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Program Development Guidelines

  1. ANNOUNCING YOUR PARTICIPATION - UPDATED
  2. CHAIR RESPONSIBILITIES
  3. CONTINUING EDUCATION GUIDELINES / DISCLOSURE Q&A
  4. DIA POLICY CONCERNING PROMOTION OF PRODUCTS AND SERVICES FROM THE PODIUM AT DIA-SPONSORED PROGRAMS
  5. GENERAL PROGRAM GUIDELINES/SUPPORTED SPEAKERS/REGULATORY AGENCY SPEAKERS
  6. HELPFUL HINTS FOR A SUCCESSFUL PROGRAM PARTICIPANT EXPERIENCE
  7. HOUSING
  8. POWERPOINT PRESENTATION TEMPLATES AND UPLOADING YOUR PRESENTATION
  9. PRESENTATION GUIDELINES
  10. PROGRAM COMPONENT DESCRIPTIONS (Session, Forum, Symposium, Workshop)
  11. REGISTRATION POLICY
  12. REQUIREMENTS FOR PROGRAM PARTICIPANTS
  13. STANDARD ROOM SETUP/AV EQUIPMENT
  14. TIMELINE – IMPORTANT DATES
  15. VOLUNTEER CODE OF CONDUCT
  16. WORKSHOP FAQs


ANNOUNCING YOUR PARTICIPATION

There are several ways for speakers to announce their participation at this year’s DIA 2014 50th Annual Meeting 

Annual Meeting Speakers Boilerplate Now Available! - NEW!

Announce your participation as a speaker/chair in this year’s Annual Meeting by using the pre-approved news release template. 

Business Wire

Business Wire offers presenting companies opportunities to announce your participation in this year’s DIA 2014 50th Annual Meeting.  Maximize your public relations efforts by participating in the following:

News Release Distribution
Distribute your news and related multimedia and reach key media, analysts, relevant trade media, investors and much more worldwide. In addition, all news releases automatically receive the NewsTrak measurement and analytics reports.With every English-language press release, you’ll receive a NUVI social media monitoring report. This detailed report will help you track and understand the social media activity that occurs as a result of your press release.

Online Press Kit
Go digital and create an easily accessible and shareable online press kit includes its own dedicated wire advisory, social media sharing links, ability to swap files and more starting at $295.

For more information email tradeshow@businesswire.com/call +1.310.820.9473 or Click here to order services.

View the DIA 2014 50th Annual Meeting Online Press Room


Announce Your Participation via Social Media!
Did you know that the DIA LinkedIn group includes 32,000 members?  Be sure to join the DIA LinkedIn group and other DIA social media groups to start the conversation about your presentation.

FacebookLinkedInTwitterYouTubeFlickrInstagram


Post one of our meeting web banners onto your email signature or your event listings page linking directly to the DIA 2014 50th Annual Meeting website

Meet Us in San Diego Banners
  • Place a banner on your website and link to www.diahome.org/DIA2014
  • Post DIA 2014 50th Annual Meeting details to your company’s event page
  • Add a banner to your email signature to promote your presence
  • Upload a banner to your blog

Download the banner sizes you wish to use

  • Right click the banner and choose "Save target as..." (or "save image as...")
  • Under "save as type" choose "all files"
  • Alter the file extension to "***.gif"
  • Click "save"

Please link the banners to the DIA 2014 50th Annual Meeting website.


