Guidelines for Presenters, Including Posters

Submission

ADAA will limit the number for any individual to two accepted oral session presentations (symposia, roundtables, workshops, individual oral) or four poster presentations. (Note:  Nonpresenting coauthors do not count toward the individual participation limit.)

• Presenters may not request specific dates or times for their presentations.
• All presenters are expected to make their own travel arrangements.

Registration and Cancellation

All presenters are encouraged to attend the entire conference for educational and networking purposes. To allow you and your colleagues to make an informed decision about participation, please be aware of the ADAA registration policy:

• All presenters, including posters, must register by January 30, 2013, at the appropriate rate.
• Presenters may not register as conference guests.

In the event that presenters need to cancel after they have registered, cancellation notice must be received in writing by March 4, 2013. Cancellations by telephone are not accepted.

• A $75 administrative fee will be charged for all refunds.
• Cancellations will not be accepted after March 4, 2013, for any reason, including medical and travel complications, due to the many costs associated with planning and organizing this conference.
• All refunds will be issued after the conference ends.

Disclosure Statement

All presenters must complete and submit disclosure and conflict of interest information online by the specified deadline. Those who do not submit this information or resolve any conflict prior to the conference will not be allowed to present.

• All presenters are required to include a standard disclosure slide in their visual presentations, even if you have nothing to disclose.

Withdraw Policy

Deadline: January 30, 2013
If you choose to withdraw your presentation, please write or conference [at] adaa [dot] org (e-mail ADAA) byJanuary 30, 2013. The designated contact person must notify all copresenters and coauthors about the withdrawn presentation. Withdrawn sessions will not be reinstated.

Audiovisual Equipment

ADAA provides the following AV equipment in all session rooms: laptop, LCD projector, screen, and podium with microphone.

• Additional requests must be made at the time of presentation submission and approved prior to the conference. No requests for additional AV will be approved on-site.
• ADAA will not rent Mac computers, slide or overhead projectors, or flip charts.

Handouts

Attendees appreciate receiving copies of slides and other materials about your presentation. ADAA encourages you to consider this and suggests the following options:

• Make handouts available to ADAA to post on the website after the conference.
• Ask attendees for business cards, and e-mail the handouts after the conference.
• Bring handouts with you; ship them directly to your attention at the hotel once you have a reservation; or copy them at the hotel business center.

• You are responsible for any copying and shipping costs incurred; ADAA will not make copies of handouts.

Hotel and Travel Information

Presenters are required to make their own hotel reservations and travel arrangements.

The conference takes place at the Hyatt Regency La Jolla at Aventine in La Jolla, California. [1]
Special discounted room rates are available for the conference dates of April 4–7, as well as three days before and after. Internet is included in the sleeping room rates.

Single/Double/Triple/Quad:  $219.00
Regency Club:                         $259.00
Petite Suite:                              $319.00
Applicable state and local taxes will be added to the above rates, currently 12.5%

Book your hotel reservation online [2] or call 888-421-1442.  Be sure to mention ADAA to receive the discounted conference rate, and book your room before March 1, 2013.

The closest airport is San Diego International Airport (SAN), [3]10 miles away.

See poster guidelines. [4]