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Program Development Guidelines

  1. CHAIR RESPONSIBILITIES
  2. CONTINUING EDUCATION GUIDELINES / DISCLOSURE Q&A
  3. DIA POLICY CONCERNING PROMOTION OF PRODUCTS AND SERVICES FROM THE PODIUM AT DIA-SPONSORED PROGRAMS
  4. GENERAL PROGRAM GUIDELINES/SUPPORTED SPEAKERS/REGULATORY AGENCY SPEAKERS
  5. HELPFUL HINTS FOR A SUCCESSFUL PROGRAM PARTICIPANT EXPERIENCE
  6. HOUSING
  7. POWERPOINT PRESENTATION TEMPLATES and UPLOADING YOUR PRESENTATION
  8. PRESENTATION GUIDELINES
  9. PROGRAM COMPONENT DESCRIPTIONS (Session, Forum, Symposium, Workshop, SIAC-hosted Session)
  10. REGISTRATION POLICY (EFFECTIVE NOVEMBER 8, 2012)
  11. REQUIREMENTS FOR PROGRAM PARTICIPANTS
  12. STANDARD ROOM SETUP/AV EQUIPMENT
  13. TIMELINE – IMPORTANT DATES
  14. ANNOUNCING YOUR PARTICIPATION
  15. VOLUNTEER CODE OF CONDUCT
  16. WORKSHOP FAQs

CHAIR RESPONSIBILITIES*

*Inclusive of Session, Forum, Workshop, Symposium, and SIAC 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 SIAC session.
  • Implement DIA’s policy on structure and speaker recruitment.
    • Refer to Program Component Descriptions
    • Review new Registration Policy (effective November 8, 2012)
  • 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 Audio Visual Release and Speaker Disclosure form.
    • 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, fairly 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 sessions must have at least two (2) learning objectives that clearly indicate what participants will be able to do after attending the session.
  • 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 significant 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 (as noted above) 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 CME 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 provide its activity participants with any conflict of interest a program participant may have.

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? No. The policies and procedure established to support the new ACCME Standards only apply to CME activities (those activities offering category 1 credit).

How do the new Standards impact DIA’s CME program? All program participants must provide disclosure in order to participate in the educational activity.

If a program participant has a conflict of interest, the conflict must be addressed prior to the educational activity. If resolution cannot be made, CME credit may or may not be offered for the activity.


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

The Drug Information Association encourages and supports the exchange and dissemination of information pertaining to research and development of health care products, regulatory processes, emerging technologies, and information management. The Association does this by providing its members a neutral forum for education and discussion opportunities concerning the latest technologies and processes. Preservation of the neutrality of this forum, fostering collaborative efforts among academia, contract houses, contract research organizations, health regulatory authorities, industry, practitioners, and vendors, is essential to the success of DIA. The Association draws a clear distinction between the dissemination of information and outright commercial promotion of a consultant, commercial product, research institution, or service.

At DIA-sponsored programs, presentations by persons affiliated with commercial organizations or educational 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, overheads, handouts and other presentation aids should not promote a commercial product or service. This also applies to the use of company logos, which may only appear on the first slide of a slide presentation. In addition, speaker clothing may not carry logos or other company specific emblems. In this way, DIA meetings will be educational, rather than commercial and promotional.

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

The DIA Board of Directors encourages the membership to provide feedback to the DIA Executive Director regarding violations of this policy. The Executive Director will address such violations


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 new Registration Policy (effective November 8, 2012).
  • Review Program Component Descriptions.  
  • No internet connectivity is available in the session 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
Workshop Forum Professional
Poster
Student Poster
Length 90 minutes 90 minutes 90 minutes 11:45 AM-  4:00 PM Tues., June 25 or
Wed., June 26
10:00 AM - 5:30 PM
Mon.,
June 24
Chairperson Abstract,
Author or Designee
Abstract,
Author or Designee
Abstract, Author or Designee No No
Co-chair / co-presenter permitted No No No No No
Maximum number of participants 4 3 4 N/A N/A
PowerPoint required Yes No No N/A N/A
More than one participant from same company/organization permitted No No No N/A N/A
Number of permitted participants who require support (see “Speaker Support”) 1 1 1 N/A N/A
Session to be recorded Yes No Yes No No
Internet connectivity available No No No No No
Standard AV Equipment available Yes Yes Yes No No

*Note: SIAC Session and Student Forum will follow above guidelines for session, symposium, forum, and workshop.

