Participant Guidelines

General Information

All sessions will take place onsite at the Bellagio Las Vegas. 

For more information on presenting at the Congress, please review your invitation and the relevant guidelines below.

Contact info@crohnscolitiscongress.org with questions.

Lecture Presenters

Registration
All presenters (unless specified otherwise in your invitation) must register for the Crohn’s & Colitis Congress and pay the appropriate registration fees.

Review Your Invitation
Log into the speaker management system to review your speaking invitation(s). After you log in, click the “Messages” tab in the top right corner of the screen.

Meeting Location
All presentations will take place onsite at the Bellagio Las Vegas. Speakers are expected to attend the Crohn’s & Colitis Congress in person. Virtual and/or pre-recorded presentations will NOT be permitted.

COVID Safety
Proof of COVID vaccination is required for in-person attendance at the 2022 Crohn’s & Colitis Congress. This requirement includes all attendees, speakers, vendors, exhibitors and staff. Additional information about how to securely share your vaccination card will follow in the coming weeks.

Prepare Your Slides
  • Use of the Congress PowerPoint template is suggested, but not required.
  • The first slide of your presentation should contain your relevant financial relationship disclosures. A disclosure must be stated even if no financial relationship exists.
  • The final slide should summarize the top three or four main points of your presentation.
  • Presenters are solely responsible for verifying all images and text in their presentations are in compliance with copyright and any other applicable laws.
  • All presentations will take place on PCs. Keynote or Prezi files will not be supported.
  • Session room computers will support a 16:9 aspect ratio. If you elect to format your slides in a 4:3 ratio, please understand that the presentation will be “pillar boxed” with black bars on either side of the 16:9 screen. To change an existing 4:3 presentation into a 16:9 widescreen format, access the “Design” tab in PowerPoint and click on “Slide Size.” In the drop-down box, select “Widescreen (16:9).” If you make this change on an existing presentation, your slides will expand to the new size. Any videos or photos in your presentation may need to be resized so they do not appear stretched. Check animations to ensure the elements line up correctly.
  • It is recommended that you convert any PPT files to PPTX and that you remove any links from your presentation.
  • If you plan to embed any videos in your presentation, it is imperative that you visit Speaker Headquarters onsite to speak with a technician who can assist.

Onsite in Las Vegas
Presenters are required to visit Speaker Headquarters onsite to upload their final PowerPoint files at least one hour in advance of their session start time. Technicians will be available at Speaker Headquarters to assist with any formatting or upload issues. More information on visiting Speaker Headquarters will follow by email in January.

As noted in your invitation to present:
  • Congress sessions will be recorded and made available to in-person and virtual attendees as live streaming and on-demand video content.
  • Final slide decks will be shared publicly via the Congress website and virtual meeting platform. Slides cannot be edited or redacted after upload/presentation.
  • Speakers are solely responsible for ensuring that presentation content meets all copyright and other applicable laws.

During Your Session
You will use a laptop placed at the room podium to present your slides. To start your presentation, simply click the title of your presentation. Congress staff and technicians will be available if you need any technical assistance during your presentation. Presenters will NOT have access to presenter view during sessions, so remember to bring any necessary notes with you.

Lecture presenters will be speaking and answering questions in real time via a Zoom meeting. During your presentation, you will share your computer screen displaying your presentation and are responsible for advancing your slides. Attendees will see both your presentation slides as well as your webcam image as broadcast through the meeting platform. Please review this system checklist and video tutorial for more information setting up your computer and webcam best practices.

The following setup is recommended for all lecture presenters:

  • A computer with an up-to-date operating system and web browser:
    • PC users: Windows 7, 8, 8.1, or 10 with a compatible web browser (Google Chrome or Firefox)
    • Mac users: Mac OS 10.3 or higher with the compatible web browser: Google Chrome, Firefox, or Safari.
  • Dual-monitor setup:
    • Using two monitors will help you more easily view both your presentation and the platform chat window.
    • A tablet can be used as a second screen, as the question and chat interface works great on a tablet or mobile device that has access to internet.
  • HD 1080P webcam.
  • Hardwired internet connection (ethernet):
    • Minimum connection speed must be above 5 mbps upload and 5 mbps download.
    • Wifi is not recommended due to the potential for connection or signal issues.
  • Zoom must be installed on your computer.
  • Use of this Congress slide template is encouraged, but not required.
  • A widescreen aspect ratio (16:9) is recommended.
  • The first slide of your presentation should contain your relevant financial relationship disclosures. A disclosure must be stated even if no financial relationship exists.
  • You are responsible for verifying that all images, text and content in your presentation are in compliance with copyright and any other relevant laws.
  • All sessions and presentations will be recorded, so do not include sensitive information in your slides or presentation that you do not want shared publicly.
  • If you anticipate using a video, please be sure to embed the file in your presentation.
  • You will not be able use presenter view during your presentation, as your presentation screen will be shared with attendees.
  • Refer to your invitation or the Congress agenda for specific details on your presentation length and allotted Q&A times.


