To the Point Lectures – Procedure & Timeline

Sponsor & Speaker Guidelines

To the Point Lecture speakers and sponsoring companies must adhere to the guidelines below. We advise you to review these guidelines as you prepare your To the Point Lecture presentation.

AAE Affiliation
To the Point Lecture speakers should be professionals within the specialty who support the guidelines, position statements, and white papers published by the American Association of Endodontists. Individuals who are not supportive of or in good standing with the association will not be approved as speakers for the To the Point Lectures.

AAE Code of Conduct for Conferences and Tradeshows
The American Association of Endodontists is committed to providing a professional, safe, productive and welcoming environment for all meeting participants and AAE staff. All such participants including, but not limited to, attendees, speakers, volunteers, exhibitors, AAE staff, service providers and others are expected to abide by this Code of Conduct. The Code applies to all AAE meeting-related events, including those sponsored by other organizations that are held in conjunction with AAE events, in public.

Expected Behavior

• All meeting participants should be treated with respect and consideration.
• Meeting participants should be tolerant of a diversity of views and opinions and should avoid racial, religious, ethnic, and gender or sexual-preference-based slurs –or any other derogatory language involving a protected class. They should not engage in harassment, intimidation, or discrimination of any kind.
• Meeting participants should avoid personal attacks directed toward other attendees, participants, AAE staff, exhibitors, and suppliers/vendors. They should not engage in verbal abuse of any attendees, speaker, volunteer, exhibitor, or AAE staff member.
• Meeting participants should alert AAE staff, facilities, security, or other appropriate persons if they notice a dangerous situation or someone in distress.
• Meeting participants should respect the rules and policies of the hotel or other meeting venue.

Consequences

• Anyone requested to stop unacceptable behavior is expected to comply immediately.
• AAE staff (or their designee) or security may take any action deemed necessary and appropriate, including immediate removal of the offending individual from the meeting without warning or refund.
• AAE reserves the right to prohibit or limit attendance of an offending individual at any future meeting.

All exhibitors, sponsors and speakers are expected to abide by the full Code of Conduct.

HIPAA Compliance
Presentation material must meet the Health Insurance Portability and Accountability Act guidelines. These guidelines state that patient record and photos used in teaching must be stripped of all direct identifiers such as name, address, social security number, patient ID number, identifiable photographic images, etc. Or, the presenter must have written authorization from the patient to use his/her directly identifiable health information. Presentation materials include, but are not limited to, handouts, visual presentations and reproductions of journal articles.

Publicity and Public Information
A major value of the Annual Meeting is its ability to impact public and professional opinions on the specialty and the AAE. Therefore, it is important that only correct and authenticated information be presented. Any news releases, photographs and interviews with press, radio or television reporters must be handled through AAE headquarters. Speakers are required to refer requests for information to the Chief Marketing & Communications Officer, Kim FitzSimmons at kfitzsimmons@AAE.ORG, or (312) 872-0458, but should be aware that all sessions are open to the media. Therefore, any statements by participants may be reported in public news media.

To the Point Lecture – Timeline

Sponsorship Sales
September thru December

TTP Lecture Date & Time Assignments Finalized
Speaker & Lecture Information Collected
Due: 14 weeks prior to annual meeting start date

Speaker & Lecture Information Review by AMPC
14 – 12 weeks prior to annual meeting start date

AMPC Decision
Due: 12 weeks prior to annual meeting start date

Confirmations / Requests for Changes Sent to Sponsors
12 weeks prior to annual meeting start date

Alternate Speaker & Lecture Information Review by AMPC *If applicable
11 weeks prior to annual meeting start date

AMPC Decision *If applicable
Due: 10 weeks prior to annual meeting start date

To the Point Lectures Posted to AAE Annual Meeting website
Upon committee approval

Changes to Speaker & Session
In the event a sponsoring company needs to change their speaker(s) or adjust their presentation subject after initial AMPC approval, the committee will receive the updated information for review and approval. The committee will have one week to review and respond.