Speaker Information (Research)
These guidelines relate to research symposiums, oral presentations and posters.
We hope this information is useful in helping you prepare your presentation(s). Please share it with all
other presenters on your program.
Prior Presentation of Research (Oral Abstract Presentations and Posters Only):
 The research you plan to present must not have been presented elsewhere prior to the convention,
and was not to have already been accepted for publication at the time of abstract submission.
Abstract Publication:
 All accepted research abstracts will be published, along with the first author's email, in a special
preconvention supplement to Research Quarterly for Exercise and Sport. This supplement will be
produced exclusively online, and will be open access for both subscribers and non-subscribers.
Presenting Author(s)/Program Schedule:
 The program schedule indicating the date, time, and location of your presentation(s) will be
available online soon at http://myschedule.shapeamerica.org/ViewSessions.aspx.
 The room and session location details will be available through the online planner. It will be the
most current information relative to accepted/programmed sessions.
 Please direct questions to [email protected].
Registration/Housing/Travel:
 You must register and pay the appropriate convention registration fee (full or one-day) to present
your research.
 Badges will not be mailed prior to convention. If you have pre-registered, self-registration (SCAN &
GO) stations will be available in the registration area at the convention center to retrieve your
badge. If you have not paid or have to make changes to your registration, please go to the staffed
registration counters.
 You are responsible for your own travel expenses to attend the convention unless other
arrangements have been made. SHAPE America does not reimburse these expenses.
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© 2017, SHAPE America - Society of Health and Physical Educators • www.shapeamerica.org
1900 Association Drive, Reston, VA 20191 • 703.476.3400 • Fax 703.476.9527 • [email protected]
Presentation Details:
 Symposiums: Each lecture room will include a head table, a podium, one (1) podium microphone,
and one (1) lavaliere microphone. Wireless microphones will NOT be provided for lecture
presentations.
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Oral Abstract Presentations: Please plan your presentation for 12 minutes so that there will be time
for a 3-minute question period. Speakers are encouraged to work with the session presider to
determine the best way to manage the Q&A portion for oral sessions. Questions may be taken at
the conclusion of each presentation or saved until the end. However, whatever the agreed upon
arrangement, the session must not extend beyond the programmed time. Each lecture room will
include a head table, a podium, one (1) podium microphone, and one (1) lavaliere microphone.
Wireless microphones will NOT be provided for lecture presentations. Further details will be
provided at a later date.
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Posters: A 4' x 8' board will be provided to display your poster. The font type should be large enough
so that it can be read from at least three feet away. Additional guidelines for preparing
your poster will be made available on the SHAPE America website under the Speaker Information
tab - http://convention.shapeamerica.org/Convention/Presenters/Convention/For_Presenters.aspx.
Wireless Internet:
 Internet access will be available in session rooms during the convention for speakers. This
information will be sent to all presenters in advance of the meeting under separate cover. The John
B. Hynes Veterans Convention Center WiFi network functions the same as most other networks. In
the web browser of your devise, select shapeamerica to be connected to the internet. This service
is available in the lobby areas and meeting rooms of the convention center; however, it is not
available in the exhibit hall. If you have problems accessing the WiFi network while at the
convention center, please visit the Program Operations booth.
 Speed of connectivity and service is not guaranteed. We suggest that you test the connection in
your assigned meeting room prior to your session. Be prepared to modify your presentation should
the service not meet your needs.
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© 2017, SHAPE America - Society of Health and Physical Educators • www.shapeamerica.org
1900 Association Drive, Reston, VA 20191 • 703.476.3400 • Fax 703.476.9527 • [email protected]
Speaker Preparation Room
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A complimentary room (205) is available for speakers to organize their presentation materials. The
room will be equipped with a screen, LCD projector, and iPod hookup. Speakers using the LCD
projector will need to bring their own laptop.
In most cases, the meeting room assigned to your session will be available 30 minutes prior to
your scheduled start time. Please use this time to ensure that everything is in order and that you
are ready to begin on time. If there is a problem, please visit the staff at the Program Operations
booth for assistance. As a professional courtesy to other presenters, please begin and end your
presentation on time.
Sessions are scheduled in the hotel and convention center meeting rooms that have little similarity
to gymnasiums, research labs, and dance studios.
Nothing can be taped, stapled, or otherwise affixed to any wall or surface of the convention center
or hotels. Individuals violating this policy will be held liable for damages.
Handouts:
 Most attendees are interested in practical application and how-to ideas that they can incorporate
into their programs. An email will be sent to speakers with a link, user name, password, and
instructions for uploading handouts. If you did not receive an email or have questions regarding the
process for uploading your documentation, contact [email protected]
Penalty for Withdrawals and Cancellations:
 A penalty will be assessed for withdrawals or cancellations on or after February 1 that are deemed
to be without good cause. Any cancellation before or after December 1, 2016 about which the
Research Council is not notified will be subject to review by the Research Council and may result in
a 1- to 2-year period during which you and your coauthors will be prohibited from presenting
research in any format on the Research program at SHAPE America National Conventions.
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© 2017, SHAPE America - Society of Health and Physical Educators • www.shapeamerica.org
1900 Association Drive, Reston, VA 20191 • 703.476.3400 • Fax 703.476.9527 • [email protected]