2025 AADOCR/CADR Annual Meeting & Exhibition

• Presenter Agreement

  All presenters agree to the following conditions when submitting an abstract:

  1.  Affirm that any work with human or animal subjects reported in the abstract complies with the guiding principles for experimental procedures found in the Declaration of Helsinki of the World Medical Association, and this research project has been duly cleared by my Institutional Review Board (IRB) or institutional Ethics committee or an equivalent ethical body.
  2. Affirm that the work has not been published or presented elsewhere prior to the submission of the abstract.
  3. Agree that if the abstract is accepted, IADR/AADR has permission to publish the abstract in printed and/or electronic formats. 
  4. Agree to pre-register for the meeting and pay the appropriate registration fee by the presenter pre-registration deadline of January 16, 2025. Note: IADR membership and meeting registration are separate fees. Failure to pre-register by January 16, 2025 will result in the following: 

  • You will not be allowed to present and your abstract will be withdrawn from the online Scientific Program and program materials.
  • The abstract will not be citable as being part of the Special Issue of the Journal of Dental Research.

• Presenter Regulations

  Participation

  • Submission of your paper carries with it the obligation for you to present your abstract at the time and in the mode indicated in your acceptance letter.

  Failure to present:

  • January 16, 2025 is the deadline to withdraw an abstract without penalty. Unwarranted withdrawals after this deadline may be subject to penalty. Presenters who fail to present accepted papers may not submit papers for the next annual meeting, unless acceptable explanations are provided to the IADR Global Headquarters through the required form prior to the start of the meeting (DO NOT notify the session chair). Lack of institutional or grant travel funding is not an acceptable explanation. Please communicate with the IADR Global Headquarters regarding any changes to your participation.

• Abstract Submission Information

  Submissions for abstracts and Late breaking abstracts are now closed. Submitters can review the Call for Abstracts to find information about their abstract. Presenter information will be added as announced. You can still view the following reference materials:

  • Call for Abstracts
  • Frequently Asked Questions
  • Access ScholarOne Abstracts Platform 

Symposia & HOW Speaker Tasks Before Arriving in New York

• 1. Register for the Annual Meeting

  • All symposium speakers are required to present in person. 
  • All symposia and hands-on workshop speakers are required to register by the January 16, 2025 presenter pre-registration deadline. 
  • You will not be allowed to present onsite in New York without registration. 

• 2. Prepare PowerPoint Presentation

  Required Presentation Items

  • All presenters are required to include a slide listing any conflict-of-interest disclosures. Financial disclosure includes any commercial funding you receive from a company whose product(s) you are discussing. Read the IADR/AADOCR Policy on Full Disclosure. If there are no conflicts of interest to report, please indicate on the slide.
  • Presenters should mention the sponsors of their research, if applicable, in their presentation.
  • If you are both a symposium speaker and an abstract presenter at this meeting, do not repeat abstract material in your symposia session.
  • Internet is not available in the meeting rooms.

  PowerPoint Design 

  • Presenters will use PowerPoint presentations in a 16:9 ratio. Presentations created in another format will have to be converted. 
  • Keynote, Google Slides, or other presentation programs must have the slides converted to PPT for upload. 

  Design Tips:

  • Use a font size larger than 16 points.
  • Use fonts with consistently thick lines.
  • Members of your audience may be color blind. For graphs, avoid using red and green together. Blue/orange is a common colorblind-friendly palette. Blue/red or blue/brown can be used as a substitute. 
  • Use a high color contract for text and background of slides (such as a dark text on light background).
  • Additional information regarding formatting of your presentation will be available on the online pre-upload site.

• 3. Upload Presentation to Present More

  Presenters are required to provide their full PowerPoint slides for their full presentation through upload to the presentation management system that will be used in the Speaker Ready Room.

  Notifications will be sent to all speakers in mid-January 2025 with a personalized upload link.