DIA 2014 50th Annual Meeting

DIA 2014 50th Annual Meeting 

DIA 2014 50th Annual Meeting 

DIA 2014 50th Annual MeetingDIA 2014 50th Annual Meeting 



CHAIR RESPONSIBILITIES*

*Inclusive of Session, Forum, Workshop, Symposium, and Community Session Chairpersons

  • Adhere to the DIA Volunteer Code of Conduct
  • Maintain communication with Track chair(s) and DIA regarding the development of your session, workshop, forum, symposium, or Community session.
  • Implement DIA’s policy on structure and speaker recruitment.
    • Refer to Program Component Descriptions
    • Review Registration Policy and share information with invited speakers
  • Adhere to DIA Annual Meeting deadlines and assist DIA in ensuring that all speakers meet their deadlines.
    • All confirmed speakers and participants of the Annual Meeting program must respond to the Speaker Disclosure and Authorization for Use of Presentation Materials.
    • All presentations must be submitted by the established designated deadline to the EP@C system.
  • Maintain close working relationship with speakers as they develop their presentation.
    • Meet with speakers well before the offering via teleconference and/or email. 
    • Provide speakers with learning objectives and difficulty level.
    • Request and review speaker’s draft outline of presentation.
    • Ensure there is no overlap of content between speakers.
    • Encourage speakers to attend one (1) speaker webinar; schedule to be announced.
    • Speaker clothing may not carry logos or other company-specific emblems.
    • Advise speakers that their presentation must not be commercial or promotional.
  • Attend one (1) Chair or Speaker Webinar, schedule to be announced.
  • Review and approve speaker presentations after they have been submitted to the EP@C system to confirm that each presentation:
    • Features the presenter’s company logo only once, on the first slide of his/her presentation.
    • Meets the content level criteria designated for the offering.
    • Fits within the written offering overview.
    • Helps meet the learning objectives outlined for the offering.
    • Is non-commercial, objective, fair balanced, and otherwise adheres to the “DIA Policy Concerning Promotion of Products and Services from the Podium at DIA-Sponsored Programs.”
    • Does not overlap with others, and, if it does, consider modifying the overlapping presentations to avoid redundancy.
  • During the activity:
    • Maintain timing of each presenter and allow ample time for questions and answers from the audience.
    • Ensure all presenters properly use the podium microphone and laptop provided.
    • Prepare sample questions for your offering to engage audience participation.
    • No internet connectivity is available in the room.

CONTINUING EDUCATION GUIDELINES/DISCLOSURE QUESTIONS AND ANSWERS

  • All presentations are to be fair balanced and free of commercial bias.
  • All program offerings must have at least two (2) learning objectives that clearly indicate what participants will be able to do after attending the program offering.
  • All program participants in a position to control content (this includes program chairperson and committee members, track chairs, session chairs, speakers, and panelists) must provide DIA with any relevant financial relationships they have with the manufacturer of products or services as discussed within their presentation or with regard to the content of the session/meeting (for those who are not speaking). If a program participant has a conflict of interest as a result of the financial relationship, this will need to be resolved prior to the meeting.
  • If a program participant does not provide disclosure to DIA, he/she will not be permitted to participate in the meeting.
  • When discussing therapeutic options, it is DIA’s preference that only generic names and not trade names be used.  If it is necessary to use trade names, please use the trade names of all products being discussed.
  • All recommendations involving clinical medicine in a CE session must be based on evidence that is accepted within the profession of medicine as adequate justification for their indications and contraindications in the care of patients.

DISCLOSURE QUESTIONS AND ANSWERS

In support of the Accreditation Council for Pharmacy Education (ACPE) guidelines, DIA has implemented a policy where anyone in a position to control the content of an educational activity must disclose all relevant financial relationships with any commercial interest. Frequently asked questions regarding participant disclosure and responses are noted below.

Why do volunteers need to disclose? As an accredited provider, DIA is required to identify and resolve any conflicts of interest prior to the educational activity taking place. DIA must also provide disclosure information to the participants.

Who needs to disclose? Anyone in a position to control content:  Program chairperson(s), Track chairs, Session chairs, Speakers, Panelists, Authors, DIA staff developing content. (The above are referred to in this document as program participants)

What needs to be disclosed? All relevant financial relationships between the commercial supporter (if applicable) or manufacturer of services discussed within the activity and/or presentation. Program chairpersons and track chairs need to provide disclosure related to the development of the activity; session chairs, speakers, and authors need to provide disclosure related to the content of their presentation. If a program participant has no financial relationships, that also needs to be disclosed.

