SPEAKER FAQs

General Event Information

• When and where is the ACOS 2025 Annual Clinical Assembly (ACA)? The ACA is scheduled for September 17-21, 2025, at the Grand America Hotel in Salt Lake City, Utah.
• Who should I contact with general questions about the meeting or my role as a speaker? Please do not hesitate to contact meetings@facos.org with any questions or needed assistance.

Speaker Portal & Tasks

Speaker Portal

• Why do I need to use the Speaker Portal? You need to log into the speaker portal to complete assigned tasks required to ensure your session(s) are eligible for Continuing Medical Education (CME) credit and to comply with speaker requirements.
• How do I access the Speaker Portal? Use the URL and the username/password (Access Key) provided in your speaker welcome email.
• Who do I contact if I have trouble accessing my account or the Speaker Portal? Contact ACOS staff at 800-888-1312 or meetings@facos.org for assistance. For technical support specifically within the portal, contact Cadmium support at (410) 638-9239.

Tasks

• What are tasks? Tasks are distinct kinds of information and/or documentation needed to prepare for your session.
• What tasks do I need to complete in the Speaker Portal and what are the deadlines? Key tasks and deadlines confirmed in the portal include the following:

  IMPORTANT NOTE: Tasks and Speaker Roles

  If you are the lead/primary speaker/presenter, you will be responsible for all tasks. If you are a co-speaker, panelist, or co-presenter, you will not be responsible for submitting all required information. The tasks below indicate which tasks are assigned to different roles. Only the Primary Speaker/Presenter will be assigned tasks required for CME credit evaluation and Audio/Visual Needs (Presentation Title, Learning Objectives, References, Audio/Visual Needs, and Upload PowerPoint Presentation Task). Please coordinate with your session presenters to define your specific role and contribution to the session.

  Deadlines:
  • Disclosure Form: Urgent - Complete immediately upon receipt of welcome email. (ALL SPEAKERS)
  • Speaker Agreement (Member or Non-Member): June 16, 2025. (ALL SPEAKERS)
  • Reimbursement Policy Agreement: June 16, 2025. (ALL SPEAKERS)
  • Update Profile Information: June 16, 2025. (ALL SPEAKERS)
  • Update Your Biography: June 16 (as per welcome email). (ALL SPEAKERS)
  • Upload Your CV: June 16 (as per welcome email). (ALL SPEAKERS)
  • Upload Your Headshot (optional): June 16 (as per welcome email). (ALL SPEAKERS)
  • Confirm/Update Presentation Title: June 16, 2025. (PRIMARY SPEAKERS/PRESENTERS ONLY)
  • Learning Objectives: July 14, 2025. (PRIMARY SPEAKERS/PRESENTERS ONLY)
  • References: July 14, 2025. (PRIMARY SPEAKERS/PRESENTERS ONLY)
  • Audio/Visual Needs: July 14, 2025. (PRIMARY SPEAKERS/PRESENTERS ONLY)
  • Hotel Reservation Task: Indicate status/intent (Due date listed as June 16, 2025, but booking deadline is Aug 26). See Hotel section for booking cutoff. (ALL SPEAKERS)
  • Upload PowerPoint Presentation: August 18, 2025 (Note: If disclosures require peer review, the deadline is earlier: Monday, August 4th). (PRIMARY SPEAKERS/PRESENTERS ONLY)
• What information do I need to provide for the "Update Profile Information" task? You need to review and update your Personal Details (prefix, name, suffix, pronouns), Mailing Address, Contact Details (phone, email), Professional Information (credentials, position, institution, specialty, board certification status/details, AOA Number if applicable), and optionally add Social Media links (Twitter, Instagram, Facebook) and Academic Information (title, institution). This information will be used for program materials.

Speaker Agreement

• What does the Speaker Agreement involve? By accepting the agreement (electronically signing), you confirm you will comply with rules including COI policies, notify ACOS in writing at least thirty (30) days prior if unable to speak, grant ACOS rights to record/publish presentation materials (while retaining copyright), allow use of your name/likeness for publicity, represent the work is original and non-infringing, indemnify ACOS against copyright claims, and complete all portal tasks by their due dates.

Conflict of Interest (COI) Disclosures

Definition

• What is a Conflict of Interest (COI)? A COI occurs when financial relationships with "ineligible companies" could potentially influence professional judgment. An ineligible company is one whose primary business is producing, marketing, selling, re-selling, or distributing healthcare products used by or on patients.

Why Disclose? Who is Required to Disclose? What to Disclose?