SPEAKER SUPPORT:

  • Each component is limited to one supported participant. 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), 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. 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, SFDA, 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 cell phones
  • Turn off Blackberry/PDAs during the session.

Chairs:

  • Start activity on time. Request to have cell phones and blackberries 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 2013 49th 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 2013 49th Annual Meeting.

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

Book your hotel now!

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

POWERPOINT PRESENTATION TEMPLATES and UPLOADING YOUR PRESENTATION

PowerPoint templates are now available (please save to your computer before opening the file)

DIA 2013 49th Annual Meeting PowerPoint Template

DIA 2013 49th Annual Meeting PowerPoint Template-For US Government Employees

Instructions on How to Upload Your Presentation (see #7 if not uploading)

  1. To upload your presentation, access the DIA 2013 49th Annual Meeting web page.  
  2. Click on the Speakers' Corner tab, and then select “Upload Presentations.” 
  3. You will need to log in with a current DIA username and password (this has been automatically generated). If you do not know or have forgotten this information, please click on the link for “Forgot User ID?” or “Forgot Password?”  An email will be automatically generated providing you with this information. 
  4. After login you will arrive at your EP@C My Conferences home page. In the Upload File(s) box, use the pull down arrow to select for which presenter and presentation (in this offering only) you wish to upload a file or files to. By default your name will show in the selection box automatically. The offering Chair may upload files to the “Chairman introduction / wrap-up” title which is the default listing for offering chairs. They may also have a presentation title listed as well.
  5. To upload a single file - In the Choose File(s) box click Select. A new dialogue box will open showing the files on your computer. Navigate to the file you wish to upload then select it by double clicking the file. The file name selected will appear in the Choose File(s) box. To upload the selected file; click the Upload File(s) Button. A window will open to show the upload Progress and estimated time. When completed the Window closes and the file uploaded will now appear below in the My Presentation File(s) Box.
  6. To upload multiple files to the same presentation click the Add another file button to add additional Selection items. When you have completed your multiple selections click the Upload File(s) button. The upload progress box will show progress and estimated upload time. Depending on file size and your connection speed this process may take anywhere from a few seconds to much longer. When the Uploading Progress window closes, the upload is complete and the file name will now be listed below under your name in the My Presentation Files area.
  7. If you are NOT using presentation materials, please check off the: I do not have any presentation materials to upload for this presentation box.
  8. When the Uploading Progress window closes, the upload is complete and the file name will now be listed in the My Presentation File(s) area below.
  9. NOTE: If you are presenting in OTHER offerings, click Home at the top right of the page to return to “My Conferences” and select the next offering to work on.
  10. To Delete an existing file:  Click the red “X” (delete button) to delete a file (You can only delete files you uploaded or files uploaded on your behalf to your presentation). “Deleted” files are removed from the listing system but retained as backup until the end of the event.


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)

Session / Symposium Guidelines:

  • A 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 3 speakers may be invited.  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 sessions globally oriented. 
  • Microsoft Office PowerPoint for Windows presentations are required from each speaker.
  • No internet connectivity is available in the room.

Forum Guidelines:

  • 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 3 panelists may be invited.  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 sessions 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.

