In This Section

Information for Speakers

ASPET 19 Program

This section provides logistics information useful to the speakers at the ASPET Annual Meeting. If you are looking for information about our speakers and sessions, visit the Program page

Travel Reimbursement Guidelines

Travel Reimbursement Guidelines
Thank you for giving a talk at the ASPET Annual Meeting! Your contributions to the field are invaluable. Our travel reimbursement policies reflect ASPET’s not-for-profit tax status and mission. We are aware that they will not fully cover all your travel expenses. Our intention is to defray your costs to assist with your obtaining approval to participate from your employers.

Parameters to be Eligible for Complimentary Registration

If your participation as a symposium speaker or co-chair includes the offer of ASPET paying your EB registration fees for you, you will receive a special registration link from the ASPET staff at  If you have already registered, ASPET will reimburse after the meeting but only up to the registration rate at the early bird discounted pricing level.  Please note, not all participation includes complimentary registration. Please check the confirmation letter received from ASPET staff.

Parameters to be Eligible for Travel Reimbursement

Invited speakers must be scheduled to give a talk of at least 20 minutes to be eligible for travel funds. If a speaker is also moderating a panel or serving as a discussion group facilitator, the time for this activity may be included. Question and answer time does not count in the 20 minutes.

Abstract-based speakers who are undergraduates, graduate students, or postdocs are eligible for travel funds regardless of the length of their talk.

Chairs and co-chairs who are not giving a talk of at least 20 minutes, are not eligible for travel funds.

Limits to Travel Reimbursements

The session chair decides how much travel reimbursement each speaker will be offered based on policies set by the ASPET Council. 

Each symposium is allocated up to $3000 for speaker travel reimbursements and/or any non-standard audio visual equipment needed for the presentations. The symposium chairs decide how the funds are allocated with the following limits. 

  • Chairs may allocate only up to $500 for travel reimbursement to speakers from North America. 
  • Chairs may allocate only up to $1000 for travel reimbursement for overseas speakers. 
  • Chairs may allocate only up to $100 for travel reimbursement to local speakers. 

ASPET does not reimburse for group meals for speakers/chairs. All meal reimbursements must be itemized for each individual approved traveler.

How to Apply for Reimbursement

Use the Speaker Reimbursement form sent to you from ASPET. Do not type over prior year’s reimbursement form.

Scan your receipts and email them with your reimbursement form to (save original receipts until your reimbursement check arrives in case we have any questions) or you can mail your form and receipts to us at: ASPET, ATTN: Meetings Department, 1801 Rockville Pike, Suite 210, Rockville, MD 20852-1633

Reimbursement requests MUST be received no later than 90 days following the end of the meeting or we may be unable to honor them. Checks will be issued within eight weeks of receiving a Speaker Reimbursement Request form and the required receipts. 

What Travel Expenses Can Be Reimbursed?

What Travel Expenses Can Be Reimbursed?

Speakers who have been approved for travel reimbursement at EB should consult the ASPET travel reimbursement guidelines prior to incurring expenses for a list of what is and is not reimbursable.

Itemized receipts are required for all claimed expenses. ASPET does not reimburse for group meals for speakers/chairs. All meal reimbursements must be itemized for each individual approved traveler.

Refer to your correspondence with ASPET staff for your maximum reimbursement amount.

For EB 2020 travel, the maximum nightly reimbursable expense for hotel accommodations should not to exceed the single occupancy discounted group rate for a city-view room at the designated ASPET Headquarter Hotel, the Marriott Marquis.

Common errors that can lead to denied claims:

  • Not booking your flight at least two weeks in advance of travel
  • Not documenting comparable flight prices (at the time of purchase) if you book a multi-city trip, combine this trip with other business/leisure travel, or book an upgrade
  • Not keeping the itemized restaurant receipt that shows food purchased in addition to the credit card receipt that shows the gratuity
  • Not deducting alcohol expenses from claims prior to submission
  • Not including print-out of online mapping route when claiming car mileage
  • Not pro-rating shared housing accommodations if multiple people stayed at rental

If you have any questions about what is/is not covered, please don’t hesitate to check with us in advance of incurring the expense.

