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HUMAN AMYLOID IMAGING CONFERENCE

January 16-18, 2019
 Miami, Florida

All sessions will be held at the Miami Beach Resort.  Plenaries will be held in the Grande Promenade Ballroom while the poster sessions will be held in the Regency Ballroom. 

ATTENDEE FAQs

I have a colleague who wishes to register on site. Can they do this?

No. As announced before, there will be no on-site registrations. No exceptions will be made.

My colleague cannot attend the meeting but I am on site and would like to take their registration. Can I do that?

If we have a written note from the registered individual verifying this last-minute request for substitution, we will consider the request.

What is the Overflow Room?

HAI has arranged for an Overflow Room (located on the Mezzanine level of the hotel) where podium sessions are projected.  Access to this room can be made ONLY with a valid HAI badge.

If registered, will I receive a printed book?

No, unless you have purchased one during your registration. (Requests for printed books were included in the Registration Form at a cost of $15/book. Additional books have also been offered through the email sent by our secretariat at the end of December.) Please note that given the very high printing cost of the 400-page book, we shall not have any extra books available for sale on site.

I paid for my book but I misplaced/ lost it. Can I have a replacement?

Regretfully, not. We recommend you write your name on the inside cover and always remember to take it with you upon leaving the room at the end of the day.

I lost my badge. What do I do?

We will replace a lost badge (on the first occurrence) for $15. On a second occurrence, you will need to re-register and pay the standard registration fee.

Is HAI accredited for CME?

No. But the event immediately following HAI (the MCI Symposium and Special Topic Workshop – www.mcisymposium.org) is!

Will sessions be video recorded or will slides be shared?

Historically, HAI records only its keynote and special lectures (see the Video tab of this app). At HAI 2019, we shall record Drs Carson, Goedert and Trojanowski’s presentations and then post them at the event website in about one month. No other slides or recordings will be made available.

I can only attend one of the two poster sessions for which I am scheduled to present. Is that a problem?

HAI’s Terms and Conditions–which all abstract submitters had to accept–had clearly communicated the requirements in this sense. HAI secretariat will closely monitor absences and will record these accordingly. Individuals scheduled to present a poster who do not show nor communicate a planned absence, will not be allowed to submit for presentation at HAI for three years.

I see someone in the audience who keeps taking photos of the projection screens while presenters show their data. Who should I tell about this?

There is no photography allowed during the podium and poster sessions. Our secretariat will monitor this attentively so please reach out to them on the floor about any such concerns. Those interested to have copies of slides/posters should address the authors directly.

I need to meet with a colleague while at HAI. Is there any space available for an informal meeting?

Yes. HAI has prepared such space on the Mezzanine level – please see our registration desk for details.
For larger groups and more formal space requests, please contact the hotel directly.

I need to connect with a friend whom I know is at the event. How can I find them?

Please contact the Registration Desk and they will liaise with your friend on your behalf.

Do you have a list of attendees and their contact information?

We only share the name and organization of attendees who have agreed to communicate their presence with others. We will not share any other contact information – email or physical addresses, telephone numbers, etc.

Can I bring my partner to the networking receptions?

No. Partners, spouses, children are not allowed to any of HAI’s scientific sessions or networking receptions.

I have various dietary restrictions and/or allergies. Will HAI provide adequate and sufficient meals for me?

Dietary restrictions submitted on the HAI Registration Form have been communicated to the hotel.  As announced, the hotel will do its best to address all requests though it will not guarantee their fulfillment. We suggest that you have alternative plans in place (the restaurant on site, at Grand Beach or other nearby venues).

I need to get a taxi at the end of the day – who can help me?

The hotel’s concierge will gladly help with such requests.

