2023 AADOCR/CADR Annual Meeting FAQ

March 15-18, 2023. Pre-meeting events and satellite sessions may be scheduled to take place March 13-14, 2023.

The symposia, workshops, scientific sessions, and exhibition is scheduled to be held in-person in the Oregon Convention Center, 777 NE Martin Luther King Jr. Blvd., Portland, OR, 97232, USA.

You can book your hotel from the AADOCR housing site to receive a special rate. Housing site information will be available on the Location & Travel page.

Deadline for hotel reservation is February 18, 2023

The dress code for this meeting will be business casual for the daytime sessions. Jackets and ties are not necessary for men and suits are not necessary for women. 

Children are not allowed access to the exhibit hall or session meeting rooms. Childcare service is being provided at the AADOCR/CADR Annual Meeting & Exhibition on site at the Oregon Convention Center by a professional service, Portland Nanny. Childcare service is available on the following dates and times:

Tuesday, March 14            9 a.m. – 5 p.m.
Wednesday, March 15       8 a.m. – 5:30 p.m.
Thursday, March 16          8 a.m. – 5:30 p.m.
Friday, March 17               8 a.m. – 5:30 p.m.
Saturday, March 18           8 a.m. – 1 p.m.
*extended hours are available upon request 

Pre-reservations for childcare are required in advance.

Use this link to register for childcare: https://www.portlandnanny.com/get-started.

You are asked to create a profile and initiate your reservations for childcare so your preferred dates and times for childcare can be scheduled. 

Please follow all instructions on the form and do the following: 

1. At the end of your last name, please type AADOCR. 
2. At the prompt: “Which Type of Service Are you Registering For,” check “In a pinch or Maintained”
3. At the prompt: “How Did You Hear About Us?” check “Other,” then type AADOCR
4. Once your online registration and profile form have been completed, you will receive a confirmation email from Portland Nanny. 
5. Portland Nanny will contact you to confirm your schedule. 
6. You will be charged a one-time $50 registration fee for onsite childcare service. There will be no additional fees for childcare, regardless of the number of children registered or the number of hours required for the service during the AADOCR meeting.
7. If you do not receive a confirmation email from Portland Nanny, please email registration@iadr.org and we will follow up.

Once you are registered in the Portland Nanny system, you are welcome to utilize their services beyond the hours offered by AADOCR, including evenings. Additional fees will apply for hours beyond the AADOCR times listed.

Register and reserve the service by March 3, 2023, to ensure availability.

If the Meeting cannot be held in-person to protect the health and safety of attendees, it will pivot to a virtual meeting held on an AADOCR Meeting platform. All scheduled presentations and sessions would then take place online. Registrations will automatically be updated to virtual attendance and will not be eligible for a refund. 

Please visit the Annual Meeting Registration page for information on rates and policies. 

Unless otherwise noted, the registration fee includes access to attend the Annual Meeting sessions and business meetings. Ticketed events and Accompanying Person registration will incur additional fees. 

Yes, you can attend the meeting after registering and paying the applicable non-member registration rate. 

However, by joining the IADR/AADOCR, you will be eligible for the Member registration rate, which is a savings of up to $250 USD. You must join or renew your 2023 membership prior to completing registration to be eligible for the member rate. Please visit this page for more information on membership and how to become a member: www.iadr.org/membership. 
 

You can indicate that you are a student during the registration process. 

Once you have submitted a payment, you must send your Student Verification Form to @email. If you failed to provide the verification form, your registration will be invalid, and you will not be able to print your badge onsite.

If you join the IADR/AADOCR as a student member, you will be eligible for the Student Member rate, up to $250 USD savings. As an IADR/AADOCR Student Member, not only that you will receive discounted meeting rate, you will also be able to join three IADR Scientific Groups and Networks, where there are opportunities to volunteer or hold a leadership position, connect with members in your Region, Division, and Section. For full member benefits, please visit: www.iadr.org/membership/member-benefits. 

You can register your family/friends as Accompanying Persons if they satisfy the requirements: non-dentist, non-researchers, non-IADR members and who have no scientific or educational interest in the meeting. Meeting delegate’s students, lab technicians, colleagues, past IADR members, co-authors, exhibitor personnel, dental product company employees, etc., do not qualify as accompanying persons and are required to pay the appropriate registration fee if they wish to attend. Accompanying persons will receive a special color-coded ribbon on site. The ribbon will admit an accompanying person for one day of the meeting. For more information, please visit www.aadocr.org/2023aaam_registration. 