Does a program participant need to disclose all financial relationships? No, only those that pertain to the content of the educational activity or presentation.

Does a program participant need to disclose the amount of the financial relationship? No.

If a volunteer participates as a program participant in multiple activities, does he/she have to complete a disclosure form for each activity? Yes. The disclosure is pertinent to the content/presentation of the given activity.

Do the new Accreditation Council for Continuing Education (ACCME) Standards affect all DIA activities? Yes. The policies and procedures established to support the ACCME Standards for Commercial Support apply to all DIA continuing education certified activities.


DIA POLICY CONCERNING PROMOTION OF PRODUCTS AND SERVICES FROM THE PODIUM AT DIA-SPONSORED ACTIVITIES

(Updated December 6, 2013)

DIA

The Drug Information Association (DIA) encourages the exchange of knowledge and supports the dissemination of information pertaining to the full spectrum of medical product development.  The Association does this by providing its members a neutral forum for education and discussion opportunities.  Preservation of the neutrality of this forum, fostering collaborative efforts among stakeholders such as academia, contract research organizations, governmental agencies, industry, practitioners, patients and vendors, is essential to the success of DIA. The Association draws a clear distinction between the dissemination of information and outright commercial promotion.  

At DIA-sponsored activities, presentations by persons affiliated with organizations or institutions that provide services or products must be limited to scientific, technical or process issues. Presentations should not overtly endorse or recommend a specific product or service. The theme and content of slides, handouts and other presentation aids should not promote a commercial product or service. DIA designated presentation templates will be provided to its presenters and the first slide of the template may include the use of a company logo.  In addition, speaker clothing may not carry logos or other company specific emblems.   In this way, DIA activities will be educational, rather than commercial and promotional.

DIA will create and disseminate publicity pertinent to a DIA-sponsored activity. All such publicity will be distributed directly from the DIA Office or its designee. Individuals and organizations can, at their option, make announcements of their participation in DIA-sponsored activities, but should refrain from doing so until confirmation of participation has been received from DIA. Any advertising of participation in a DIA-sponsored activity by an individual or an organization shall not use any copyrighted material from DIA or the DIA trademark unless authorization from DIA has been received.

The DIA Membership is encouraged to provide feedback regarding potential violations of this policy.  A DIA staff-led investigation utilizing program evaluations and other related tools will be used and appropriate action will be taken if necessary.


GENERAL PROGRAM GUIDELINES/SUPPORTED SPEAKERS/REGULATORY AGENCY SPEAKERS

Below are general guidelines to be followed within each program component:

  • Co-chairs or co-presenters for presentations are not permitted.  
  • More than one participant from the same company in component is not permitted.  No exceptions will be made.
  • Chairperson must ensure good representation/diversity in the selection of speakers/panelists. If applicable, government, academia, CSO, and/or industry perspectives should be represented.
  • Review Registration Policy
  • Review Program Component Descriptions.  
  • No internet connectivity is available in the meeting room.
  • Each component format is limited to one supported participant (see Speaker Support below).
  • Program participants are responsible for their own travel/hotel expenses (unless they qualify for support – see Speaker Support below).
  • DIA meetings will be educational, not commercial and promotional.  All speakers must ensure that their presentation is not of a commercial or promotional nature, and that logos and company information are only included on the first page of the PowerPoint presentation and printed materials.  In addition, speaker clothing may not carry logs or other company-specific emblems.  All participants must follow the DIA Policy Concerning Promotion of Products and Services from the Podium.