• Why is COI disclosure required? Disclosure ensures transparency and allows ACOS to identify and resolve potential conflicts to maintain the integrity of accredited education. Compliance is necessary to provide CME credits.
• Who needs to disclose COI? Everyone who is in a position to control the content of an accredited educational activity must disclose.
• What financial relationships need to be disclosed? You must disclose all financial relationships with any ineligible company within the past 24 months, regardless of the amount or relevance to your presentation topic. Examples include Advisory Board fees, Consulting fees, Grants/Research support, Speakers Bureau/Honoraria, Royalties/Patents, Employment/Salary, Owner status, Management positions, Equity/Stocks or Stock Options in privately held companies, and Stocks/Shares in publicly traded companies.
• What financial relationships should NOT be disclosed? Do NOT disclose stock holdings in diversified mutual funds, 401Ks, or pension plans.
• Is there a minimum dollar amount for disclosure? No, the AOA and ACCME have not set a minimum dollar amount. Any amount is considered potentially relevant. In-Kind relationships where goods and services are exchanged as compensation should also be disclosed.
• Do I need to disclose if I have no financial relationships? Yes, you must still complete the form and select the option indicating you have had NO financial relationship in the last 24 months with any ineligible company.
• How do I disclose COI? Log into the Speaker Portal and complete the "DISCLOSURE" task immediately. Select whether you have relationships to disclose or not. If you do, add each relationship, listing the company name and the nature of the relationship. Attest to the information's completeness and sign electronically.

COI Mitigation – Process and Policy

• What happens after I submit my disclosure? ACOS reviews the information to determine if any relevant conflicts exist. If a COI is identified, ACOS will take steps to resolve (mitigate) the conflict and inform you of the mitigation strategy. This may involve peer review of your presentation, requiring an earlier submission deadline (August 4th). The ACOS’s policies and processes can be found here: ACOS Conflict-of-Interest Disclosure Policy and Mitigation Process.
• What if I am an owner or employee of an ineligible company? Owners and employees generally have unresolvable financial relationships and are excluded from controlling content or presenting, except in limited circumstances (e.g., content unrelated to the company's business, basic science/research methodologies without care recommendations, technical instruction on device use without recommending usage). Please contact ACOS staff for clarification if you are unsure about disclosures.
• What happens if I refuse to disclose? You will not be able to participate in planning or implementing ACOS accredited continuing education activities. Failure to comply with policies can also lead to removal from the program.

Guiding Principles and Practices to Prevent COIs

• The ACOS will make decisions about education content based on the following principles:
  All educational activities shall be designed to be fair, balanced, and free of bias.
• The ACOS expects all faculty to present content for all accredited CE activities that is based on the highest level of evidence available including expert opinion and customary and generally accepted medical practice.
• Content will be developed and presented that promotes quality in health care and not a specific proprietary business interest of an ineligible company.
• Accredited educational activities will present a balanced view of therapeutic options.
• Faculty must use generic names when speaking about technologies, programs, products, devices, drugs, and/or services; trade names will only be used for clarification.
• Statements of individual preferences and use will be limited to scientific evidence including both pro and con statements and discussions of how different uses and/or local settings may influence diagnostic and treatment choices.

Presentation & Technical Requirements

Presentation Title

• What task relates to my presentation title? You need to complete the "PRESENTATION TITLE" task by June 16, 2025. Please review your title for accuracy and consider alignment with the conference theme: "Precision, Compassion, Innovation: The Osteopathic Advantage".

Learning Objectives

• What are the requirements for Learning Objectives? Complete the "LEARNING OBJECTIVES" task by July 14, 2025. You must submit at least three learning objectives per presentation. Each objective should complete the sentence "Upon completion, participant will be able to..." using action verbs (a list of appropriate verbs is available in the portal task). Contact meetings@facos.org for assistance.

References

• Do I need to provide references? Yes, complete the "REFERENCES" task by July 14, 2025. Provide at least one appropriate reference (web article, journal article, medical text) for your lecture. You can use APA citation format or provide links. You can list more than one per text box or email a list to meetings@facos.org.

Audio/Visual

• What Audio/Visual (AV) equipment is provided? Each meeting room will be equipped with an LCD projector, laptop, screen, podium microphone, wireless lavaliere microphone, and standing microphones in the audience for Q&A.
• How do I request additional AV equipment? Use the "AUDIO VISUAL NEEDS" task (due July 14, 2025) to select any additional AV options needed. All additional requests require ACOS review and approval.

