FAQ

1. Speaker account 2. Abstract submission 3. Presentation & guidelines 4. Registration & grants 5. Accreditation 6. Accommodation 7. AOP Academy 8. General conference inquiries

1. Speaker account

1.1. What can I do through my speaker account?

Your speaker account allows you to access all the information concerning your participation.
With your account you will be able to view your lecture schedule, submit related abstracts, update your personal information, obtain your certificate(s) of attendance etc...

1.2. How do I login to my speaker account?

To login to your account, click on Login 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 for this account.
*If you have forgotten your password, you may always reset it by clicking here.

If this is your first time logging in to your account, please contact us via e-mail HERE to obtain your credentials.

1.3. I forgot my login credentials, how can I retrieve them?

If you have already attended one of our congresses, then either:

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

Please contact our support team via e-mail here to obtain your credentials.

1.4. I lost my password, how do I reset it?

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. Abstract submission

2.1. How can I submit an abstract 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.

Your abstract will be reviewed by the Scientific Board and you will be notified directly on your speaker account of its inclusion within the program or not.

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

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

2.2. My abstract has been accepted, what are the next steps?

Detailed instructions regarding the next requirements will be sent to you directly by email by the Scientific Secretariat.

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

2.3. What are the deadlines for sending abstracts for the congress?

The deadline for submitting an abstract to include to one of our conferences will be no further that 1 month before the congress starts. Abstracts received after this date 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 congress start date as to the acceptance status of your submission. Detailed instructions regarding requirements and instructions for oral and e-poster / poster presentations will also be provided at that time.

As an example, for a congress starting on August 1st -> abstract submission deadline is July 1st. You will be notified regarding your inclusion within the program starting May 1st.

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

If your abstract has been selected, you will be notified by email by the Scientific Secretariat. You can also login to your speaker account at any time to check your lecture status.
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.

3. Presentation & guidelines

3.1. Where can I view my lecture schedule?

Your lecture schedule is available at all times through your speaker account.

Once logged in to your account, refer to the chapter ‘Check your updated presentation schedule’ of the corresponding congress.

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

It is mandatory to upload your presentation(s) in the Speaker Preview / Faculty Lounge. You can find its location on the congress exhibition map. Please bring a storage device (USB) to upload your presentation(s) onsite at least TWO HOURS BEFORE the beginning of your corresponding session.

NO direct plug-in will be authorized in the conference rooms.

3.3. What is the format of the presentations?

General format:

Language: presentations must be written and presented in English.
Format: save your presentations either in Keynote format (.key) or in Powerpoint 2007-2018 format (.pptx)
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).

Presentation tips:

Font: it is strongly recommended to use a clear typeface (Arial, Arial black, Calibri…) which are more readable on the 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).

Remember: readability is much more important than style. Keep it simple.

3.4. 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.

Format: please refer to the abstract guidelines for full details.
- 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

When and where are they displayed? The e-posters are accessible on interactive touch screens at the e-poster area. They are open to all participants allowing them to search and read the e-posters that are of their interest.

How can I submit my e-poster? You are required to submit your e-poster online via the abstract submission platform.

3.5. What is the role of the chair?

The role of the Chair is to ensure the correct timing and respect of the rules of the session.

Chairs generally give a short introduction of the session and lead the final Q&A with the audience. The moderation of the content and time is under the chair's responsibility; they may interrupt the speakers at any time should they feel the content doesn’t comply with the scientific guidelines. Finally, the Chair will be asked to rate each single one of the presentations of the session.

4. Registration & grants

4.1. Once I submit an abstract 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.

For spontaneously received abstracts that have been accepted, please note that registration to the congress is mandatory. Please register online.

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

An “Industry speaker badge” is provided for these type of speakers, which allows him/her to have access to 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.

4.3. Is there a grant policy for speakers?

Speaker grants are specific to each congress and are sent to each speaker at the time of the invitation by the Scientific Secretariat. Note that your speaker grant policy is visible at all times before and during the congress period, directly via your speaker account.

Our congresses have always welcomed the most specialized experts in their field, coming from across the world. We strive to ensure a fair and balanced Grant Policy for each of our Faculty members. With this procedure, we aim to respond to the demands of transparency and so to continue to offer the diversity and excellence that are our trademarks.

For any inquiries, please contact the Scientific Secretariat.

4.4. 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)

Refer to the chapter "Key moments" under "Plan your trip" tab on our website to learn more about welcome desk opening hours.

5. Accreditation

5.1. 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 be automatically available when the conference ends. Once completed, you will receive an email with a link to your Certificate of Attendance. Your certificate will always be available through your AOP account in the ‘Participations’ section here .

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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

5.2. 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 is available when the conference ends.

Once completed, your Speaker Certificate will be available for download through your ‘Participations’ section here .

NOTA: AOP does not expedite 'Speaker Certificates' for Industry speakers. In this case, please contact your sponsoring company to obtain a certificate.

5.3. How can I get my CME credits?

AOP are commonly accredited at several levels according to the conference location. Consequently, the conferences have been consistently accredited over the past years in Europe, USA, France, China, Indonesia, Hong Kong, India, among others.

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 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. Accommodation

6.1. 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).

As a Faculty speaker you must first login to your speaker account and refer to the chapter ‘accommodation’ to find out more details.

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. 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.

8. General conference inquiries

8.1. 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.

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

Please send an email to the Scientific Secretariat and they will guide you through the process to register your personal translator.

8.3. 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

8.4. 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.