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SPEAKERS AND POSTER PRESENTERS

Registration Information
Travel Information
Hotel Information
Speaker and Poster Presenter Guidelines  

Registration Information for Speakers and Poster Presenters

Registration for this event is free and open to the public.

Online registration has been closed. Any speakers or poster presenters who have not yet registered for the conference must contact Jennifer Pinder (jenniferp@esi-dc.com) immediately.  

Travel Arrangements for Speakers and Poster Presenters

Onsite registration and participant check-in for the Charting New Frontiers in Rural Women's Health Conference will be open from 4:00–7:00 pm on Monday, August 13, 2007. The formal program will start at 8:30 am on Tuesday, August 14, 2007 and will adjourn at 5:00 pm on Wednesday, August 15, 2007. The conference will be held at the Omni Shoreham Hotel in Washington, DC.

Air/Rail Travel

Designated Travel Agent
All Speakers and Poster Presenters are required to make their travel arrangements through the designated travel agency, Executive Services International Travel (ESIT). ESIT will coordinate your airline or rail reservations and tickets. Bridget Hanafin is the designated agent at ESIT for this event.

Please remember that this conference is sponsored and funded by a Federal Government agency; thus, ESIT is required to follow the Federal Travel Regulation (FTR).

Guidelines that ESIT is Required to Follow
ESIT is authorized to book your roundtrip travel from your designated origin to Washington, DC, and back ONLY. ESIT is not authorized to book travel itineraries that include special routing accommodations (e.g., a layover in another city for business or personal purposes, additional nights stay, or return flights to a city other than your home/departure city). If your travel needs require special routing accommodations, please contact Jennifer Pinder immediately at (240) 744-7054 or jenniferp@esi-dc.com.

ESIT is also required by law to book you on the most economical, coach-class flight in order to comply with the FTR. Airline preferences to accommodate frequent-flyer benefits or airport preference cannot override price considerations.

Electronic tickets (e-tickets) will be issued to persons requiring air travel. Travelers will need to show a valid form of identification at the check-in counter. Participants traveling by train, and those for whom e-tickets are not an option, will receive paper tickets. ESIT will e-mail or fax you a copy of your itinerary after booking your ticket so that you will have it available for reference.

How to Make Your Travel Reservations

  1. Click on the registration link above and follow the instructions provided for submitting your travel and accommodation requests as part of the online conference registration process.
  2. Once ESI staff process your registration and approve your travel requests, your travel information will be forwarded to ESIT.
  3. Based on your requests, the designated ESIT agent will develop a tentative itinerary that will be e-mailed to you.
  4. Upon receiving the tentative itinerary, please contact the ESIT agent within 24 hours to confirm your itinerary, so that she can finalize your travel plans and issue your ticket. This is necessary for ESIT to obtain the most economical airfare.
  5. The ESIT agent will send you a final itinerary via e-mail or fax after she issues an air e-ticket. If your itinerary requires rail or paper air tickets, the ESIT agent will e-mail you a final itinerary, and Jennifer Pinder, Research Analyst, will send your paper documents to you via overnight delivery.

    Note: If you need to make any changes to your itinerary after your ticket has been processed, you will need to contact the airline or train directly. All additional costs incurred from changes will be at your own expense.

Airport Security Information
If you are planning to travel by air, remember that heightened security has been implemented at all airports. Please be prepared to furnish e-ticket itineraries and receipts, along with valid Government-issued photo identification, upon check-in. Travelers are advised to arrive at the airport 1-½–2 hours prior to their scheduled departure to ensure ample time to clear security. Also, please keep in mind that check-in procedures and policies vary according to each airport and airline. Upon arrival at the airport, we suggest that you ask airline personnel about specific check-in procedures.

Automobile Travel

If a Speaker or Poster Presenter elects to drive to the conference, mileage reimbursement cannot exceed roundtrip coach-class airfare or discounted rate air or rail fare. Mileage is reimbursable at 48.5 cents per mile for a person using his/her personal vehicle to travel to and from the conference location. Tolls for highways and bridges are reimbursable, and as with other expenses, receipts must be submitted in order to be considered for reimbursement. For specific driving directions, refer to the hotel information below or visit MapQuest.

Ground Transportation

Please be aware that you will need to arrange your own transportation from the airport or train station to the hotel. Ground transportation costs are reimbursable if they are documented with original receipts. The Washington, DC area offers a variety of ground transportation options. Below is a list of several options for traveling from any one of the three regional airports or Union Station to the hotel. All fares are one-way and per person unless otherwise specified.

