2020 survivor advocate participant kit - aacr.org · advocate participants are required to attend...
TRANSCRIPT
1 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
TABLE OF CONTENTS
Participant Policy Pg. 3 Article Guideline Pg. 15 Travel Information Pg. 7 Social Media Pg. 16
Housing Pg. 9 Advocate Tips Pg. 17 Poster Session Pg. 10 Advocate Checklist Pg. 19
Sessions & Events Pg. 13
2020
SURVIVOR ADVOCATE
PARTICIPANT KIT
2 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
PARTICIPANT POLICY
Advocate participants are required to attend the entire program beginning with the opening
session on Saturday, April 25, 2020 at 12:30 pm and concluding with the closing session on
Tuesday, April 28, 2020 beginning at 5:30pm.
The Scientist↔Survivor Program (SSP) and AACR Annual Meeting events will take place in both
locations below. A tentative agenda will be distributed to you in a week.
Hotel Convention Center
Omni San Diego Hotel
675 L Street
San Diego, CA 92101
San Diego Convention Center
111 West Harbor Drive
San Diego, CA 92101
Registration
The annual meeting registration fee is waived for survivor advocates participating in the
Scientist↔Survivor Program. Participants can pick up conference registration materials
(conference bag and program) at the convention center. Program materials will be distributed at
the hotel during the SSP Opening Session.
Scientist↔Survivor Program Components
The program consists of an Opening Session which provides detailed information about the
program and the AACR Annual Meeting followed by Working Group Breakouts. Advocates will be
assigned to working groups led by an advocate mentor, scientific mentor, and scientific mentor-
in-training (if applicable). Groups are randomly selected. Each group will receive a challenge
question before the meeting. Your mentors will guide members of their group on how best to
answer and present their findings. Advocate mentors will contact group members before the
meeting. Special Interest Sessions on various topics specifically designed for participants will
3 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
be scheduled throughout the program. Participating advocates are not required to attend each
session; however, advocates are encouraged to attend special interest sessions of interest. All
advocates are required to present a poster at the Poster Session. Details on the poster session
can be found on page 13. The Closing Session & Celebration event will wrap up the program.
Working groups will present their presentations and advocates will receive their certificate of
completion.
Meals
Most breakfasts and lunches are provided as part of the program. Additional meals included are:
• Survivor Advocate Dinner
• Partners in Progress Reception
• The President’s Reception
• FDA Reception
Expenses & Reimbursements
The AACR will not reimburse:
• The cost of rental cars
• Tolls
4 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
• Hotel incidentals (telephone, laundry, and room service, etc)
• Alcohol
• Luggage fees
• Tips
• Poster costs
• Meals and beverages outside what are provided in the program
All reimbursement requests must accompany an itemized receipt. No receipts, no
reimbursement. An expense form will be located on the secret page. All reimbursement
requests must be submitted no later than May 15, 2020.
Secret Page
Program materials will be listed on the AACR website secret page. The secret page can be found
at https://www.aacr.org/?page_id=51519. Please bookmark the page as it will be updated
periodically. The link should not be shared with advocates that have not participated in the
Scientist↔Survivor Program.
Photograph
The program materials will include a biography and photo of each participant to familiarize
themselves with each other. To assist us in preparing these materials, please submit a photo via
email to [email protected] no later than Friday, March 13, 2020. (Electronic version JPEG is
preferred). Advocate biographies will be taken from applications, however, if you would like to
submit an updated bio, please submit along with photograph.
5 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
Conference Call
Conference calls are scheduled for advocates to discuss program and meeting details as well as
address questions. It is highly recommended to call-in for one day. You do not need to call-in for
both days as the discussion will be the same.
• Friday, March 13 / 12:30 -1:30 pm (EST) or
• Monday, March 16 / 3:00 - 4:00 pm (EST)
• Call in: 888-585-9008 | Meeting Access Code: 934-185-261
Evaluation
It is required for all advocates to complete an evaluation of the program. Failure to submit an
evaluation will result in loss of eligibility for future programs. All advocates are expected to
complete and submit an evaluation by May 15, 2020.
6 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
TRAVEL INFORMATION
All travel arrangements should be made through the AACR’s travel agency, Corporate Traveler.
Please make your travel arrangements with Corporate Traveler before March 11, 2020 to ensure
the lowest rate. Travel arrangements booked after this date will result in additional charges, in
which you will be held responsible. You may contact Corporate Traveler at:
• Tel. (215) 825-3650/ Toll Free. 888-666-4209
• Email. [email protected]
Travel arrangements that are not booked through Corporate Travel WILL NOT be reimbursed,
unless permission to do so is granted by AACR in advance by contacting [email protected].