Presentation Upload and Requirements

• What are the requirements for uploading my PowerPoint presentation? Use the "UPLOAD YOUR POWERPOINT PRESENTATION(S)" task, due Monday, August 18th (or Monday, August 4th if you have disclosures requiring peer review). A 2025 ACA PowerPoint template is available for download within the task. Acceptable file types are .ppt and .pptx. Uploaded files are sent to a publishing queue for the mobile app/website; animations and videos are not supported in this published version. The system will not publish files larger than 500 MBs. Contact meetings@facos.org if you have technical issues. In specific circumstances, it may be appropriate to select the checkbox to indicate you will not be using any visual media (primarily only used for some types of panel sessions).

Speaker Ready Room

• Is there a Speaker Ready Room? Yes, a dedicated room will be available. (Details on location/hours typically provided closer to the event).
• Do I need to check in at the Speaker Ready Room? Yes, speakers are generally required to check-in 24 hours prior to presenting to review/upload/test presentations.

Changes to Presentations On-Site

• Can I make changes to my presentation on-site? Minor changes can usually be made in the Speaker Ready Room. Significant changes, especially with COI, will require review in advance. Files must be uploaded via the portal or ready room; providing files directly to the tech in the session room is prohibited.

Registration, Travel & Hotel

Registration

• Do speakers need to register for the conference? Yes, all speakers and moderators are required to register for the Annual Meeting in order to receive credits for attending other sessions. If you do not plan to claim CME credits, you do not need to register.
• Does ACOS cover registration fees for speakers? ACOS does not offer complimentary full conference registration for speakers. You are welcome to attend any sessions during the conference without registering. Registration is only required if you plan to claim Continuing Medical Education (CME) credits for sessions you attend, other than your own. Your participation as a speaker allows you to earn CME credits for presenting your session. These credits will be commensurate with those designated for your specific presentation.

CME Credits

• Will I earn CME credits for speaking? Yes, your participation as a speaker allows you to earn CME credits for presenting your session. The credits earned would be commensurate to the credits designated for that session only unless you are registered for the full conference.

Travel and Accommodations

• Who arranges travel and accommodation? Speakers are responsible for making their own travel and hotel arrangements.
• Is there a designated conference hotel? Yes, the 2025 conference hotel is The Grand America Hotel, 555 South Main Street, Salt Lake City, UT 84111.
• Is there a discounted hotel rate for speakers? Yes, ACOS has negotiated a discounted room rate for speakers, attendees, and participants. This rate is available on a strictly first-come, first-served basis. Book early.
• How do I book my hotel room at the discounted rate? Use the dedicated online reservation link: Reserve Your Hotel Online for ACOS ACA. This link can also be found in the "HOTEL RESERVATION" task in the speaker portal or speaker communications. Alternatively, call the Grand America Hotel Reservations Department at (801) 258-6000 and mention the "American College of Osteopathic Surgeons Annual Clinical Assembly" to secure the group rate. These are the only approved booking methods.
• What is the hotel reservation cut-off date? The reservation cut-off date is Tuesday, August 26, 2025.
• What if I need help with my hotel reservation? Contact meetings@facos.org for assistance.

Honoraria and Expense Reimbursement

• What speaker expenses are reimbursable by ACOS for the 2025 ACA? ACOS will reimburse speakers for: Coach class airfare to/from Salt Lake City; rideshare/taxi/shuttle services (home/airport/hotel); lodging, meals, and incidentals up to $400 per day you are presenting; and parking (airport/hotel) and mileage for personal car use. See the Honoraria and Expense Reimbursement Policy document.
• Are speakers paid an honorarium for the 2025 ACA? Non-members are paid a $1000 honorarium for each day they are presenting. Eligible members are paid a $500 honorarium. See the Honoraria and Expense Reimbursement Policy. for details on honoraria for non-members and members.
• What expenses are NOT reimbursable for the 2025 ACA? ACOS will not reimburse for: limousine/sedan service, rental cars; additional nights lodging, meals, and incidentals for days you are not presenting; and travel/hotel/meal expenses for assistants, spouses, or guests.
• How do I get reimbursed? Agree to the policy in the "REIMBURSEMENT POLICY" task (due June 16, 2025). Download the 2025 ACA Speaker Expense Form using the link provided in the task, complete it, and submit it along with your receipts to ACOS for processing.
• What is the deadline for submitting reimbursement forms? The form must be submitted by October 31st to receive payment.
• Who do I contact with reimbursement questions? Contact meetings@facos.org.