Workshop and Institute Submission Instructions
Submission Dates: July 18-September 11
Our theme for the 2024 Annual Meeting is Maximizing Adolescent and Young Adult Health Through Structure and Agency
Powerful unjust social structures limit equitable access to positive life outcomes for many adolescents and young adults (AYA). “Structure” posits that existing societal processes and arrangements determine the opportunities available for individuals and groups. “Agency” asserts that individuals and groups can act to influence the future amidst actual or perceived constraints. We invite you to participate in a collective conversation about how we can maximize adolescent and young adult health through structure and agency. During the 2024 Annual Meeting of SAHM, diverse AYA-serving health professionals from throughout the world, will collaborate interprofessionally to share, discuss, and critique thoughts about existing structures in our current systems (i.e., clinical, educational, research, public health, advocacy, and social) that impede AYA health and well-being; structures that could be used to maximize AYA health; and how to most effectively promote individual and collective agency to ensure that all young people have full and equitable access to safe, healthy, productive, and meaningful lives.
Submissions do not have to tie into this year’s theme and will not receive credit or extra points based on connection to the theme.
Virtual Considerations: Our priority is to hold an in-person meeting; however, we will provide virtual options for attendees. All speakers at the meeting are expected to present in person; however, we understand this may not be possible for all individuals due to equity-related issues, such as health or travel restrictions. If it is suspected that a presenter will be unable to attend in person due to issues of access or equity, please email email@example.com prior to proposal submission.
Educational Proposal Information: Workshops and Institutes
Format of Sessions: Workshops are 1.5 hours (90 minutes). Institutes are 3 hours, with one 30-minute break for a total time of 3.5 hours. Please note, we have a very limited number of slots for institutes.
Room Set-up: Rooms are set theatre style with a laptop, projector and screen. Meeting rooms do not have Zoom/virtual presentation capability. Theater style seating is an arrangement of chairs in rows that all face the same direction in the venue space. There are no tables, desks, or additional furniture used in theater style seating.
Presenter Requirements: Presenters must be available to present at the time and date assigned by the Program Committee. If your submission is accepted for presentation, ALL presenting authors are required to register to attend the live meeting at the standard rates. We understand this may not be possible for all individuals due to equity-related issues, such as health or travel restrictions. If it is suspected that a presenter will be unable to attend in person due to issues of access or equity, please email firstname.lastname@example.org prior to proposal submission. Registration fees will be waived for our youth presenter(s) as stated in the Youth Presenter Disclosure.
Registration Waivers: Occasionally, workshop/institute leaders have invited, as a co-faculty member, an eminent leader or expert who is unable to attend ANY part of the meeting other than the presentation and have asked the program committee to waive registration fees for that presenter. Email your request to email@example.com prior to submitting your proposal or up to one week following acceptance. NO such requests will be considered afterward.
Proofreading and Publication: Proofreading is the responsibility of the submitting author. Sections of accepted proposals will be published on the SAHM 2024 Annual Meeting website and mobile app.
Program Selection: In selecting workshops and institutes, the Program Committee strives to present a balanced program that meets the needs of our culturally diverse, multidisciplinary meeting attendees from throughout the world. Acceptance of workshops and institutes is at the sole discretion of the committee.
Tracks: Workshops and institutes are categorized within the program schedule using the educational tracks listed below. The online submission proposal form will allow you to select which track is most applicable to your proposal.
- Clinical Foundations: Sessions that provide an evidence-based review or reinforcement of knowledge, skills, or management guidelines of core issues addressed in clinical care.
- Clinical Advances: Sessions that address nuanced knowledge or highlight innovations or new advances in diagnostic, treatment, or management strategies of issues addressed in clinical care.
- Professional Development/Training/Education: Sessions to enhance professional leadership, networking, wellness, or trainee education skills; not patient/client education.
- Public Health/Advocacy: Sessions about public health promotion, health policy, or advocacy skills; not the provision of clinical care in a community based or school setting.
- Research: Presentations designed to enhance research method skills, introduce newer research methodologies, or highlight innovative content areas for adolescent health and medicine research.
- Youth Engagement and Empowerment: Sessions that meaningfully include adolescents and young adults (AYA) as live presenters who have collaborated in the initiation, planning, and/or delivery of the project, program, research, or presentation with co-presenters. Note: Any AYA live presenters at an in-person SAHM conference must be 18 years or older.
Key submission proposal scoring/selection criteria include (click here to review the scoring rubric):
- Innovative session content that can change and/or challenge how attendees conduct clinical practice, education, research, and/or programming.
- Well-described interactive and engaging teaching methods
- Clear, appropriately scoped, and achievable learning objectives
- Abstract demonstrates a clear effort to support SAHM’s goal for equity and inclusion.
- Diverse representation of presenters based on discipline (e.g. across disciplines and/or across specialties), background, nationality, country, and/or perspective
- Anticipated roles of presenters are clearly defined.
Inclusion of Youth Presenters
The Program Committee is seeking proposals that prominently feature youth voices for placement within the youth engagement and empowerment track. We also welcome the inclusion of adolescent and young adult voices within all session track types. For those considering submitting a proposal that include youth presenters, we encourage you to review our principles of youth engagement in conference presentations.