Please be mindful of your travel arrangements as you need to be present during the opening and
closing session of the program. We encourage advocates to arrive Saturday morning, April 25,
2020; no later than 12:00 pm arrival time. Advocates may depart from the program location on
Tuesday, April 28, 2020 after 9:00 pm or anytime on Wednesday, April 29, 2020. If a flight is not
available Saturday morning, April 25, please contact [email protected] for approval before
ANY plans are made. If you would like to arrive Friday evening, participant will be responsible for
that evening’s hotel cost.
Air
Corporate Traveler will book an economy round‐trip airline ticket between your home city and
San Diego, CA. Corporate Traveler will send you a confirmation via email and bill the AACR. AACR
will not incur the costs of First-Class or Business Class tickets. AACR will not reimburse fees
incurred due to changes in your original itinerary. The major airport is the San Diego
International Airport (airport code: SAN). The airport will offer multiple U.S. and international
flights daily. When speaking with the travel agent, please explore all possibilities.
7 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
Alternate Travel
For local participants in the surrounding area, if you choose to drive, AACR will cover the cost of
mileage at .50/mile. The cost of mileage should not exceed the cost of a round-trip ticket from
San Diego, CA. to your city. AACR WILL NOT cover tolls and gas.
If you choose to use Amtrak as a mode of transportation, tickets should be purchased by
participant and will be reimbursed by AACR. If you choose to drive or take Amtrak, you must
notify the program staff at [email protected].
Parking at the Omni San Diegoa is $55.00 per for overnight valet-only parking (24 hr. period),
with in/out privileges. AACR will reimburse up to a maximum of $25.00/day after the meeting.
Hourly valet parking is $10.00 per hour. Public self-parking is available at a variety of garages.
Ground Travel
San Diego International Airport is located 4 miles from hotel (14 minutes) and the average taxi
fare is approximately $25 one way.
Meeting Transportation
Shuttle buses will be provided between the San Diego Convention Center and designated AACR
Annual Meeting participating hotels. Shuttle bus schedules will be posted in each hotel, at the
Convention Center, and at the AACR Information Desks located throughout the convention
center.
Please note, the Omni San Diego is in walking distance of the convention center.
8 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
HOUSING INFORMATION
The AACR has reserved a block of rooms for advocate participants of the Scientist↔Survivor
Program at the Omni San Diego. Please do not call the hotel to book your reservation or check
on your reservation. Use the link below to book reservation after travel has been booked and
confirmed. Your room will automatically be booked under the block of rooms. All questions on
housing should be directed to [email protected].
The AACR will incur the cost of your room and taxes at the Omni Atlanta for a maximum of four
nights for domestic participants and five nights for international participants unless prior
permission is granted to do otherwise. A credit card will be needed at the time of check-in. Any
additional evenings prior to or beyond the maximum nights allowed, will be your responsibility.
Please notify program staff at [email protected], if you have booked extra nights. Please
book your hotel by March 11, 2019. You will be responsible for incidental charges billed to your
room.
To book your hotel reservation at the Omni San Diego, please follow the steps below: Click:
https://hsg.cmrus.com/AACR2020/GP/SSP/Housing/Reservation
• Choose your arrival and departure dates and hit ‘Select’.
• Please enter the guest information and click ‘Next’. (if applicable)
• Specify any special requests and click ‘Next’.
• In the Financial Info screen, click ‘Next’ as reservations for advocates of the program has
been financially secured.
• Review and complete hotel housing reservation
Please note: advocates participating in the program will only have one housing option.
9 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
POSTER SESSIONS
ALL advocate participants are required to design a poster about his/her organization and/or
his/her role as a cancer advocate. We ask that your poster summarizes the mission, programs
and goals/priorities of your organization. If you are an independent advocate, design a poster
that details your advocacy work, projects, or role as a cancer advocate.
The advocate posters will be posted in the scientific
poster session. Each poster session will be held for four
hours, and your materials must remain posted on the
poster board assigned to you for the entire poster session
period. Advocates are required to be present at their
poster for the first 2.5 hours. An away sign will be
distributed from the program staff to post on your poster
board for your convenience. You must return at the end
of the poster session to take down your poster. Posters left on the poster board will be trashed
at the end of the poster session.