SuperShuttle
Shuttle services are available to the hotel for approximately $12 from DCA, $25 from IAD, and $30 from BWI using the SuperShuttle service. To make shuttle reservations, call (1-800) BLUE-VAN or visit supershuttle.com. Please note that reservations must be made at least 12 hours in advance.

Taxi
Taxi stands are located at the baggage claim areas of all major airports and at the front entrance of Union Station. Approximate fares are: $20 from DCA, $55 from IAD, $65 from BWI, and $10 from Union Station.

Metro
The Omni Shoreham is easily accessible via the Washington Area Metrorail. The hotel is located on the Red Line at the Woodley Park-Zoo/Adams Morgan stop. From DCA airport, take the Yellow Line in the direction of Mount Vernon Square/7th Street Convention Center or Fort Totten to Gallery Place/Chinatown. Change to the Red Line in the direction of Shady Grove or Grosvenor-Strathmore. Ride the Red Line to the Woodley Park-Zoo/Adams Morgan stop. The hotel is located one-half block from the Metro. The approximate fare is $1.20–$1.90 per person. Click here to view the complete Metrorail System map.

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Hotel Information for General Participants

The Omni Shoreham Hotel is located at the following address:
    2500 Calvert Street, NW (at Connecticut Avenue)
    Washington, DC 20008
    Phone: (202) 234-0700
    Fax: (202) 265-7972

ESI will reserve a room for a Sponsored Participant requiring overnight accommodations at the Omni Shoreham Hotel. Reservations will be made based on the information provided to ESI as part of the online conference registration process. Your hotel confirmation will be e-mailed to you before July 31, 2007.

Your room costs (room and tax ONLY) for the approved duration of your stay will be billed to ESI's master account. Sponsored Participants should note that incidental charges, including room service, telephone calls, movies, laundry, etc., are not reimbursable and are the responsibility of the individual guest. Upon check-in, you will be required to present a valid credit card to cover the cost of any incidental charges incurred during your stay.

Check-in time at the Omni Shoreham is 3 p.m. and checkout is 12 p.m. (noon). Should you arrive early, the hotel will make every attempt to accommodate your early check-in. However, if there are no rooms available upon your early arrival, your luggage will be stored until your room is available.

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Driving Directions to the Hotel

Directions from Baltimore and the North—Via I-95 South or 295

Take either Baltimore/Washington Parkway (295) or I-95 South to Exit I-495 West. Follow 495 West to Exit 33 South (Connecticut Avenue). Travel south for approximately 5.5 miles. Turn right onto Calvert Street. The hotel is one block up on the left.

Directions from the South—Via I-95 North and I-395 North

From I-95 North, merge onto I-395 North via Exit 170A. Take I-395 North across the 14th Street Bridge. Merge onto US-1 North via the exit on the left. Stay straight to go onto 14th Street. Follow 14th Street to R Street. Turn left onto R Street. Turn right onto Connecticut Avenue. Cross the Taft Bridge. Turn left onto Calvert Street. The hotel is one block up on left.

Directions from the West—Via Routes 66 and 50 East

Go over Roosevelt Bridge to Constitution Avenue. Turn left onto 18th Street. Turn left onto Connecticut Avenue. Cross the Taft Bridge. Turn left onto Calvert Street. The hotel is one block up on left.

Directions from Annapolis, MD—Via Route 50 West

Take Route 50 West to New York Avenue. Bear right on Massachusetts Avenue. Go around Dupont Circle, pass P Street, New Hampshire Avenue, and 19th Street. Turn right onto Connecticut Avenue northbound after Starbucks. Cross the Taft Bridge. Turn left onto Calvert Street. The hotel is one block up on left.

Should you require more detailed driving directions, please visit MapQuest.

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Speaker and Poster Presenter Guidelines

Thank you for agreeing to participate in the HHS Office on Women's Health Charting New Frontiers in Rural Women's Health Conference. We are honored that you are participating in this event and thank you for the time and effort you have agreed to put forth. In order to prepare participant materials for this event, all speakers and poster presenters are required to submit the following items by the deadlines set forth in the tables below.