PODIUM PRESENTATIONS


Podium Presentation Guidelines:

  1. With the exception of the keynote and guest lectures, all podium/oral presentations will be 7 minutes only, and the Chairs will enforce this limit. Following the oral presentation, there will be 8 minutes for questions from the audience.
  2. We recommend no more than 5-7 slides (max); note that background slides are not typically shown.
  3. The second slide of your presentation must be your “Disclosures”.
  4. The last slide of your presentation must be a “Summary”which should remain on the screen for the duration of your Q&A with the audience.
  5. We will use a speakertimer which will flash yellow at 2 minutes to end and then red, when time is up.
  6. It is critical that speakers stay on schedule.  Please note that chairs are instructed to interrupt lectures that extend beyond this schedule.

Slide Preparation/Uploading Guidelines:

  1. All presentations will be “run” from the tech table on A/V’s event computers ONLY and not individual laptops or tablets.
  2. Presentation files should only be Microsoft’s PowerPoint.
  3. All PowerPoint files must be formatted for 16:9 slide size – (in PowerPoint, click “Design” from the top menu, then from the right, “Slide Size”).
  4. Save your slides as “Session_Number–Position_in_the_Session–YOURLASTNAME”  (e.g.: “3-5-Stanley.PPT” will deliver his lecture in Session 3 and will be the fifth in the sequence of presentations)
  5. Upload your slides to https://www.dropbox.com/request/GRRDVRvzAyiMUTdgZNc4 no later than Monday, January 14, 2019, 2pm Eastern Time.
  6. If your presentation has embedded videos, please submit them separately or upload/forward a folder containing both slides and video.
  7. If your slide contains audio files, please instruct us accordingly.
  8. We recommend usage of the font types Arial or Times New Roman – which translate correctly across platforms.
  9. To avoid font rendition issues, we ask that you embed true type fonts in PowerPoint files: To embed fonts, click on “File”, “Save As”, “Tools”, “Embed True Type Fonts” or, click on “File”, “Save As” and check “Embed True Type”.
  10. Given some of the issues encountered over the past two years, we will not permit any slide update OR slide editing the day of your lecture (sent via email, uploaded to the collection folder OR brought at the Tech Table)!  Please understand that with such a tight schedule and so many presentations, our Audio/Visual team needs to have everything rehearsed and prepared BEFORE the conference begins (we use over eight hours the day before the event to rehearse the flow, project EACH ONE OF YOUR DECKS on the conference screens and adjust/edit the format as needed).  Each of these presentations is then loaded onto three (3) separate machines which we run concurrently during your lectures (such that if there is any technical glitch, we can seamlessly swap presentations and also be ready for the following talk in the sequence).  Bringing us updated slides the morning of your talk or just 5 minutes before you are scheduled to begin will NOT allow our team to stick to its schedule, load backups or test these for proper formatting/setup/run.  While you may be willing to take this risk, our Audio/Visual team is instructed not to do so any longer as we only want to give our audience and you, our presenters, the best support there is.  We are most grateful for your understanding of this complex process and your working with us to deliver this critical audio/visual support to you.  

Podium Presenter Responsibilities at the Conference:

  1. Speakers can check their slides (on the event computers) only during check-in and meal/break times.
  2. Each presenter should check-in with their respective session chair prior to their session.
  3. All speakers are to check-in at the A/V table prior to their session AND prior to their talk (speakers will be fitted with a lapel microphone during the break preceding the session and instructed on the usage of the slide changer, speaker timer, etc.).
  4. Speakers will be provided with a slide changer/laser pointer; a confidence monitor will also be provided.

Panel Discussion:

  1. Each session (group of 3-5 presentations) will be followed by a 30 minute panel discussion with audience Q&A.
  2. Speakers will be invited to join the session chairs on stage immediately after each group of presentations.
  3. Audience will be instructed to line up at microphones for questions/comments.

Photography in the Podium Sessions:

It is strictly prohibited to take photos from any scientific material without the expressed permission by the authors.