Presenters have the opportunity to include poll questions in their presentations. If you wish to utilize polls, include them in your presentation file and then contact info@crohnscolitiscongress.org by Tuesday, Jan. 19, 2021.

To ensure a smooth virtual presentation and session, lecture presenters should:

  • Create an engaging virtual presentation.
    • Remember that attendees will be watching your presentation from phones, tablets and laptops. In light of these screen sizes, make your slides clear and direct.
    • Limit slides to a single idea with no more than three bullet points.
    • Graphs and charts are encouraged.
    • Foster audience participation by including poll questions in your presentation. Contact info@crohnscolitiscongress.org by Jan. 19, 2021, for information on inserting poll questions into your presentation.
  • Set up an appropriate presentation area.
    • Make sure you have a quiet, undisturbed area from which to participate.
    • Ensure this area has a reliable internet connection. Please make every attempt to use an Ethernet connection instead of Wifi.
    • Avoid backlit areas. Light should shine on your face, not from behind you.
    • To avoid background distractions, consider using a virtual background. A suggested Congress background is available here.
  • Perform a presentation test run before the meeting.
    • Set up a quick test run with a friend who can offer feedback on your microphone quality and video performance.
    • Be sure your computer setup meets the basic requirements listed above.
  • During your session:
    • Look directly at your camera when speaking, not at your screen. Set your camera up at eye level to make looking there easier.
    • Sit straight up at your computer so that your face and shoulders are framed. Avoid leaning or slouching. Consider standing during your presentation to maintain posture (remembering to keep your camera at eye level).
    • If you are using notes, position them near your camera so that you don’t break eye contact.
    • Avoid wearing all white, all black, or striped clothing.
  • Presenters will be given access to the meeting platform two weeks prior to the meeting.
  • Login information will be emailed to you by Jan. 12, 2021 (provided that you have registered for the meeting). 
  • Upon receipt, please visit the platform to:
    • Familiarize yourself with the site.
    • Perform a system check.
    • Create a presenter profile, including a head shot and biographical sketch.
    • Lecturers are encouraged to upload handouts of their slides for attendees.  

Lecturers will receive an email on Tuesday, Jan. 19, 2021, containing a Zoom link you will use to log into your session to present.

View this tutorial video for a demonstration of the meeting platform and what to expect when joining your session.

On the day of your presentation:

  • You are required to enter your session early to perform a system check with a session producer. You will access your session using a unique Zoom link that will be emailed to you prior to the meeting.
  • Session producers will be available 60 minutes prior to the start of your session. You are required to log in no later than 30 minutes before your session start time. We encourage you to log in early so that producers can answer your questions and troubleshoot.
  • Be prepared to answer questions from attendees. Moderators will monitor the Q&A chat feed and will verbally pose questions to you during your allotted Q&A time.

Moderators

Moderators are responsible for introducing speakers and guiding Q&A during their sessions. Moderators will participate in the live session as part of a Zoom meeting and will also have full access to a live Q&A feed from the meeting platform. All moderators should be prepared to select questions to verbally pose to presenters during allotted Q&A and/or discussion times.

For full information regarding your session, please refer to your invitation or the Congress agenda.

To provide hands-on instruction on setting up your computer and monitoring the Q&A chat feed, all moderators are encouraged to attend a platform training session scheduled for 1 p.m. EST on Friday, Jan. 8, 2021. A meeting link will be sent to all moderators in early January.

The session will be recorded for those moderators who are unable to attend.

Please review this system checklist and video tutorial for more information setting up your computer and webcam best practices.

The following setup is recommended for all moderators:

  • A computer with an up-to-date operating system and web browser:
    • PC users: Windows 7, 8, 8.1, or 10 with a compatible web browser (Google Chrome or Firefox)
    • Mac users: Mac OS 10.3 or higher with the compatible web browser: Google Chrome, Firefox, or Safari.
  • Dual-monitor setup:
    • Using two monitors will help you more easily view both your presentation and the platform chat window.
    • A tablet can be used as a second screen, as the question and chat interface works great on a tablet or mobile device that has access to internet.
  • HD 1080P webcam.
  • Hardwired internet connection (ethernet):
    • Minimum connection speed must be above 5 mbps upload and 5 mbps download.
    • Wifi is not recommended due to the potential for connection or signal issues.
  • Zoom must be installed on your computer.

