General Education Sessions, Roundtables, & E-sessions Speaker FAQs
Congratulations on being accepted to present at the 2012 Annual HIMSS Conference & Exhibition in Las Vegas! We are very excited that you are part of our program and look forward to a successful event! Below is some important information that may answer any questions you may have as a speaker.
Conference Information
When and where is HIMSS12?
2012 Annual HIMSS Conference & Exhibition
Feb. 21-24, 2012*
Venetian/Sands Expo Convention Center, Las Vegas, NV
* New schedule for HIMSS12 General Education Sessions – now Tuesday – Friday!
What are the attendee demographics?
As you may be aware, the majority of HIMSS audience is mid- to upper- level management. Below is the attendee demographics of who attended HIMSS11:
Presentation Formats: Requirements and Timelines
What are the requirements for a Lecture?
A 60-minute traditional, lecture-type conference education session in which a specific topic is presented and discussed. An assigned HIMSS moderator will introduce the speaker(s). The presentation is followed by a brief question and answer period. No more than two speakers are permitted in this format. Lecture rooms vary in size and can hold anywhere from 400 – 900 attendees.
Please refer to the Presentation Guidelines. Lectures are assigned a “coach” to serve as mentors throughout the presentation process and must adhere to the guidelines and the timeline listed below.
What are the requirements for a Roundtable Discussion?
Roundtable Discussion sessions are highly interactive group sessions that create opportunities for in-depth learning through discussion with facilitators and attendees in an active information exchange. The Roundtable Discussion session room can hold up to 250 attendees.
Roundtable facilitators should prepare no more than 5 - 10 introductory slides for their Roundtable session. Please refer to the Roundtable Discussion Session Guidelines. Roundtable sessions are assigned a “coach” to serve as mentors throughout the presentation process and must adhere to the timeline listed below.
What are the requirements for an E-Session?
An E-Session is a PowerPoint presentation that includes audio. The E-Sessions will be accessible to all attendees at various computer stations during the conference. Attendees are welcome to access E-Sessions during the conference hours.
E-Sessions are not “live” presentations, so authors are not required to attend the Conference. However, as an e-Session author, you will receive one complimentary registration.
The e-session author must provide a 20-minute PowerPoint presentation (15-20 slides) and a typed script in a Word document. Please refer to E-session Guidelines. You do not need to send a recorded audio version of your script. We will work with a professional voice-over to read the script you provide and to coincide with the PowerPoint slides. So, when attendees view your presentation, they will also be able to hear your presentation.
E-sessions are assigned a “coach” to serve as mentors throughout the process and must adhere to the timeline listed below.
Presentation Resources
Will my presentation need approval? Will I be assigned a “coach”?
A “coach” will be assigned to review your presentation and serve as your mentor to help you through the process. Your assigned “coach” will review your presentation and make any necessary comments. Once finalized, your presentation will be sent to the HIMSS CE provider, Postgraduate Institute of Medicine (PIM), for their approval. Deadlines must be met!
Are there required conference ppt templates that must be used in my presentation?
Speakers are required to use a HIMSS12 ppt template. There are three choices available.
Option 1
Option 2
Option 3
Please refer to HIMSS Presentation Guidelines for required formatting instructions.
What resources are available to speakers?
There are many resources available to speakers:
What forms must I complete in order to present?
As a speaker for HIMSS12, there are required forms that must be completed and returned to HIMSS:
Onsite Information
How do I know when I am speaking? Will my session information be posted on the HIMSS web site?
Session assignments have been scheduled and sent to speakers. In addition, all session information will be available on the HIMSS web site in November.
After January 17, final presentations will be posted to the HIMSS web site available to conference attendees.
Can I add/replace speakers?
Speaker replacements are NOT allowed and done so at the discretion of HIMSS. If a speaker is unable to attend, the session will be cancelled. Please do NOT send a replacement speaker on-site, as they will not be allowed to present!
What should I avoid so I am not considered making a sales pitch in my presentation?
HIMSS conference attendees look for practical, useful, “take-home” information. It is strongly encouraged for sessions to avoid any type of sales pitch. If a presentation needs to mention an organization, vendor, etc. it is okay to mention it, however, do not linger on this and move on. This must be done in moderation and have balance.
Can I handout promotional materials at my session?
Promotional materials are not allowed to be handed out before/during/after your session. Keep in mind that attendees expect an education session, and there should be no sales pitch during your presentation.
Will my session be evaluated by attendees?
Evaluation forms will be electronic. All speakers will be evaluated. Some of the speaker evaluation criteria will be:
- The degree to which speaker avoided making a sales pitch
- Speaker knowledge about the topic
- Speaker speaking skills
- Likelihood of recommending speaker to peers
What are the AV requirements? Are special AV requests allowed?
The following is considered standard equipment, and will be provided (at no charge) in each breakout room:
- LCD projector & screen
- Laptop [must use onsite equipment only; no jump drives allowed]
- Audio Package - 1 podium microphone, 1 wired lavalier (not wireless), 1 table top mic, 1 standing aisle mic for Q&A
- Wireless internet
Each presentation room will be equipped with a computer. You will not need to bring your laptop to the conference to run your presentation. Please note that the computers in the session room will have locked USB ports. You will not be able to use a flash drive in the session room.
