Several Months before

TIP 1: Register early and save money

The AMEE Provisional Programme is released in December and participants start to register early in January. If you have attended previous conferences or if you are a member of AMEE, you will be among the first to receive a copy through the mail. If you haven’t previously attended, please look at the programme on the website. The early registration deadline is 25 May, and you can save  on the normal conference registration fee by registering early. Please make sure you register by 1 June at the latest if you have had an abstract accepted for the programme.

TIP 2: Select the preconference workshops and/or course you wish to attend and book early

Although there is a wide range of preconference workshops, some topics are extremely popular and fill up quickly. Similarly, some of the ESME courses are very popular. Since places are strictly limited on both preconference workshops and courses, in order to maximise the value to participants, please book your place early to avoid disappointment.

TIP 3: Make sure the preconference sessions you wish to attend do not have timing conflicts

Please check carefully the date and time of the preconference sessions you would like to attend. For example, if you select the ESME course this runs for both preconference days so it is not possible to attend any preconference workshops.

TIP 4: Note the abstract deadlines if you would like to make a presentation

There are three abstract deadlines:

  • Research papers - 5 December
  • Doctoral Reports - 14 December
  • Short communication, poster/eposter, conference workshop, Patil teaching innovation award, round table, point of view, PechaKucha and Fringe abstracts - 6 February

Submitters of Research and Doctoral abstracts are notified of decisions before end January to allow time to resubmit in another format if the original submission is not accepted.  Submitters of all other abstract types are notified of decisions by end April.

Please note:  there is a separate submission site for each of the three areas, your AMEE username and password will not work on these sites and you will have to create a login for each site should you wish to submit in each category.

For more information, please visit the Abstracts webpage

TIP 5: Book your accommodation early to get the best choice

We recommend you reserve your hotel as soon as possible and by 31 May in order to get the best choice. All hotels have been selected for convenience in travelling to Austria Center Vienna and are either within walking distance or close to public transport.

TIP 6: Make your travel arrangements as early as possible to get the best deals

Flights usually become more expensive the closer to the date of departure. Please remember that if you have had an abstract accepted, you will be required to present at any time from Monday morning (1045hrs) to Wednesday morning (1015hrs), and it will not be possible to tell you the time of your presentation until 6 weeks before the start of the conference. Due to the complexities of the programme, it is not possible to accommodate individual requests.

Don’t forget that the first AMEE 2019 plenary session starts at 1730 hrs on Sunday evening, so make sure your travel arrangements allow you to arrive in time for the session.

One Month before

TIP 7: Familiarise yourself with the final programme on the website from mid July

The final programme contains a wealth of information including what’s on, when and where it will take place. Because there are many simultaneous sessions the programme is very complex. The programme overview for each day which is given at the front of the final programme should help you to see all the sessions taking place at the same time so that you can choose what to attend. The overview is themed according to content, to help you to identify topics of particular interest. The final programme will be available July 2019.

TIP 8: If you have a presentation, check where and when it is scheduled and that you know what is expected of you

When/where is your presentation scheduled? The final programme will be posted on the website early July and will be fully searchable and you can enter your name to find out when you or your colleagues are scheduled to present.

What is expected of you? Please see the final programme for full details of how the different type of sessions are organised, how long you will have to present and what you should do.

Short communications/Patil Teaching Innovation Award: Most short communication presenters prepare a PowerPoint presentation, although this is not obligatory. Please bring your PowerPoint with you, saved on USB memory device, and take it to the Speaker Preview room at least 2 hours and preferably the day before the start of your session. The technician will make sure the presentation is loaded onto the computer in the appropriate room.

Posters: If you have a poster presentation, please prepare your poster according to the instructions which will be sent to you in May, and which are also on the website. Additionally you might find useful the document ‘Hints on preparing posters for AMEE conferences’ . Please bring your poster with you – it should not be sent in advance. A board will be allocated on which you can mount your poster, and it should remain there throughout the Conference. Look for the session and number allocated to your poster in the final programme to see where your posterboard will be located.

ePosters: If you have an electronic poster (ePoster) presentation, you will receive instructions in June as to how to prepare and upload your electronic poster online in advance of the Conference. You will also be able to see how to present your electronic poster during the Conference.

Fringe:  If you have a Fringe Presentation, please contact [email protected] a minimum of 8 weeks before your presentation with any specific requirements you may have.

If you have a conference workshop a representative from Worldspan will contact you personally to discuss your requirements.

TIP 9: Read the abstract of any presentation you particularly want to attend

A pdf of the Abstract Book will be on the website in mid July so that you can read and print out some of the presentations you would like to know more about.  Abstracts will also be available on the conference app.

TIP 10: Look at the AMEE website from time to time for conference updates

The AMEE 2019 webpages are regularly updated with relevant information which you might find helpful. If there is anything you think we have not covered adequately please let us know.

