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 may 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

WHO: Invited speakers must be scheduled to give a talk of at least 20 minutes, excluding Q&A, to be eligible for full-conference registration.  ASPET will pay for a full-conference registration badge for all symposium chairs, invited speakers, abstract-based speakers in symposia, panel moderators, and award lecturers if they meet the requirement.

HOW: ASPET will send you a unique registration link.  You will need to register yourself for EB 2022 using this special link. You will have until January 24, 2022, to register.  Please note this link will be customized for you, so we ask you not to forward to anyone.

Parameters to be Eligible for Travel Reimbursement

Invited speakers and abstract-based 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.

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 audiovisual 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. 

How to Apply for Reimbursement

Use the Speaker Travel Reimbursement Form. Do not type over the prior year’s reimbursement form.

Scan your receipts and email them with your reimbursement form to meetings@aspet.org (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. Please note that sending your receipts via mail will result in the delayed processing of your request.

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.  

Travel Reimbursement Guidelines

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.

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

For EB 2022 travel, the maximum nightly reimbursable expense for hotel accommodations should not exceed the single occupancy discounted group rate at the designated ASPET Headquarter Hotel ($269).

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 audiovisual 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 Pennsylvania Convention Center (Room 301). Subject to change, check final program to confirm the location

Speaker Practice Room Hours:

• Saturday, April 2 – Monday, April 4, 7:00 am – 5:00 pm
• Tuesday, April 5, 7:00 am – 4:00 pm

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 head table microphone, and an aisle microphone. 

• Create your presentation using the 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 ensure 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 2019, 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. 

Laptops

You do not need to bring your own laptop to the meeting room. However, if you would prefer to use your own laptop for your presentation, please review the following:

• If you are using your own laptop: Your laptop must have either a Mini‐Display Port, HDMI, or USBC output to connect to the cabling, provided that runs to the data projector in the session rooms. 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 this, you will be required to bring your own as these adapters will NOT BE PROVIDED. EB is not responsible for equipment left in the session rooms.
• Mac presentations created in Keynote will NOT be supported. Those individuals must bring their own laptop to be tied into the switcher so they can run it off their own machine.

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.



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 early February to the first author.

Who are the other speakers and topics at my symposium?

See the Program page.

What day/time is my symposium being held?

Please check for an email from ASPET with the subject line “ASPET Speaker Logistics at EB 2022.” Or search the full program

Will there be a room in Philadelphia for speakers to practice their presentations?

The Speaker Practice Room is located in the Pennsylvania 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 (meetings@aspet.org) who will get the item ordered.

Will there be internet access in the session rooms?

The Pennsylvania Convention Center offers complimentary Wi-Fi only in public spaces, restaurants, common areas, and lobby. 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 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 register for Experimental Biology?

If you are an invited symposium speaker, abstract speaker, or moderator and meet the eligibility requirement for complimentary registration, you will receive a unique registration link for you to register for Experimental Biology.  If you are unclear about your status, please check your confirmation letter for clarification on how registration is being handled or contact ASPET at meetings@aspet.org. All speakers must be registered for Experimental Biology.

If you have not met the eligibility requirement for complimentary registration, you will need to register yourself on or before the early registration deadline, February. 7, 2022.

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. Check back in March to view the full EB 2022 program of all events at EB.

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 may 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 10, 2021 at meetings@aspet.org 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. 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 has been allotted travel reimbursement monies, a Travel Reimbursement Form. After the meeting, you should complete the form detailing your expenses and attach 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.

What are the COVID-19 regulations?

You can find out more about EB 2022 COVID-19 regulation on the EB website’s Health and Safety page.

Do I need to be fully vaccinated to attend the meeting?

Yes. The 2022 ASPET Annual Meeting at EB in Philadelphia, PA, is scheduled to be in-person and we do expect speakers to present live.  For the health and safety of our members and community, EB 2022 is requiring COVID-19 vaccines for anyone attending the event.  For more information, please visit the EB 2022 website.

Can I submit a recording of my presentation or give my talk via Zoom?

All speakers are expected to present their talks in-person in Philadelphia.

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.