Oral Presentation Instructions

Speaker Practice Room

All speakers should check your presentations in the Speaker Practice Room at least 4 hours in advance of your session to verify that your content is presentable on the PC laptop that will be provided.  This is to prevent delays to your session.

Take your presentation to your session room at least 30 minutes prior to the session start time to work with the in-room audio visual technician to load your slides onto the laptop in your session room.  There is no central presentation server system for EB.

Speaker Practice Room Location

The speaker practice room is located in the San Diego Convention Center (Room TBD).
Subject to change, check final program to confirm location

Speaker Practice Room Hours:  (TBD)

Preparing Your Presentation

All EB session rooms will be equipped with a DLP data projector and PC laptop computer as well as a speaker timer, laser pointer, podium microphone, a headtable microphone and an aisle microphone. Internet access is not included.

  • Create your presentation using 16:9 aspect ratio.
  • When building your presentation, use standard fonts (e.g., Times New Roman, Helvetica, Arial, etc.), If you are using a font that is not standard it should be embedded into your PowerPoint presentation.
  • Bring your presentation on a Windows readable USB flash drive.
  • Include in the same folder as your presentation, any external files utilized, e.g. movie/video files. Copy the entire folder to the USB flash drive. 
  • Test your presentation on a separate PC compatible computer to insure fonts are standard and components such as movies/videos are included rather than merely linked in your presentation. 
  • The computers in the session room and speaker practice room will support PC and Mac presentations. 

The operating system on the session room PCs will be Windows 10, and software will include: Microsoft Office 2016, Adobe Acrobat Reader 11, QuickTime, Windows Media Player, Flash Player, and VLC Player.

We recommend that you bring a backup of your presentation on an alternate storage medium to cover the possibility of luggage loss, theft, and/or incompatibility.


You do not need to bring your own laptop to the meeting room.

However, if you prefer to use your own laptop or other presentation device, it can be accommodated under the following circumstances:

  • Your laptop/device must have either mini-display port or a mini-hdmi output to connect to the cabling provided that runs to the data projector in the session room. Some laptops have a special interface cable that attaches to the output of their laptop to hook to external switchers, monitors and data projectors. If your laptop requires a different type of adaptor other than the mini-display port or mini-hdmi provided to connect to the Male DVI-D cabling that runs to each projector you will be required to bring your own as these adaptors will NOT BE PROVIDED.
  • Set the output resolution to XGA (1024x768).

Session rooms do not have Internet access. If your presentation requires an internet connection, please check with ASPET prior to January 6 for approval of the additional expense.

New EB Photography and Recording Policy

EB is committed to honoring the rights of copyright owners and to respectful sharing of scientific research and data.  Attendees at EB-sponsored scientific meetings or events are expected to adhere to this policy.  In response to a changing culture, presenters and exhibitors are invited to display a set of icons to indicate to the audience whether or not photography/recording of poster, presentation, or exhibit booth and sharing/remixing of the material is permitted.  

Download your preferred icon from the images below and include it in your presentation.

No Photo / Recording

OK to Photo / Recording - Creative Commons License


Read the full EB Photography and Recording Policy.

Frequently Asked Questions

When will I know if my abstract has been accepted for presentation for an oral symposium slot or a poster presentation?
Acceptance letters will be emailed by February 3rd to the first author.

Who are the other speakers and topics at my symposium?
See the Program.

What day/time is my symposium being held?
Please check for an email from ASPET with the subject line “ASPET Speaker Logistics at EB 2020.” Or search the full program.

Will there be a room in San Diego for speakers to practice their presentations?
The Speaker Practice Room is located in the San Diego Convention Center (room TBD). The schedule will be updated closer to the meeting.