SIAC-hosted Session Guidelines:

  • A 90-minute offering delivered as a Session or Forum (see above descriptions).
  • Chair will coordinate session, adhere to DIA guidelines, and manage the session including the facilitation of questions and answers from the audience at the Annual Meeting.
  • No more than 4 individuals may be included (including the chair).
  • When selecting speakers/panelists, please note that it is DIA’s goal to have 50% of the sessions globally oriented.
  • No Internet connectivity is available in the room.

Symposium Guidelines:

  • A 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.
  • No internet connectivity is available.

REGISTRATION – NEW POLICY FOR 2013 (EFFECTIVE NOVEMBER 8, 2012)

DIA has instituted a new speaker registration policy for 2013 (effective November 8, 2012).  This is necessary in order to offset the costs associated with food, beverage, conference materials and post-conference proceedings.

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 (e.g., coffee breaks, lunch in exhibit hall, reception(s), conference materials and access to post-conference proceedings ) on the day of the session. 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 June 6, 2013.

Note: This new 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 (i.e., academic, government employees).
*non-transferable

What is the purpose of implementing this registration fee to Annual Meeting Speakers?

Speakers of the DIA 2013 49th Annual Meeting** will receive an 80% discount to register for a full-conference registration badge. This nominal fee of $295 will offset the costs associated with food, beverage, conference materials, and post-conference proceedings.

Speakers associated with a DIA 2013 49th Annual Meeting exhibiting company are strongly encouraged to coordinate with their in-house exhibits team regarding their company conference badges. In order to eliminate any confusion onsite, please plan to register by June 6.

**Please note that for the DIA’s 2014 50th Annual Meeting (June 15-19, 2014, in San Diego, CA), confirmed speakers will be provided a session-only badge.  Individuals interested in attending events other than the scheduled presentation time will be able to upgrade their registration to a Speaker-Full Conference Registration Badge. 


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 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.

*All presentations will be pre-loaded to laptop on lectern. Laptop has software for audio-synchronization with PowerPoint slides.


TIMELINE – IMPORTANT DATES

Important Dates for Chairs and Speakers
November 1, 2012 Housing opens
December 18, 2012 Deadline for chairs to confirm title, description, learning objectives and level
January 21, 2013 Deadline for content details and speaker names to be included in Preliminary Program
March 1, 2013 Last day to request FDA speaker
April (month of) Speaker webinars available for viewing
April (late) Official DIA 2013 49th Annual Meeting PowerPoint Templates available
April 17, 2013 Deadline for information to be included in Final Program
June 6, 2013 First upload of presentations for attendee pre-availability opportunity. Compliant chairs and
speakers will be entered into drawing to win (1) Kindle Fire.
June 6, 2013 Speaker Registration Deadline
June 13, 2013 Final upload of presentations
June 17-21, 2013 Chairs to review submitted presentations and to conduct follow-up calls or emails to speakers who
have not submitted their presentation for review
June 23-27, 2013 DIA 49th Annual Meeting | Boston Convention and Exhibit Center, 415 Summer St., Boston, MA 02210

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Speakers Annual Meeting New Release Template Now Available! Word Document docor (PDF) Version pdf
Announce your participation as a speaker/chair in this year’s Event by using the pre-approved news release template.

DIA's YouTube Channel Seeking Superstars!
Promote your presentation virally through video. Record a 30-60 second video and upload it to the DIA YouTube Channel. Make sure to reference the date and time of your offering, what attendees can expect to learn, and why your topic is important. Upload your video to the DIA Annual Meeting Team’s FTP site.   

Announce Your Participation via Social Media!
The following are DIA’s Social Media Sites. Join any of the following groups and be a part of the conversation prior to this year’s DIA Annual Meeting.

facebook linked-in twitter youtube Flickr

The following banner for the DIA 2013 49th Annual Meeting can be used to announce your participation.  When using this banner, please link to www.diahome.org/dia2013.

DIA 2013


VOLUNTEER CODE OF CONDUCT

 
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WORKSHOP FAQs

 

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