AT A GLANCE: GUIDELINES FOR ANNUAL MEETING PROGRAM COMPONENTS

 
Program Guidelines
  Session/Symposium
  Forum
  Workshop
  Professional Poster
  Student Poster

Length

 

90 minutes

 

60 minutes

  90 minutes 60 minutes
  90 minutes   9:30am-4:00pm, Tues., June 17 OR Wed., June 18
  10:00am-2:30pm, Monday, June 16

Chairperson

 

Abstract, Author or Designee

Abstract, Author or Designee

 

 

Abstract, Author or Designee

Abstract, Author or Designee

  Abstract, Author or Designee   Abstract, Author or Designee   No

Co-chair / co-presenter permitted

  No No
  No No   No   No   No

Maximum number of participants

  4 3
  4 3   3   N/A   N/A

PowerPoint Required

  Yes Yes
  No No
  No   N/A   N/A

More than one participant from same company/organization permitted

  No No
  No No   No   N/A   N/A

Allowable number of participants who require support (see "Speaker Support")

  1
1   1 1   1   N/A   N/A

Program offering to be recorded

  Yes
Yes
  Yes Yes   No
  No
  No

Internet connectivity available

  No
No
  No
No   No
  No
  No

Standard AV Equipment available

  Yes
Yes
  Yes
Yes   No
  No
  No

*Note: The Student Forum and the DIA Community-led program offerings will follow above guidelines for session, symposium, forum, and workshop.

SPEAKER SUPPORT:

  • Each component is limited to one supported participant who must be eligible. Eligible supported speakers include full-time government/ regulatory employees. Full-time academic and not-for-profit employees will be considered if budget allows. All requests for support must be sent to the US DIA office for approval before chairs/speakers/panelists are invited and before the program is developed.
  • Supported speakers will receive round-trip coach/economy airfare (arranged through the DIA travel agent only), plus 2 nights’ hotel room and tax, and per diem of up to $50 per day for no more than 3 days to cover food and miscellaneous expenses. Local transportation and airport parking costs will be covered outside of the per diem if the amount is significant. DIA will not reimburse for car rental or limousine car service. Receipts must be submitted at time of reimbursement.
  • Meeting registration fee is waived for confirmed speakers who are eligible for support. Please contact DIA staff with any questions regarding status.

REGULATORY AGENCY SPEAKERS:

  • Individuals from the following regulatory organizations may not be contacted directly to participate:  FDA, EMA, EU, MHRA, CFDA, and Health Canada. Per regulatory agency policy, DIA is to officially request the participation of speakers from these organizations. The chair is to provide DIA with the requested speaker’s name and topic to be presented as early as possible to ensure the best opportunity for receiving approval from the respective agency.  
  • Speakers from other organizations not indicated above may be contacted directly by the component chair.
  • Meeting registration fee is waived for confirmed full-time regulatory agency speakers.

HELPFUL HINTS FOR A SUCCESSFUL PROGRAM PARTICIPANT EXPERIENCE

Promotion at the Podium:

  • All presentations must be fair balanced and free of commercial bias.
  • Presentation must not be commercial or promotional.
  • Company (including consultants and institution) logo may appear only on slide 1.
  • Speaker clothing may not carry logos or other company specific emblems.

During the Offering:

  • Project your voice and speak clearly. Lectern microphone should be placed hands width away and just below your mouth. Face your audience and avoid turning your head away from the microphone.
  • Repeat questions that were asked without the use of a microphone.
  • Turn off mobile devices

Chairs:

  • Start activity on time. Request to have mobile devices disabled.
  • Ensure the audience can hear your speakers.
  • Remind any speaker or attendee not using the microphone effectively to move closer or reposition the microphone.
  • Provide adequate time for audience question & answer time.
  • Finish on time.

Best Practices Training Available: Back by popular demand!

  • An Onsite Mock Session room is available for those interested in practicing their presentation.  There will also be opportunities to receive assistance and feedback on your presentation skills (dates/times to be determined).

HOUSING

Beware of Hotel Scams: Travel Planners is the exclusive housing provider for the DIA 2014 50th Annual Meeting. You may be contacted by unauthorized third-party providers to book your hotel reservations. These providers may require reservations be fully prepaid, are nonrefundable, and may be subject to steep cancellation and change fees. Should you choose to book with any provider other than Travel Planners, DIA will not have the ability to assist you with any issues you may have with the terms of their agreement. Travel Planners Incorporated is the contracted and exclusive provider for the DIA 2014 50th Annual Meeting.