  All presentations will be loaded on a server (in the Speaker Ready Room) and distributed to the appropriate oral session room to be presented from the equipment in the room. Personal laptops are not permitted in the session rooms. 

  Even if you upload it before traveling to New York, it is recommended that speakers bring a backup copy of their full presentation on a flash drive for when they visit the speaker-ready room in case there are any issues. 

Symposia & HOW Speaker Tasks in New York

• 1. Pickup Your Badge at Registration

  When you arrive at the Jacob K. Javits Convention Center your first stop should be registration to pick up your badge. Registration is located in Level 3 Pre-Function.

  Registration Hours:

  Tuesday, March 11, 2025  |  2:30 p.m. - 6:30 p.m. 
  Wednesday, March 12, 2025  |  7 a.m. - 5 p.m.
  Thursday, March 13, 2025  |  7 a.m. - 5 p.m.
  Friday, March 14, 2025  |  7 a.m. - 5 p.m.
  Saturday, March 15, 2025  |  7 a.m. - 5 p.m.

• 2. Visit the Speaker Ready Room in Room 403

  After picking up your badge, be sure to visit the Speaker Ready Room in Room 403 of the Convention Center. Wednesday morning presenters should try to get to the Speaker Ready Room before they close at 6:30 p.m. on Tuesday.

  • All oral presenters must check in at the Speaker Ready Room prior to their presentations. The room will be equipped with rehearsal stations for computer workstations for PowerPoint presenters. Any PowerPoint presenter who has not pre-submitted his/her presentation must bring it, on a USB drive to the Speaker Ready Room, at least 24 hours prior to the presentation to have it uploaded onto the server. 
  • Your presentation will be sent to your assigned meeting room from the Speaker Ready Room. DO NOT plan to download your presentation directly in your assigned meeting room. To avoid waiting in the Speaker Ready Room, you may wish to avoid peak times.

  Speaker Ready Room Hours:

  Tuesday, March 11, 2025  |  2:30 p.m. - 6:30 p.m. 
  Wednesday, March 12, 2025  |  7 a.m. - 5 p.m.
  Thursday, March 13, 2025 |  7 a.m. - 5 p.m.
  Friday, March 14, 2025 |  7 a.m. - 5 p.m.
  Saturday, March 15, 2025 |  7 a.m. - 3:30 p.m.

• 3. Presentation Time

  Presentation Tips

  • Presenters should arrive at least 5 minutes prior to the start of the session to check in with the oral session chair. Presenters should sit close to the front of the room.
  • Presenter are required to be in attendance for the full duration of the session.
  • You must be knowledgeable in your subject and be prepared to answer questions during your presentation.
  • Your presentation will be cut off by the session chair at 15 minutes to ensure the schedule and time for other presenters. 
  • The uploaded slides from the Speaker Ready Room will automatically be in the room 60 minutes before the session start. 

  Equipment

  • Internet is not available in the meeting rooms.
  • Each oral session room will be equipped with a Laptop (all computer presentations will be operated by the presenter), an LCD projector, a screen, a lapel microphone, and an aisle microphone. You may not bring equipment from an outside source such as a personal laptop. If your presentation requires additional equipment, you must contact the Meetings Department (@email) prior to the start of the meeting, and you will be responsible for any charges incurred. Your presentation will be posted on the PC desktop in your assigned room just prior to your session time.
  • Without proper use of the lavaliere/lapel microphone, your audience will not hear you. The microphone must be clipped "knot high" on the side closest to the screen. As you turn your head toward the screen, slightly turn your upper body so the microphone travels with you.
  • PERSONAL LAPTOPS WILL NOT BE PERMITTED IN ORAL SESSION ROOMS. Use of personal devices in the session rooms is disruptive to the flow of the session in addition to making the overall General Session network connections less secure. All presentations must be either pre-uploaded prior to arrival at the meeting or pre-uploaded in the Speaker Ready Room.