The accompanying person fee is $70 USD per person. 
 

AADOCR can neither intervene in the process nor change the decision of the governmental agency. Please make sure that you submitted the proper documents for the visa application. Visit the US Department of State website for details on visa application process. 

If you need an invitation letter, you may request it during the registration process. You will be able to print the letter once payment has been received in full and/or Student Verification Form has been submitted for Student Non-Member attendees. 

Refunds will be issued depending on when the request is received. Please see the Cancellation Policy.

Refund will be issued depending on when it is received. Please read the Refund, Cancellation, and Substitution Policy.

You must fill out the online request form to submit a request. Your request will be reviewed, and you will be notified with the decision. 

With no exception, all valid refund requests must be received no later than 15 days after the conclusion of the meeting. 

You will also need to fill out the same form if you choose to cancel your registration. Please be sure to read the Cancellation Policy.
 

Yes. Due to the continued concerns of the COVID-19 pandemic and increased cases of mostly unvaccinated individuals, the AADOCR and CADR are requiring full vaccination to attend the AADOCR/CADR Annual Meeting. Religious or medical exemptions may be granted only to delegates that provide the appropriate documentation to AADOCR, contact @email for details. 

September 20, 2022 (11:59 p.m. PST) via ScholarOne Abstracts site. 

All proposal submitters should review the full guidelines at www.iadr.org/2023AASessionGuidelines.

You can access the ScholarOne Abstracts site by logging into the IADR Member Portal. 

Additional instructions can be found in the Information for Session Proposal Submitters page. 

Yes, all session proposals must have sponsorship from an IADR Scientific Group/Network prior to submission. 

To receive Scientific Group/Network sponsorship approval, the Organizer should contact the IADR Scientific Group/Network Officers of the applicable Group(s)/Network(s) for further instruction no later than September 1, 2022. 

Each Scientific Group/Network may have its own protocol on how proposals are approved. Organizers are required to submit their requests to the appropriate Group/Network representative by no later than September 1, 2022, and include, if applicable, any other Scientific Group/Networks approached for co-sponsorship. After Scientific Group/Network sponsorship is received, all submissions must be submitted by the Organizer through the ScholarOne Abstracts online submission system to AADOCR no later than September 20, 2022. 

AADOCR is accepting symposia, hands-on workshops, focused learning sessions, and satellite symposia. Descriptions and requirements of each submission type can be found in the Session Proposal Guidelines.

Yes. All participants, including speakers, are required to pre-register for the meeting and pay the applicable fee by the presenter pre-registration deadline of January 12, 2023.

October 19, 2022 (11:59 p.m. PST).

Please read the Call for Abstracts. 

All abstract submissions must be received via ScholarOne Abstracts site. 

For more information, please visit the Information for Abstract Submitters page.

No, you are not required to be a member of IADR to submit an abstract. 

All abstract submitters, member and non-member, must access the site through the Member Portal of the IADR website. Step-by-step instructions on how to access the ScholarOne Abstract submission site are available here: www.aadocr.org/events/aaam/2023-aadocrcadr-annual-meeting-information-abstract-submitters 

In Step 6: Review & Submit, you will be asked to review all information you have entered for your abstract. Incomplete steps will be highlighted and you will not be able to proceed to complete payment until the required steps are complete. You will be able to view a proof of your abstract in this step. Once all steps are complete and the proof has been viewed, click the Complete Payment button to be redirected to the payment screen. Once payment is processed you will receive a confirmation of submission email from the system. This confirmation will be available in your ScholarOne Abstracts Message Center and your receipt will be available for view and print on the View Submissions page associated with the submitted abstract.

The one-time abstract submission fee is $25 USD. The abstract submission fee is non-refundable.

If the submitter follows instructions provided on the View Submissions page to edit a submitted abstract, the submitter will not be required to pay the abstract submission fee again. If the submitter creates a new submission instead of editing an existing submitted abstract, the abstract submission fee will be required again.

Yes, all abstract titles are required to be 10 words or less. The abstract body must be no more than 300 words.

Yes, you may return to your submission at any time prior to the abstract submission deadline to transfer your abstract to a different group by returning the completed abstract to Draft and editing the Scientific Group/Network selection in Step 3. Be sure to save your changes and resubmit your abstract. Abstracts that remain in draft will not be reviewed. 

