company, which allows him/her to access the sponsored sessions and the exhibition space during the congress. Should he/she like to have access to the scientific sessions, additional registration is mandatory. The company can register him/her directly through their online account.

NOTA: speakers performing in a training village are required to register to the congress.

5.5. How can I book my hotel?

Go to the Attend tab of the congress of your choice and book your hotel through the Plan your trip section to benefit from special negotiated prices at selected hotel(s).

Faculty speakers must first login to their speaker account and refer to the chapter ‘Accommodation’ to find out more details.

5.6. Where do I pick up my badge?

You can retrieve your badge at the dedicated Speaker desk onsite.
Please bring the following with you:

Identity proof (e.g. ID card, passport, driving license etc.)
Business card (if applicable)

6. Accreditation

6.1. How do I get my Certificate of Attendance to the conference?

To obtain your certificate of attendance, it is necessary to login to your account and submit the 'online evaluation' form that will automatically become available once the congress ends. When completed, you will receive an email with a link to your Certificate of Attendance. Your certificate will also be always available for download through your AOP account in the ‘Participations’ section here.

If CME credits are offered for the congress, the procedure to obtain CME credits will be sent along with your certificate.

NOTA: please note that each congress has its own accreditation system

6.2. How do I obtain my Speaker Certificate ?

To retrieve your Speaker Certificate, you will need to login to your speaker account and submit the 'online evaluation' form that becomes available when the congress ends. Once completed, your Speaker Certificate will be available for download through your ‘Participations’ section here.

AOP issues certificates only for scientific sessions, therefore we do not expedite 'Speaker Certificates' for Industry speakers. In this case, please contact your sponsoring company to obtain a certificate.

6.3. How can I get my CME credits?

AOP are commonly accredited at several levels according to the conference location. The number of CME credits that we offer participants varies according to the duration of the congress and the organism of accreditation, given that the evaluation differs from one country to another.

If the conference you have attended is accredited, the procedure to obtain the corresponding CME credits will be sent along with your certificate.

You can learn more regarding accreditation by going to the "Accreditation" tab found within the congress page of the congress you are interested on.

6.4. What about conflict of interest (COI)?

AOP insists on transparency in all scientific courses, therefore each speaker is required to disclose whether or not their presentations contain any commercial bias or financial support received.

The COI policy applies to anyone who is a speaker during the congress or contributes to the development of the scientific program; this includes all members of the Scientific Board and all faculty members.

As Board members; we kindly ask you to fill in and update your COI year by year. Please refer to your speaker dashboaard under the chapter 'Submit your COI disclosure' to download the corresponding COI form and submit it.

7. AOP Academy

7.1. How can my presentation be published on AOP Academy?

All speakers are required to complete and sign a ‘Contributor Consent’ form previously or during the congress. When you agree to this contributor form, you authorize the publication of your presentations on the AOP Academy platform. Presentations will be published online starting 1-month after the congress ends.

If you want to contribute with your presentation, please contact us via email.

For more information about AOP Academy please click here.