To ensure a smooth virtual session, moderators should:

  • Set up an appropriate area.
    • Make sure you have a quiet, undisturbed area from which to participate.
    • Ensure this area has a reliable internet connection. Please make every attempt to use an Ethernet connection instead of Wifi.
    • Avoid backlit areas. Light should shine on your face, not from behind you.
    • To avoid background distractions, consider using a virtual background. A suggested Congress background is available here.
  • Perform a test run before the meeting.
    • Set up a quick test run with a friend who can offer feedback on your microphone quality and video performance.
    • Be sure your computer setup meets the basic requirements listed above.
  • During your session:
    • Look directly at your camera when speaking, not at your screen. Set your camera up at eye level to make looking there easier.
    • Sit straight up at your computer so that your face and shoulders are framed. Avoid leaning or slouching. Consider standing during your session to maintain posture (remembering to keep your camera at eye level).
    • If you are using notes, position them near your camera so that you don’t break eye contact.
    • Avoid wearing all white, all black, or striped clothing.
  • Moderators will be given access to the meeting platform two weeks prior to the meeting.
  • Login information will be emailed to moderators by Jan. 12, 2021.
  • Upon receipt, please visit the platform to:

Moderators will receive an email on Tuesday, Jan. 19, 2021, containing a Zoom link you will use to log into your session and a second link to access the meeting platform Q&A feed.

View this tutorial video for a demonstration of the meeting platform and what to expect when joining your session.

  • On the day of your session, you are required to log into a Zoom call to join your session. You will also log into the meeting platform to access the live Q&A feed. Links to both will be emailed to you on Jan. 19.
  • Session producers will be available 60 minutes prior to the start of your session. You are required to log in no later than 30 minutes before your session start time. We encourage you to log in early so that session producers can answer your questions and troubleshoot.
  • During your session, you will monitor the session Q&A chat feed and select questions to verbally ask presenters. Prior to your session, please review this video tutorial.

Panelists

Panelists will be speaking and answering questions in real time as part of a Zoom meeting that will be broadcast in the Digitell meeting platform. During your session, attendees will view your webcam image.

Please review this system checklist and video tutorial for more information setting up your computer and webcam best practices.

The following setup is recommended for all panelists:

  • A computer with an up-to-date operating system and web browser:
    • PC users: Windows 7, 8, 8.1, or 10 with a compatible web browser (Google Chrome or Firefox)
    • Mac users: Mac OS 10.3 or higher with the compatible web browser: Google Chrome, Firefox, or Safari.
  • Dual-monitor setup:
    • Using two monitors will help you more easily view both your session and the platform chat window.
    • A tablet can be used as a second screen, as the question and chat interface works great on a tablet or mobile device that has access to internet.
  • HD 1080P webcam.
  • Hardwired internet connection (ethernet):
    • Minimum connection speed must be above 5 mbps upload and 5 mbps download.
    • Wifi is not recommended due to the potential for connection or signal issues.
  • Zoom must be installed on your computer.

To ensure a smooth virtual session, panelists should:

  • Set up an appropriate area.
    • Make sure you have a quiet, undisturbed area from which to participate.
    • Ensure this area has a reliable internet connection. Please make every attempt to use an Ethernet connection instead of Wifi.
    • Avoid backlit areas. Light should shine on your face, not from behind you.
    • To avoid background distractions, consider using a virtual background. A suggested Congress background is available here.
  • Perform a test run before the meeting.
    • Set up a quick test run with a friend who can offer feedback on your microphone quality and video performance.
    • Be sure your computer setup meets the basic requirements listed above.
  • During your session:
    • Look directly at your camera when speaking, not at your screen. Set your camera up at eye level to make looking there easier.
    • Sit straight up at your computer so that your face and shoulders are framed. Avoid leaning or slouching. Consider standing during your presentation to maintain posture (remembering to keep your camera at eye level).
    • If you are using notes, position them near your camera so that you don’t break eye contact.
    • Avoid wearing all white, all black, or striped clothing.
  • Panelists will be given access to the meeting platform two weeks prior to the meeting.
  • Login information will be emailed by Jan. 12, 2021.
  • Upon receipt, please visit the platform to:

Panelists will receive an email on Jan. 19, 2021, containing a Zoom link you will use to log into your session.

View this tutorial video for a demonstration of the meeting platform and what to expect when joining your session.

On the day of your session:

  • You are required to enter your session early to perform a system check with a session producer. You will access your session using a unique Zoom link that will be emailed to you prior to the meeting.
  • Session producers will be available 60 minutes prior to the start of your session. You are required to log in no later than 30 minutes before your session start time. You are encouraged to log in early so that session producers can answer questions and troubleshoot.