No. IADR does not permit modifications to abstract text after the submission deadline under any circumstances. It is very important that you submit an error free abstract text.

Yes, you can still add an author, if necessary, by emailing the Meetings Department. However, please make every attempt to add all authors during the abstract submission process.

No. IADR permits authors to submit one abstract only as a Presenting Author. You may be listed as a co-author on more than one abstract. If you submit more than one abstract as a presenter, you will be asked to delete one of the submissions. If your response is not received, one of the submissions will be automatically deleted and will not be reviewed.

No, all abstracts must be original research. Abstracts cannot be submitted if the research represented by the abstract will be published (online or in print) and/or presented at any other national or international meetings prior to March 15, 2023. 

The individual who has been designated as the PRESENTING AUTHOR will receive notification of the decision on the abstract. These communications will be sent to the email address provided for the PRESENTING AUTHOR.

Yes, all accepted and presented Interactive Talk abstracts will become archived and citable as part of a special issue of the Journal of Dental Research, the journal for dental, oral, and craniofacial research. The Journal of Dental Research follows the International Committee of Medical Journal Editors recommendations regarding the conduct, reporting, editing, and publication of scholarly works and these recommendations are applied to meeting abstracts to the extend practical and possible.

Abstracts must be accepted and presented to be citable as part of an online-only issue of the Journal of Dental Research. 

Visit www.iadr.org/events/create-meeting-abstract-citations for details on citing your abstract. Abstracts are not citable until after presentation and inclusion in the archive. 

All submitted abstracts will be considered for presentation as an Interactive Talk. All Interactive Talk presentations will take place in person at the Oregon Convention Center in Portland, Oregon.

Interactive Talk presentation format provides each speaker with 7 minutes to present their slides and 3 minutes for questions and transition to the next speaker. The Interactive Talks will be organized by topic into 90-minute sessions. This revised format presenters the opportunity to actively present their research to their peers.

General Requirements:

• All accepted presenters must pre-register and pay the applicable fee by the January 12, 2023 presenter pre-registration deadline. If you do not pre-register, you will NOT be allowed to present at the meeting and your abstract will be withdrawn from the online scientific program.

Interactive Talk presenters have the following requirements:
Prior to in-person presentation: 

PDF Preview & CE Question:  All accepted and registered abstract presenters must upload a PDF preview of the presentation for the AADOCR Abstract Gallery by the communicated deadline. The PDF preview is not the full presentation, but rather a portion of the presentation. In addition, presenters will be asked to provide one True/False question about their abstract for Continuing Education requirements.

Saving Slide(s) as PDF for AADOCR Abstract Gallery Preview*  

• Create these slides following the same guidelines as your full presentation slides.  
• If you have any interactive material on the poster, such as links meeting delegates can click, be sure to do the following:  
  • Under file select “Save As” 
  • In the dropdown of file formats, select “PDF (.pdf)” 
  • Save the file 
  • If your slide program has no "Save As” option, you may need to export the slides as a PDF.   
• If you do not have links for delegates to follow in your slides, you can print to PDF by doing the following:  
  • Under File select "Print" 
  • In the printer selection dropdown, select “Save as PDF” or “Adobe PDF”  
  • Click the print button and you will then select the file name and location the file will be saved.   

*Programs vary in process for creating a PDF. The above options are using PowerPoint. If using a different program for your slides, the exact details may differ. 

Full Presentation Upload: Presenters are required to provide their PowerPoint slides for their full presentation through a separate upload from the presentation management system for the Speaker Ready Room.  

 

Content of Presentation Requirements:   

•  All presenters are required to include a slide listing any conflict-of-interest disclosures. Financial disclosure includes any commercial funding you receive from a company whose product(s) you are discussing. Read the IADR/AADOCR Policy on Full Disclosure. If there are no conflicts of interest to report, please indicate on the slide.    
• Presenters should mention the sponsors of their research, if applicable, in their presentation.  
• The presentations should cover the same material as reported in the abstract.  
• If you are both a symposium speaker and a presenter at this meeting, do not repeat symposium material in your individual presentation.  
• You must be knowledgeable in your subject and answer questions during your presentation.  