Podium Presentation No Shows:

Including your abstract in the conference program obliges you or one of your co-authors to actually present your contribution at the time and in the mode indicated. If you already know that you cannot deliver your presentation, you are asked to withdraw your corresponding abstract as soon as possible. Individuals scheduled to deliver a podium presentation who do not show nor communicate a planned absence, will not be allowed to submit for presentation at HAI.

Mobile Telephone Number:

If your online profile does not have a mobile telephone listed, we ask that you update it immediately.  This will be our ONLY way to communicate with you during the event.

POSTER PRESENTATIONS


Schedule:

The Poster Sessions are scheduled as follows:

  1. POSTER SESSION 1 will be presented Wednesday, January 16, at 2:00 pm in a 90-minute session.
  2. POSTER SESSION 2 will be presented Thursday, January 17, at 10:15 am in a 45-minute segment and at 4:45 pm, in another 45-minute segment.
  3. POSTER SESSION 3 will be presented Friday, January 18, at 10:00 am in a 45-minute segment and, once more, at 4:15 pm, in another 45-minute segment.

INSTALLATION AND REMOVAL

 DAYINSTALLATIONREMOVAL
SESSION 1Wednesday, January 1611:00 am - 11:45 am6:30 pm - 7:00 pm
SESSION 2A/2BThursday, January 177:30 am - 8:30 am5:30 pm - 6:30 pm
SESSION 3A/3BFriday, January 187:30 am - 8:30 am6:30 pm - 7:00 pm
Posters which are not removed by the date/time listed above will be discarded.

Other Logistics:

  • Posters should be in landscape format and displayed on a poster board with the following dimensions: 4ft high x 6ft wide (1.22m x 1.83m).
    • If you will use fabric posters, please note these do not hold very well to the boards
    • If your poster exceeds the dimensions listed above, you will encroach on the space of the next boards and as such, may be asked to trim your poster
  • Poster presenters should refer to the list of poster presentations for their board numbers displayed outside and inside the room.
  • Presenters are required to be at their posters at the start time of each allocated session AND throughout the assigned times.  Poster presenters who are not present during the scheduled sessions will be disqualified from all future HAI abstract submissions.
  • Should you need to cancel your participation, please inform the Secretariat at your earliest convenience. Failure to do so before January 4, 2019, will result in your inability to submit abstracts and present at future editions of this event.

Poster Tubes/Bags/Cases:

Given the limited space that we have in the Poster Room (Regency Ballroom) this year, we ask all presenters to remove their poster tubes/bags/cases and allow for a safe viewing for all.

Mounting the Poster:

HAI will provide push-pins.

Two Poster Presentation:

If you are scheduled to present two posters during one time period we ask that you split your time between the two presentations or invite a registered co-author to present one of your posters.

Emergency Printing:

Should you lose your poster or need a fast reprint, a Fedex Kinko (shipping/printing store) is available nearby (in the Fontainbleau Hotel, situated in walking distance from the HAI venue, at 4441 Collins Ave, +1.305.672.1177).  Do note, however, that prices for services at this location are higher than at an inland location.

Photography in the Poster Session:

It is strictly prohibited to take photos from any scientific material without the expressed permission by the authors.

Poster No Shows:

Including your abstract in the conference program obliges you or one of your co-authors to actually present your contribution at the time and in the mode indicated. If you already know that your poster will not be presented you are asked to withdraw your corresponding abstract as soon as possible. Posters not presented are not only frustrating for those people present, but also costly as the board space is reserved for your poster. Please note that the organizers will be monitoring all poster no-shows.  Individuals scheduled to present a poster who do not show nor communicate a planned absence, will not be allowed to submit for presentation at HAI.

Poster Removal:

Tear-down must be completed within the designated times. Posters left up after the tear-down period will be removed for disposal. HAI is not responsible for any lost or damaged posters.

Mobile Telephone Number:

If your online profile does not have a mobile telephone listed, we ask that you update it immediately.  This will be our ONLY way to communicate with you during the event.

Commitment

We ask that presenters take very seriously their commitment to present, except in cases of true emergency.