Note: Only confirmed attendees who book through Travel Planners will have access to the DIA Courtesy Shuttles.

Eligible Supported Speakers: Please do not book housing until contacted by member of the Annual Meeting team.


POWERPOINT PRESENTATION TEMPLATES AND UPLOADING YOUR PRESENTATION

Templates and instructions for uploading your presentation will be available in April 2014.


PRESENTATION GUIDELINES

Copyright:

In an effort to ensure that you, as the speaker, and DIA are fully compliant with copyright, we ask that you review all of your materials that may need copyright permission. If you already have permission to use these materials, please provide DIA with the source/reference. Copyright permission is a very important issue that DIA takes seriously.


PROGRAM COMPONENT DESCRIPTIONS (Session, Workshop, Forum)

Please refer to your acceptance email for the type of component of your offering.

Session / Symposium Guidelines:

  • A 60-minute or 90-minute session delivered lecture-style from the podium.
  • Session chair will coordinate efforts in recruiting speakers, adhere to DIA guidelines, and manage the session (including the facilitation of question and answers from the audience) at the Annual Meeting. 
  • No more than 2 speakers may be invited for a 60-minute session, or 3 speakers for a 90-minute session.  The session chair may be one of the speakers. When selecting speakers, please note that it is DIA’s goal to have 50% of the program offerings globally oriented.
  • Microsoft Office PowerPoint for Windows presentations are required from each speaker.
  • No internet connectivity is available in the room.

Forum Guidelines:

  • A 60-minute or a 90-minute forum delivered as a blend of presentation and panel discussion.
  • Forum chair will coordinate efforts in recruiting panel members, adhere to DIA guidelines, moderate the forum (including the facilitation of questions and answers from the audience) at the Annual Meeting.
  • No more than 2 panelists may be invited in a 60-minute forum, or 3 panelists for a 90-minute forum.  The forum chair may be one of the panelists.  When selecting panelists, please note that it is DIA’s goal to have 50% of the program offerings globally oriented.
  • PowerPoint presentations are NOT required by panelists.
  • No internet connectivity is available in the room.

Workshop Guidelines:

  • A 90-minute conceptual workshop delivered in an interactive/simulation or role-playing format.
  • Workshop chair must adhere to DIA guidelines, and manage the workshop at the Annual Meeting.   
  • Onsite learning in the form of activities or demonstrations is required.
  • No more than 2 facilitators who must be involved in the workshop can be included (not to exceed 3 total participants).
  • No internet connectivity is available in the room.

Symposium Guidelines:

  • A 60-minute or 90-minute offering consisting of several shorter presentations such as case studies and presentations from multiple perspectives.
  • The topic, chair, and speakers in a symposium are selected by the program committee. The speakers are the authors of abstracts that were accepted as a presentation. A 60-minute symposium may include 2 speakers, and a 90-minute symposium may include 3 speakers. The symposium chair may be one of the speakers.
  • No internet connectivity is available.

Community-led Program Offering Guidelines:

  • A 60-minute or 90-minute offering delivered as a Session or Forum (see above descriptions).
  • Chair will coordinate the program offering, adhere to DIA guidelines, and manage the program offering including the facilitation of questions and answers from the audience at the Annual Meeting.
  • No more than 2 additional participants may be invited in a 60-minute program offering, or 3 additional participants for a 90-minute program offering. The chair may be one of the presenters.  Please note that it is DIA’s goal to have 50% of the program offerings globally oriented.
  • No Internet connectivity is available in the room.

REGISTRATION POLICY

Chairs and speakers will receive a one-day full-access badge for the day of their presentation which provides access to all educational offerings, the exhibit hall, and all official registrant events (eg, coffee breaks, lunch in exhibit hall, reception(s), conference materials and access to post-conference proceedings ) on the day of their program offering.  Chairs and speakers who wish to attend the entire meeting will be given the opportunity to upgrade to a Speaker-Full Conference Registration Badge* for a fee of $295. In addition, nonmember participants who upgrade their registration will receive a 6-month trial eMembership.