For submissions that include a youth presenter, you will be asked to provide their name/s. There will be flexibility to replace the youth presenter named in the original proposal with a new youth presenter if the original becomes unavailable, up until a few weeks prior to the conference. Youth presenters include anyone between the ages of 18 and 25 who cannot be categorized under another SAHM member/attendee category, such as medical/graduate students, fellows, or trainees. Presenters under the age of 18 can be included only as virtual presenters at this time.
If a proposal with a youth presenter(s) is accepted, SAHM will waive their registration fees. SAHM does not provide financial support for youth presenters travel, lodging, or meals with the exception of meals provided to attendees during conference days.
It is the expectation of the Program Committee that sessions that include youth presenters will engage them in the planning and delivery of the session. Include a description in the workshop/institute submission of how youth will be engaged. The SAHM Youth Engagement subcommittee will be available to provide additional guidance and support as needed.
To complete your workshop or institute submission, please provide the following:
- Workshop or Institute Title (Up to 250 characters with spaces)
- Description of Innovative Workshop/Institute Content (2,500 characters or less with spaces): Include a description of the session content and how it can change clinical practice of those in attendance and/or challenge how attendees conduct training, treatment, research, or programming. If this is a workshop you have previously presented at SAHM in the last five years, please describe how the content has been updated with new clinical or research information. Include a description (if applicable to the content focus of the proposal) of how the session content supports SAHM’s goal to be inclusive of diverse populations, encourages international voices, and applies to a multidisciplinary audience and membership. Do not include presenter names in the description. Please note: If accepted, this description will be listed on the SAHM 2024 Annual Meeting website and meeting mobile app.
- Description of Interactive Educational Methods (1000 characters with spaces): Include a description of how the teaching methods will be interactive, engaging, and achieve the learning objectives. Include how the session will be organized and describe the educational activities/formats that will be used (e.g. small group, interactive, didactic, case-based presentation/discussion, panel discussion). Do not include presenter names here.
- Learning Objectives: All workshop/institute submissions require a minimum of three learning objectives, which should be measurable descriptions of what attendees should be able to do upon completion of attending the session. Please note that learning objectives are not an overview or outline of the presentation. Learning objectives of accepted proposals will be listed on the SAHM 2024 Annual Meeting website and mobile app. For additional guidance on creating learning objectives, please visit: https://www.aamc.org/system/files?file=2019-07/learning-objectives.pdf.
- Workshop or Institute Educational Track: Select the track that best represents your submission. See track descriptions above.
- Presenter(s) Primary Discipline (100 characters or less with spaces): Please list the primary discipline and subspecialty (if applicable) of each presenter from which they will be contributing to the workshop content (e.g., primary care physician, subspeciality physician, advanced practitioner, nursing, public health, psychology, social work, sociology, nutrition, law, AYA as live presenter, etc.). Do not include presenter names here. For example, if your workshop includes three presenters in which one will be presenting as a physician, one as a nurse, and one as a psychologist, write:
“physician, nursing, psychology.”
- Name & Contact information for each presenter/panelist
- Full name
- Email address
- SAHM Member?
Presenters will be listed on the SAHM 2024 Annual Meeting website and mobile app in the same order in which they are entered in this section. The primary session leader (name listed first) will serve as the primary contact for all correspondence related to the proposal. For proposals that include a youth presenter, please provide their name. There will be flexibility to replace the youth presenter named in the original proposal if the original becomes unavailable up until a few weeks prior to the conference. All speakers at the meeting are expected to present in person. We understand this may not be possible for all individuals due to equity-related issues, such as health or travel restrictions. If it is suspected that a presenter will be unable to attend in person due to issues of access or equity, please email firstname.lastname@example.org prior to proposal submission.
- Presenter Expertise (400 characters or less with spaces): Please briefly describe the presenter’s expertise by listing relevant clinical experience; a summary of prior teaching, speaking, and publishing on this topic; and any additional training attended/received in this area.
- Presenter Curriculum Vitae (CV): CVs for all faculty are required upon submission. Please upload CVs for ALL named presenters with the following naming convention: presenter’s last name, first name in the document name, for example: Smith, John. Documents must be uploaded as a PDF. Word documents are not accepted.
- Faculty Disclosures: ALL workshop/institute presenters are considered faculty for the annual meeting and MUST disclose whether or not they have any financial relationship with commercial interests, including but not limited to, participation on speaker bureaus or advisory boards, receipt of grant support, etc. Should the proposal be accepted, the lead presenter associated with the submission will receive a link to a disclosure survey that must be shared with each presenter on the panel. The disclosure must be completed by each presenter by December 2023.
Your proposal will not be considered for presentation unless all required fields are completed, and your submission has been finalized.
Important Information: If you re-enter the site and make changes after you have finalized your submission and submitted it, please make sure you resubmit your submission. Once the submission site closes, edits will not be possible.
Thank you for following these detailed instructions. We hope to see you in San Diego! For questions, contact SAHM staff at email@example.com. (Special note: Only start a submission if you plan on completing it. If you experience any issues with the proposal management system, contact SAHM staff.