General Guidelines
Program staff will notify advocates of their poster session assignment. To find your poster board
assignment on the show floor, AACR staff will place a board number in the upper left-hand
corner of the board. The abstract description provided in your application will be included in the
printed Program for the Annual Meeting.
Due to security regulations, presenters will not be admitted to the poster area until 30 minutes
before the scheduled session. All presenters should be in the poster area at least 10 minutes
before the session begins.
10 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
The AACR will not be responsible for saving posters that are not taken down at the end of the
session.
Presentation of Posters
In addition to your presentation, provide handouts to poster session attendees. It is
recommended to have at least 25 photocopies of your abstract and/or additional information for
distribution during your poster presentation. The optimal approach is to communicate key points
about your poster in your presentation.
Preparation
1. Be sure to keep poster relatively simple to maximize legibility.
2. If unable to present in a poster form, use PowerPoint slides backed with colored paper as
an inexpensive and useful way of enhancing the legibility of the data.
3. Material should be displayed on regular weight paper or lightweight cardboard for easy
attachment to the poster board.
A PowerPoint template can be found on the SSP secret page.
Poster Printing
Posters can be displayed in various options. If you opt to layout your poster as a scientific
template, you can view the following website for printing and template options.
• www.posterpresentations.com
• www.megaprint.com
• www.omnipress.com
• www.spoonflower.com
You should also check Staples and FedEx for printing options.
11 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
Poster Board
The poster board assigned to each presenter has a usable area of 6 feet in width and 4 feet in
height. You are not required to use the entire board. In planning the utilization of space on your
poster board, keep materials at eye level. (AACR will provide pushpins).
12 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
SESSIONS & EVENTS
Survivorship Track
Last year a Survivorship Track was introduced at the AACR Annual Meeting. The sessions will
address late-effect issues survivors are living with. A list of survivorship related sessions will be
distributed at a later date.
AACR Runners for Research 5K Run/Walk
Team up with the American Association for Cancer Research to advance lifesaving cancer
research. The signature 5K will be held in at Embarcadero Boardwalk. To sign up to participate,
please register here.
• When: Saturday, April 25th
• Time: 7:30 am
• Where: Embarcadero Boardwalk – 501 Convention Way, San Diego, Ca 92101
• Cost: Free for SSP Advocate Participants
Addressing Advocacy at the Bench
Patient engagement is a valuable tool to increase research efficiencies and lower health
inequities. The challenge lies in moving theory into practice. The AACR’s Addressing Advocacy at
the Bench program highlights case studies of community-based research initiatives, developed
and implemented by teams of patients and researchers working together. Additional information
to come. (This session is mandatory for advocates participating in the program.)
Partners in Progress
On Sunday, April 26 at 7:30 PM, the AACR Foundation will host its annual Partners in Progress
reception. Hosted by Mitch Stoller, Executive Director of the AACR Foundation, with remarks
from Dr. Margaret Foti, CEO of the AACR, the evening’s program will also feature a special guest
presenter. With an anticipated audience of 200 guests, all donors, partners and friends of the
13 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
AACR and the AACR Foundation, this event is a celebration of the philanthropic achievements of
the Foundation. You will receive a formal invitation via email within a few weeks.
Special Meeting with the FDA
This session will provide a better understanding of the Food and Drug Administration. Dr. Richard
Pazdur and his associates will gather with advocates attending the Annual Meeting to discuss
concerns and answer any questions. The session location and time is TBD. (This session is
mandatory for advocates participating in the program.)
*Additional advocacy sessions may be added.
14 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
ARTICLE GUIDELINES
The objective of each advocate participating in the meeting is to disseminate to their
communities the knowledge and insight acquired during the Scientist↔Survivor Program. This
report will serve as an action plan to your advocacy work. This report should summarize the
development and/or execution of a priority or initiative needed for your community and/or
constituency.
Format
The report can be presented in a variety of ways depending on each individual and action plan.
Examples: An article, written report, PowerPoint presentation or poster.
Due Date
Please provide a copy of the report by Wednesday, June 24, 2020. A report must be submitted
to signify your completion of the program. Submit your report to [email protected].
*Failure to distribute and submit an article will result in loss of eligibility for future programs.
15 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
SOCIAL MEDIA: CONNECT & COLLABORATE
We invite you to join the conversation on Twitter using the hashtags #AACR20 for the meeting,
and #AACRSSP for discussions specific to the Scientist↔Survivor Program. Our communications
and public relations staff will be monitoring these hashtags and occasionally re-tweeting
messages from the @AACR account.