Speakers interested in purchasing a Speaker-Full Conference Registration Badge are encouraged to purchase by May 29, 2014, to avoid any delays onsite.

This speaker registration policy enables DIA to avoid increases in attendee registration fees as well as offset the costs associated with food, beverage, conference materials and post-conference proceedings.

Note: This registration policy does not apply to program participants who qualify for and/or are confirmed to receive support from DIA for their hotel and travel (ie, academic, government employees).
*non-transferrable

REQUIREMENTS FOR PROGRAM PARTICIPANTS

Speaker Disclosure and Authorization for Use of Presentation Materials

Confirmed participants in the Annual Meeting program are required to complete a Speaker Disclosure and Authorization for Use of Presentation Materials. All components (except workshops) will be recorded and made available to DIA Annual Meeting attendees through the DIA Live Learning Center.

All participants must also disclose any significant financial relationship with the manufacturer(s) of any commercial product(s) and/or providers of commercial services discussed in an educational presentation, as well as any discussion of unlabeled or unapproved uses of drugs or devices.  A Speaker Disclosure and Authorization for Use of Presentation Materials must be completed by all component participants in order to participate in the program. In support of the Accreditation Council for Pharmacy Education (ACPE) guidelines, DIA has implemented a policy where anyone in a position to control the content of an educational activity must disclose all relevant financial relationships with any commercial interest. Should a conflict of interest exist as a result of the financial relationship, this must be resolved prior to the activity.  Individuals who do not complete the Speaker Disclosure and Authorization for Use of Presentation Materials will be ineligible to participate as a faculty member for this program.


STANDARD ROOM SETUP/AV EQUIPMENT

Standard Meeting Room:
Seating: Theater-style
Equipment:
(1)  Screen
(1)  LCD
(1)  Lectern
(1)  Laptop* (meeting room laptop will be equipped with Windows and PowerPoint 2010; the use of a personal laptop is not allowed, as it will interfere with audio-visual equipment)
(1)  Head table/dais, 4 chairs
(2)  Table microphones.  Quantity (1-2) will vary due to room size.
(2)  Floor microphones.  Quantity (1-6) will vary due to room size.

Note:  There is no internet connectivity available.


TIMELINE – IMPORTANT DATES

Important Dates for Chairs and Speakers
November 2013 Housing opens
December 18, 2013 Deadline for chairs to confirm title, description, learning objectives and level
January 14, 2014 Deadline for content details and speaker names to be included in Preliminary Program
March 3, 2014 Last day to request FDA speaker
April (month of) Speaker webinars available for viewing
April (late) Official DIA 2014 50th Annual Meeting PowerPoint Templates available
April 24, 2014 Deadline for information to be included in Final Program
May 29, 2014 First upload of presentations for attendee pre-availability opportunity. Compliant chairs and speakers will be entered into drawing to win (1) Kindle Fire HDX 7” Tablet, Wi-Fi, 16 GB.
June 5, 2014 Final upload of presentations
June 9-13, 2014 Chairs to review submitted presentations and to conduct follow-up calls or emails to speakers who have not submitted their presentation for review
June 15-19, 2014 DIA 2014 50th Annual Meeting
San Diego Convention Center, 111 W. Harbor Drive, San Diego, CA 92101

VOLUNTEER CODE OF CONDUCT

View


WORKSHOP FAQs

The standard workshop room setup is tentative as of November 1, 2014. A Workshop FAQ will be available at a later date.

Standard Workshop Room:
Seating: Limited seating available at round tables.
Equipment:
(1)  Screen
(1)  LCD projector
(1)  Laptop*
(1)  Head table/dais, 3 chairs
(1)  Wireless microphone
(2)  Hand-held microphones
(1)  Flip chart with markers

Note:  There is no internet connectivity available.  The workshop is not recorded due to interactivity.