There is an additional charge for any AV equipment NOT listed as part of the Standard Equipment. PLEASE NOTE: Charges for any additional equipment are the speaker’s responsibility. To order additional AV equipment, request an order form from HIMSS education department: Deb Clough, dclough@himss.org.
Will I have help in the session room?
There will be Program Assistants assigned to each room. Please check in with your Program Assistants to let them know you have arrived. Please arrive 15 minutes prior to your session. The Program Assistants will have radio contact with the Speaker Ready Room, AV technicians and the convention center if assistance is needed.
Will I have someone introduce me during my session?
As you may be aware, all sessions (except e-Sessions) will be assigned a HIMSS moderator. Moderators will introduce speakers, announce any “housekeeping” items and help to keep you on schedule with your session. Moderators will be provided with speakers’ bios that were submitted through the Call for Proposal. Speakers will receive their moderator’s contact information in January, 2012. Please contact your moderator prior to your session to work out any details so your session will run smoothly.
Will there be printer stations available at the conference?
Printer stations will not be available at HIMSS12.
Can attendees earn CEU accreditation?
As part of their co-sponsorship, the Postgraduate Institute for Medicine (PIM) has provided HIMSS 2012 attendees with the ability to obtain contact hours for their continuing education. This educational activity must follow the standards for continuing education established by the ACCME, ANCC, ACPE, AMA, and FDA. Continuing education units are also available for CPHIMS, AHIMA, ACHE, and PMI. Please refer to the HIMSS conference web site for more details.
Disclosure of Conflicts of Interest
Postgraduate Institute for Medicine (PIM) requires instructors, planners, managers and other individuals who are in a position to control the content of this activity to disclose any real or apparent conflict of interest they may have as related to the content of this activity. All identified conflicts of interest are thoroughly vetted by PIM for fair balance, scientific objectivity of studies mentioned in the materials or used as the basis for content, and appropriateness of patient care recommendations. Any questions regarding conflicts of interest can be sent to Kristi Bergman, Program Manager, PIM, at kbergman@pimed.com
Registration/Hotel/Travel
Do I receive a complimentary registration? How do I register?
All speakers receive one complimentary registration to attend HIMSS12. This includes entrance to all education sessions and the exhibit hall, Tuesday through Friday. Your complimentary registration to HIMSS12 is non-transferable and can only be used towards the 2012 Annual HIMSS Conference & Exhibition. Admittance fees to preconference workshops, symposiums or special events are excluded and speakers must register and pay for these separately.
HIMSS provides speakers with a registration comp code.
How do I make my hotel/travel arrangements?
Speakers are responsible for their own hotel, travel arrangements and expenses. Book early for the best selection! Reserve online at http://www.himssconference.org/travel/ or please call onPeak, our official housing partner at (877) 517-3038 Monday - Friday 8:00 am - 6:00 pm, CST for the most up to date availability.
Travel arrangements and costs are your responsibility. You may use your own travel service or HIMSS Travel Services listed below. In order to make travel arrangements for HIMSS12, you may book online or by phone via the contact details listed below. HIMSS Travel Services has been directed to ensure that the lowest cost travel option is used, reasonable to the schedule requirement of the traveler.
- Book online at www.himsstvl.com
- or -
- Call Toll Free 1-877.408.4522 Monday-Friday 8:30am-6:30pm, CST.
Please note that administrative fees will be charged. We recommend that you book your flight to Las Vegas, NV prior to January 2, 2012 in order to get the best fare.
Once onsite, how do I get to my hotel? How do I get to the convention center?
Transportation to and from the airport to the Venetian/Sand Expo Convention Center is your responsibility. HIMSS will provide complimentary shuttle services returning to the airport on the following days:
Thursday, February 23rd - Complimentary airport transportation provided from the convention center every 30 minutes, between 4:30 pm and 6:30 pm.
Friday, February 24th - Complimentary airport transportation provided from the convention center every 30 minutes, between 10:00 am and 3:00 pm.
HIMSS provides complimentary shuttle bus service for specified HIMSS designated hotels to and from Venetian/Sands Expo Convention Center. Additional information regarding shuttle bus service schedules and ground transportation can be located at - http://www.himssconference.org/travel/shuttleInfo.aspx
Where do we check-in once we arrive at the convention center?
When you arrive at the Venetian/Sands Expo Convention Center, Las Vegas, NV, please check-in at the registration area in the speaker check-in area to pick up your registration materials. Then stop by the Speaker Ready Room to check-in and let us know you have arrived. You may also practice your presentation in the Speaker Ready Room.
The Speaker Ready Room will be equipped with LCD projectors (the same that is in the session rooms), tables, chairs and refreshments. It will be staffed and accessible during the following hours:
Please feel free to use the room to practice your presentation, check visual aids, work out details with your co-presenters and meet your assigned moderator.
Is there a dress code?
Business attire is the preferred dress of conference attendees. Business casual (slacks, jacket, tie – optional) becomes more popular on Wednesday and Thursday.
Please remember to join us for the complimentary, opening reception on Monday, February 21 at 5:00 pm – 7:30pm at the Venetian Hotel, Las Vegas, NV (Casual dress). Network your way through an evening of fine food, cocktails, live music and friendly conversation. Check out the HIMSS12 Conference Website for more information!
Questions?
Who do I contact if I have further questions?
Further questions? Please contact Deb Clough, dclough@himss.org.
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