What audio visual equipment will be in my session room?
All session rooms will be equipped with a DLP data projector, screen, and PC laptop computer, speaker timer, laser pointer as well as a podium microphone, a headtable microphone, and an aisle microphone. If additional audio visual equipment is needed, please contact both your symposium chair who will need to approve and re-allocate the session budget and ASPET ( who will get the item ordered.

Will there be internet access in the session rooms?
The San Diego Convention Center offers complimentary wifi only in public space, restaurants, common areas and lobbies. It will not be available in the ASPET session rooms.

Do I need to turn in my presentation in advance to ASPET or an audio visual technician?
Please come to your session room at least a half-hour prior to your session start time to work with the in-room audio visual technician to load your presentation directly to the laptop in the session room. You do not need to send your slides to ASPET.

Can I bring my own laptop?
You do not need to bring your own laptop, but if you prefer to, please refer to the Oral Presentation Instructions above in regard to cables you’ll also need to bring. Please alert your symposium chair if you are bringing your own laptop so they can redo the timing of the talks to allow time to switch computers in the middle of the session.

Do I need to submit an abstract?
You do not need to submit an abstract related to your invited talk. However, if you have different research to present, you are welcome to submit an abstract for consideration for a poster presentation.

Do I need to registration for Experimental Biology?
Please check the instructions in your speaker logistics letter for details or contact us at

I’m interested in a session offered by another society at Experimental Biology. Can I attend?
Your badge for Experimental Biology gains you access to all of the 5 participating societies’ sessions.  The complete EB program can be found at or starting in March in the EB 2020 mobile app.

How are my travel expenses handled?
Please refer to the Speaker Guidelines for ASPET Travel Reimbursement.

What travel expenses are reimbursable?
Please refer to the Speaker Guidelines for ASPET Travel Reimbursement.

What if my travel expenses are estimated to be more than I’ve been allotted?
Our travel reimbursement policies reflect ASPET’s not-for-profit tax status and mission. We are aware that they will not fully cover all your travel expenses. Our intention is to defray your costs to assist with your obtaining approval to participate from your employers.

What if I am a government employee and am prohibited from accepting travel reimbursements?
Please contact ASPET prior to December 6, 2019 at to discuss alternatives.

Will ASPET reserve a hotel room for me?
You will need to make your own hotel reservations!  EB has arranged discounts on hotel rooms at a variety of hotels.  We encourage you to make your reservations as soon as possible to secure your preferred hotel

Will ASPET book my flight for me?
You will need to book your own flight. To stretch your reimbursement dollars, ASPET has arranged for discounts on some of the major air carriers into San Diego.   More info on airlines discounts. Please note, airfare reimbursements are based on making non-refundable, coach airfare reservations at least two weeks in advance and do not include change fees.

How do I claim my travel reimbursement?
In March ASPET will provide each speaker who is allotted travel reimbursement monies a Travel Reimbursement Form. After the meeting, you should complete the form detailing your expenses and attaching your receipts. ASPET will cut a check to you after the meeting to reimburse for documented travel expenses up to the amount the chair has allotted.

Where can I find more information about the other activities at Experimental Biology?
On the Experimental Biology website.

How else can I help make this a successful meeting?
Tell your friends and colleagues in the field about your participation at the ASPET Annual Meeting at Experimental Biology. Share the news via email, on social media, on department bulletin boards, and in conversations. Encourage them all to attend.

Last Updated: January 23, 2020
Key Dates
March 6

Housing discounts end

March 13

Advance Registration Ends

April 3-4

GPCR Colloquium (separate ticket required)

April 4

ASPET Business Meeting and Awards Presentation

April 4-7

ASPET Annual Meeting at EB 2020

Thank you to our Annual Meeting partners:

University of Kentucky
Icahn School
University of Georgia
University of Minnesota
WSU Pharm-Pharm Sciences Unit
PR & P