POSTER PRESENTER GUIDELINES
Item Deadline Notes
Biography 6/15/07
  • You will be asked to submit a brief biography in narrative form (no CVs) as part of the online conference registration process.
  • Speaker biographies must be 250 words or less in length and will be included in the conference program.
Equipment Requirements 6/15/07
  • All poster presenters will be provided with a 6' table and tablecloth.
  • You will have the opportunity to request additional equipment to support your presentation (e.g., electrical wall outlet access or audiovisual equipment) as part of the online conference registration process. Please note that ESI must approve requests for any equipment. If ESI cannot accommodate your request, we will contact you to discuss alternatives.
Onsite Setup 8/13/07
  • All poster presenters may begin setting up their presentations at the hotel at 4 p.m. on Monday, August 13.
  • Posters will remain up for the duration of the conference.
Poster Presentation Schedule 8/14/07 and 8/15/07
  • Presentations will take place on Tuesday, August 14 from 3-3:30 p.m. and Wednesday, August 15 from 10-10:30 a.m.


SPEAKER GUIDELINES
Item Deadline Notes
Audiovisual Requests 6/15/07
  • Each meeting room will be equipped with a laptop computer (PC) with a CD drive and USB ports, and an LCD projector and projection screen.
  • You will be asked to confirm your audiovisual needs as part of the online conference registration process. Please note that ESI must approve requests for any additional audiovisual equipment. If ESI cannot accommodate your request, we will contact you to discuss alternatives.
Biography 6/15/07
  • You will be asked to submit a brief biography in narrative form (no CVs) as part of the online conference registration process.
  • Speaker biographies must be 250 words or less in length and will be included in the conference program.
Continuing Education Forms 6/15/07
  • In order to provide continuing education credits to the participants of this conference, all speakers must complete a short biographical form and conflict of interest (COI) form.
  • Please click on the links below to download these forms. Then e-mail the completed forms to Jennifer Pinder at jenniferp@esi-dc.com. Your typed name can be used in lieu of a signature on the forms.

    Bio Form
    COI Form
PowerPoint Presentation 7/27/07
  • Please e-mail presentations in Microsoft PowerPoint format to Jennifer Pinder at jenniferp@esi-dc.com.
  • If you wish to include audio or video clips in your presentation, please indicate "Session Presentation Only" when submitting. In addition, please submit a separate "Handouts Only" presentation that does not contain any audio or video clips
  • Please make your presentations, including your charts and graphs, as legible as possible for the viewing audience. We suggest using a minimum 24-point font size to ensure optimal legibility.
  • We recommended that you bring a full version of your presentation with you on CD-ROM or USB flash drive on the day of the presentation as a back-up.
  • Presentations will be posted on this Web site after the conference for public access unless there is a request not to do so.
Handouts 7/27/07
  • Please send electronic or hard-copy versions of handouts to Jennifer Pinder using the contact information below. Note that fax copies of handouts will not be accepted.
  • Copies will be produced in black and white only for your session participants, so items in color may not stand out.
  • Handouts submitted electronically should not contain any video or audio clips.

All presentations, continuing education forms, and handouts should be submitted by the deadline dates above to:

    Jennifer Pinder
    Research Analyst
    ESI
    4350 East West Highway, Suite 1100
    Bethesda, MD 20814
    Phone: (240) 744-7054
    E-Mail: jenniferp@esi-dc.com

Important Items to Note for Speakers

Each meeting room will be set with a head table and will be equipped with a podium and microphone, a laptop computer (PC) with a CD drive and USB ports, and an LCD projector and projection screen. To confirm additional audiovisual requirements, please complete the audiovisual request section of the online conference registration form no later than June 15, 2007

ESI will accept presentation and handout materials in any of the following formats: Microsoft PowerPoint, Word, or Excel; and Adobe PDF. Please note that we do not accept Macintosh files.

All presentations submitted in advance will be pre-loaded onto the computer in the appropriate session room. Because technology can be unreliable, however, it is strongly recommended that you bring a copy of your presentation with you on CD-ROM or USB flash drive on the day of the presentation as a back-up.

Copies of all presentations and handouts submitted prior to July 27, 2007 will be provided for your session room. If you do not submit a copy of your presentation and/or handouts in advance, please plan to provide your own copies on the day of the session.* Due to limited duplication capabilities, we are unable to provide copies onsite; there will be no exceptions.

If you have questions or need additional information, please feel free to contact Jennifer Pinder at (240) 744-7054 or jenniferp@esi-dc.com

*350 copies minimum for plenary session speakers and 100 copies minimum for breakout session speakers.


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