To encourage collaboration among advocates and scientists on Twitter, a public list has been
created to display on the @AACR list page, where people can follow messages from all
Scientist↔Survivor Program advocates and scientists in one place. If you would prefer not to be
included on this list or have any questions, please email [email protected].
Social Media
Stay connected to AACR. Follow us and Like us on the following:
• AACR — https://twitter.com/aacr
• Cancer Today — https://twitter.com/cancertodaymag
• AACR — https://www.facebook.com/aacr.org
• National Cancer Research Month — https://www.facebook.com/CancerResearchMonth
• Cancer Today — https://www.facebook.com/CancerToday
• AACR — http://www.linkedin.com/company/american-association-for-cancer-research
• YouTube AACR — http://www.youtube.com/aacrnews
16 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
ADVOCATE TIPS
The Annual Meeting will focus on the many ways that
research is helping to eradicate cancer. Over 19,000
participants from 60 countries will gather to discuss
an estimated 6,000 abstracts and to hear more than
500 invited presentations on new and significant
discoveries in basic, clinical, and translational cancer
research.
Below are tips that will assist you in planning, preparing and coping with this upcoming meeting.
Please note: The Annual Meeting is not the appropriate place to seek personal medical advice.
Prior to the Meeting
• Pack comfortable shoes. The convention center is very large.
• Pack appropriate attire. Business attire is recommended.
• Review any recommended readings that can be found on the SSP secret webpage. Please
familiarize yourself with the cancer research terms on the NCI website (www.cancer.gov).
Scientific language and concepts are complex and challenging; it will help you acquaint
yourself with terms and information that may be covered during the sessions.
• Review the Annual Meeting Program. There are many sessions that you will be interested
in. Create a general schedule of sessions you would like to attend. Feel free to download
the AACR Annual Meeting app to assist in your planning needs. (The Scientist↔Survivor
Program activities will not be listed in the Annual Meeting app.)
17 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
During the Meeting
• Be flexible as the day develops. Although you have planned your schedule ahead of time,
other sessions may be more appropriate at that time.
• Use your working groups to your advantage. Seek input when planning and attending
sessions.
• Form relationships. Not only is this meeting designed to educate attendees, but it is a
great place for networking opportunities. Bring business cards to pass out. Get to know
the other advocates, the scientific mentors, and speakers. Share your experiences,
questions, and concerns.
• No question is too “dumb” to ask. The mentors and speakers are there to help.
Understanding the information will set your foundation as a research advocate.
• Conserve your energy. You cannot do it all. Pace yourself as you will be attending the
meeting for four to five days.
• Breakfast and lunch are available on most days. It is suggested that you arrive at the
designated times for your meals. AACR WILL NOT reimburse for the cost of meals.
• Connect with AACR on social media. Join in the conversations and share newsworthy
information using the designated hashtag (#ACCR20 or #AACRSSP)
After the Meeting
• Submit your article. The Scientist↔Survivor Program report will serve as an action plan
to your advocacy work. The report should summarize the development and/or execution
of a priority or initiative needed for your community and/or constituency.
• Complete your evaluation. Evaluations are very important to us. We utilize this
information to improve the Scientist↔Survivor Program.
• Collaborate. Collaborate. Collaborate. Stay in touch with your peers for ideas, assistance
and support. Join the AACR Advocate Facebook group. Feel free to post events, articles
and share your thoughts with other advocates.
18 |
Scientist↔Survivor Program at the
Annual Meeting 2020 April 24 – April 29, 2020 | San Diego Convention Center | San Diego, CA
ADVOCATE CHECKLIST
Read the participant’s kit thoroughly.
Add the following dates to your calendar:
• March 11: All travel and housing must be booked.
• March 13: o SSP conference call o Photograph submitted
• Mach 16: SSP conference call
• May 15: Evaluation and reimbursement form due
• June 24: Article due
Call Corporate Traveler at (215) 825-3650 / (888) 666-4209 or email at [email protected] to book travel reservations. Please refer to page 6 for more information.
Book housing online!
Email photograph of self and/or updated bio to [email protected]
Attend SSP conference call.
Review the Annual Meeting program on the AACR website and the tentative SSP agenda.
(The final SSP agenda will be distributed at the meeting.)
Start preparing annual meeting schedule.
Read the reading materials suggested on secret webpage.
Review the advocate tips.