Information for Concurrent Session and On Demand Presenters

July 07, 2022

Once your presentation is accepted:

Concurrent session and on demand presenters are responsible for submitting their slide decks, conflict-of-interest declarations, and any special AV requests. Key dates, relevant links and more to help you prepare for the conference will be shared with all presenters.


2022 Key Dates

  • July 19
    • Deadline to submit conflict of interest form (due to changes in Mainpro+ accreditation, all COI forms must be submitted before accreditation can be granted)
    • Deadline to send conflict of interest slides
  • September 19
    • Last date to book hotel rooms at the conference rate
  • September 28
    • Last date for Early Bird registration rates
  • September 28
    • Deadline to confirm multimedia/AV needs
    • Deadline to send complete presentation
  • October 12
    • Conference starts


Relevant links for Presenters and Coordinators


Registration Discount

All presenters must register and pay the applicable conference fee. For each approved concurrent session, up to 2 presenters will each be granted a $35 discount off the conference registration fee. Additional discounts apply for patients presenting at the conference. (Discount doesn’t apply for poster displays.)

Declaration of Conflict of Interest

All presenters are required to declare any potential conflicts of interest conference organizers and to session attendees. To meet these requirements, you must download, complete and submit the following:

Submitting your slides & presentation

ALL presentations:

  • Conflict-of-interest slides must be submitted to AFHTO by July 19, 2022.
  • Complete presentation slides must be submitted to AFHTO by September 28, 2022.

On-demand presentations ONLY:

  • Your complete webcast/podcast must be submitted by October 3, 2022

A/V Requirements

Please confirm with us by September 28, 2022, if there is a multimedia component to your presentation (sound, video, demonstration of a program or software, etc.).


If you do not have access to software to create or facilitate recordings, you will find Zoom instructions below:

To enable or disable local recording for all users in the account:

  1. Sign in to the Zoom web portal as an administrator with the ability to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Recording tab.
  4. Under the Recording section, click the Local Recording toggle to enable or disable it.
  5. If a verification dialog appears, click Enable or Disable to verify the change.
  6. (Optional) Select the check boxes to enable or disable additional features, then click Save:
    • Save chat messages from the meeting/webinar: Allow hosts to save in-meeting chat messages in the local recording files.
    • Save closed caption as a VTT file: Allow hosts to save closed caption files in local recordings.
    • Hosts can give meeting participants permission to record locally: Allow hosts to give permission to record locally as well. 
  7. (Optional) If you want to make this setting mandatory for all users in your account, click the lock icon , and then click Lock to confirm the setting.

At the conference

A program host will be assigned to each concurrent session. When you arrive, your host will greet you and assist you with troubleshooting prior to your virtual presentation. During your presentation, your host will provide time remaining warnings to you to help keep you on schedule and let you know when your time is up. At the end, they will act as a “moderator,” helping you to keep track of audience questions.

If you have any questions or concerns please contact us at


Terms and Conditions

  • All confirmed presentations are required to follow the above instructions and submit requirements by the outlined key dates

Responsibilities of the Contact Person
It is the responsibility of the contact person to:

  • Provide the discount code to eligible presenters before they register for the conference 
  • Provide up-to-date relevant information about the presentation in a timely manner e.g. if there are any special requests or if there is any change in presenters
  • Ensure all presenters have the latest information about the conference as provided by AFHTO, including date and time of the presentation
  • Communicate any questions and concerns between themselves, their presenters and AFHTO by e-mailing