Speaker Readiness Preparations for Full Presentations:   

• Powerpoint Presentations  
• Slides should be in 16:9 format  
• Use a font size larger than 16 points.   
• Use fonts with consistently thick lines.   
• Members of your audience may be color blind. For graphs, avoid using red and green together. Blue/orange is a common colorblind-friendly palette. Blue/red or blue/brown can be used as a substitute.  
• Use a high color contrast for text and background of slides (such as dark text on a light background).  
• Additional information regarding formatting of your presentation will be available in the online speaker management site.  

 

During the in-person presentation: All accepted and registered presenters must attend in-person during their session/presentation time during which presenters will utilize PowerPoint slides pre-uploaded to the Speaker Ready Room to complete their presentation. 

• Presenters are required to be in attendance for the full duration of the  session time to participate in the discussion period. Any additional time at the conclusion of all scheduled presentations is designated for discussion and for additional question and answer for any of the presenters
• Presenters may create as many PowerPoint slides as needed for their presentation that will fit in their 7-minute presentation time. 
• Presenters are required to pre-upload their PowerPoint presentations to the Speaker Ready Room and will not be able to upload in the presentation room. 

 

General Presentation Tips:  

• Give an opening statement to acquaint the audience with the nature and purpose of the study.  
• Briefly describe procedures and materials. Define all trade names first, then use generic names throughout. All compounds and drugs must be identified.  
• Allocate most of the presentation time to the results of the study. State the results simply and clearly so that significant facts can be readily identified.  
• Conclude the presentation with a brief summary of the essential results you believe were demonstrated by the experimental data.  
• Please be sure to be present in the session room for the discussion period(s), if scheduled.  

General Information/Requirements for Presenters
All presentations scheduled for the 2023 AADOCR/CADR Annual Meeting will take place in the Oregon Convention Center in Portland, Oregon, USA. 

Abstract notification emails will be sent to PRESENTING AUTHORS ONLY in mid-December 2022. Session date, time and mode will be included in all acceptance letters. 

All presenting authors are required to complete registration for the meeting by the presenter pre-registration deadline of January 12, 2023 as outlined in the Call for Abstracts and agreed upon at the time of abstract submission.  

Abstract Withdraw/Presenter Change Request & Refund Request Form – The required form to request a presenter change or withdrawal of an abstract. If you are making a presenter change request, please note that individuals may present only one abstract (excluding Symposia and Keynote Speakers); additionally, requests should be made well in advance of the presenter pre-registration deadline of January 12, 2023. 

Any plans to make changes to the designated presenter must be communicated to the IADR Global Headquarters for approval at all times through the Presenter Change Request form.

Presenters should mention the sponsors of their research, if applicable in their presentation.

The presentation should cover the same material as reported in the abstract. 

Presenters must be present in the session for any discussion period(s) if scheduled.

IADR Policy on Full Disclosure: All presenters must abide by this policy along with the IADR Abstract Licensing Policy. All speakers of interactive talk and symposia presentations are required to include a slide listing any conflict-of-interest disclosures. If there are no conflicts of interest to report, please indicate on the PowerPoint slide.

IADR Abstract Licensing Policy: All speakers of Interactive Talk and symposia presentations are required to include a slide listing any conflict-of-interest disclosures. Poster presentations must also include a conflict-of-interest statement.  

January 12, 2023 is the deadline to withdraw an abstract without penalty. Unwarranted withdrawals after this deadline may be subject to penalty. Presenters who fail to present accepted papers may not submit papers for the next annual meeting, unless acceptable explanations are provided to the IADR Global Headquarters in writing prior to the start of the meeting. Notifying the session chair is not sufficient. Lack of institutional or grant travel funding is not an acceptable explanation. Please communicate with the IADR Headquarters regarding any changes to your participation.

The IADR has continued to evolve to meet the unique challenges presented by COVID-19 for the health and safety of our members, attendees, sponsors, and exhibitors. To provide the best experience for attendees, all accepted abstracts will be presented in a new format called Interactive Talks. AADOCR is committed to putting science first, and the Interactive Talk presentation method will allow more colleagues the opportunity to actively present their science and interact with attendees during the sessions. Feedback provided reported high value of this presentation format and discussion periods. 

This will also allow for Scientific Group/Network Group Program Chairs to build more cohesive sessions from the abstracts submitted. 

No, there is no change to how you submit your abstract. The deadline for abstract submissions is October 17, 2022. For more information, view the Call for Abstracts and the Information for Abstract Submitters.

Keynote addresses will continue to be scheduled at the beginning of the Interactive Talk session. The timing will remain 30 minutes for these speakers.