Poster Presenters

Registration
All poster presenters (members and nonmembers) are expected to attend the Crohn’s & Colitis Congress and present onsite in Las Vegas. To attend the meeting, poster presenters must register and pay the appropriate registration fees. Poster presenters are not automatically registered for the Congress scientific sessions or housing. You will not be permitted into the Exhibit/Poster Hall without an attendee badge, which you must obtain by registering for the meeting.

COVID Safety
Proof of COVID vaccination is required for in-person attendance at the 2022 Crohn’s & Colitis Congress. This requirement includes all attendees, speakers, vendors, exhibitors and staff. Additional information about how to securely share your vaccination card will follow in the coming weeks. 

Poster Presentation Dates and Times
Poster presentations will take place during the Exhibit/Poster Hall Reception on Thursday, January 20 from 6:30-7:30 p.m. PST. (Additional registration is not required for this event.) Poster presentations will also take place during the afternoon break on Friday, January 21, from 3:30-4 p.m. PST.

Poster presenters may access the Exhibit/Poster Hall starting at 12 p.m. PST on Thursday, January 20 to hang their posters. When you enter the Poster Hall, please proceed directly to your assigned poster board.

The Exhibit/Poster Hall will close promptly at 9 a.m. PST on Saturday, Jan. 22. Any posters or poster tubes remaining in the Poster Hall after 9 a.m. on Jan. 22 will be discarded.

Poster Number
Each poster board is assigned a number corresponding to the poster numbers listed in the in the program. For example, P100 will be located at poster board 100. Please only use the board that corresponds with your abstract number.

Poster Size
The maximum size of poster presentations is 4’ high by 6’ wide. Congress administration will provide push pins to affix your presentation to the poster board along with a poster presenter ribbon at each poster board.

Required Poster Information
Poster presentations should include full disclosure information for the entire author string. No product-specific promotional material or event may appear or occur in educational space or material or during an educational activity.

Suggested Guidelines for Preparing an Effective Poster
There is no required format or orientation, so you may format your poster as you wish provided that it does not exceed the 4’ by 6’ size limitation. Congress administration suggests the following:
  • Text Lettering: Lettering for text and illustrations should be at least a font size of 30 points.
  • Depicting Sections: A font size of 50 points is suggested to guide the reader through your poster. Color is an effective method for separating sections and adding graphic impact. Try to avoid color combinations that are difficult to read.
  • Premise: Your poster should include three to five brief sentences that outline information necessary to understand the study and why it was performed. The question(s) to be asked or the hypotheses tested should be clearly and succinctly stated.
  • Methods: Outline your methods briefly, providing only details for new methods, or modifications of older methods.
  • Graphics: Results presented in the form of a graph or chart are always more effective than blocks of text. Provide a legend for symbols and other details and interpretation of results below each panel.
  • Conclusion: State the conclusion succinctly in large type. Many viewers read this first; hence, it should be easily understandable.
 
ePosters
To increase the visibility and reach of your science, you are encouraged to submit a PDF ePoster that will be featured at the Congress virtual meeting site. If submitted, virtual attendees will be able to view your ePoster and submit questions to you using the site’s chat feature. There is no fee to submit an ePoster.

Full instructions on creating and uploading your eposter file will follow by email in January.

Questions
Contact info@crohnscolitiscongress.org with any questions about your poster presentation.

Attendees will have access to the Poster Hall throughout the meeting to view poster presentation files and abstract bodies. To provide attendees with dedicated time to interact with poster authors, poster presenters are required to log into the meeting platform and be available for questions from attendees from 2 – 3 p.m. EST on Saturday, Jan. 23, 2021.

All poster presenters must:

  • Register for the meeting.
  • Upload a PDF poster presentation to the meeting site by Wednesday, Jan. 20, 2021. 
  • Be available for questions from attendees from 2 – 3 p.m. EST on Saturday, Jan. 23, 2021. 
  • Presenters have the option (but are not required) to add author contact information and link to outside resources they wish to share with attendees.
  • All poster files must be in PDF format.
  • The maximum allowed file size is 300 MB.

Poster presenters should check their email for a message containing instructions on logging into the meeting platform to edit their poster profiles.

To upload your file:

  • Log into the meeting platform and then click My Account.
  • Click My Directory Profile to enter the poster directory and view your entry.
  • Once inside your poster profile, use the Manage tab to make edits to your profile:
    • Select Information to format the abstract body. (Please do not edit any fields on this page other than the Description field.)
    • Select Resources to upload your poster file and any other resources you wish to share.
    • Select Contacts to add author contact information.
  • For step-by-step instructions on editing your profile, please review this tutorial.
  • To provide attendees with dedicated time to interact with poster authors, poster presenters are required to log into the meeting platform and be available for questions from attendees from 2 – 3 p.m. EST on Saturday, Jan. 23, 2021.
  • Questions will be submitted and answered via a live chat feed accessible directly from your poster page. View this tutorial for more information.