During

TIP 11: Collect your Conference materials from the registration desk as soon as you arrive

Your registration pack contains lots of useful items including programme (if requested during registration), name badge, conference bag and a travel ticket which can be used on the local transport network (if being provided).

TIP 12: Familiarise yourself with the layout of the Conference Centre and arrive promptly for sessions

It sometimes seems that you are just finding your way around the Conference venue and it’s time to go home! Conference centres are huge, and may not appear to be very logically laid out, or the signage may be less than adequate. It’s a good idea to look at the detailed plans in the programme as soon as you arrive, and try to work out the best route between sessions you wish to attend. Please try to arrive promptly for sessions to minimise disruption at the start of the session.

TIP 13: Attend the Orientation Session to get a head start

Demographic information reveals that 50% of participants at each AMEE conference are attending for the first time. For several years AMEE has organised an Orientation Session for new attendees, which takes place on Sunday from 1600-1700hrs and has proved very popular with good feedback. There are short presentations from the President, the General Secretary and the Operations Director on how you can get the most from conference attendance, and you can also find out a little more about what AMEE does and how you can become more involved if you wish. There is also the opportunity to ask any questions, and we end with some refreshments.

TIP 14: It’s not possible to do everything … team up with colleagues to cover conflicting sessions

Participants frequently tell us there is too much choice and trying to decide what to attend is very difficult. If you are in a group from an institution, why not decide in advance who will attend each session and take notes on behalf of the group? You could then meet after the sessions, or wait until you get home to have further discussions. Some groups have said that this is an excellent faculty development exercise.

TIP 15: ‘Less is more’ – sometimes it’s more profitable to stay in one session for the duration rather than moving between sessions

Chairpersons of short communication sessions are asked to keep strictly to time so that participants can move between sessions to hear specific presentations on different topics. However, it may be more fruitful to stay in one session and listen to all the presentations including any discussion at the end of the session. It can also be quite stressful moving between sessions since some of the rooms may be quite a distance from each other.

TIP 16: The number of places in some workshops is strictly limited, so arrive early to avoid disappointment

AMEE no longer operates a sign-up process for conference workshops, and attendance is on a ‘first-come – first-served’ basis. Each workshop organiser has indicated the number of participants he/she wishes to accommodate, and when the maximum number has been reached the door will be closed and there will be no further admission. We do ask for your cooperation in respecting the wishes of the workshop organiser, and not creating embarrassment for the student helper whose task it is to make sure numbers in the room are not exceeded.

TIP 17: Evaluate pre-conference and conference workshops on the forms provided in the session

We rely on participant feedback to help us select workshops for future conferences. Please complete the feedback form at the end of the workshop and hand it to the student helper to help us make future selections.

TIP 18: Take advantage of the networking opportunities

Participants from over 100 countries attend AMEE conferences, making it a rich cultural mix. There will be many opportunities to meet others with similar interests, and there will also be many participants who don’t know anyone else and would welcome someone to talk with. AMEE conferences are extremely friendly places, and we’re frequently told that discussions over lunch and in the corridors are equally as important as the formal presentations. It is wonderful to see a number of collaborative workshops and manuscript submissions that have resulted from discussions at previous AMEE conferences, so make the most of the networking.

TIP 19: Try to formulate at least one take-home message a day and write it down

You will hear many good ideas from presenters, some of which might be applicable in your own situation. Take a few minutes at the end of the day to think what you might be able to apply to your own teaching, or maybe things that colleagues at your institution might be interested to hear.

TIP 20: Collect handouts wherever possible

Many presenters have handouts of their presentations, or summaries of their posters that can be very useful, and reduce the necessity to take detailed notes. You might also like to share these with colleagues once you return home. However, handouts tend to disappear rapidly, so get there early to make sure you get a copy.

TIP 21: Ask for help

If you need any help please ask at the registration desk for registration matters, at the accommodation desk for hotel issues, at the tours desk for tours and social events, or at the AMEE exhibition for programme-related issues. The Student Taskforce members wearing polo shirts will be strategically located throughout the venue and would be pleased to help.

TIP 22: Tweet!!

Tweeting has been very successful at past AMEE Conference. If you hear a great presentation that gets you thinking, why not let your fellow participants know by tweeting #AMEE2019.  You can follow AMEE on Twitter @AMEE_Online

TIP 23: Please keep talking to a minimum during presentations

Each year we receive a number of complaints from participants whose enjoyment has been spoilt by a few attendees who talk to colleagues or who take phone calls when others are presenting. We ask for your cooperation to keep talking to a minimum, and to wait until the question and discussion time to air your views.

TIP 24: Please do not disturb other participants by repeatedly taking photos of slides

There were a number of comments in the evaluation form from participants who were upset by other participants who took large numbers of photos during the sessions. This can be very distracting, particularly if you have a camera that beeps!

TIP 25: If you leave during a session please do so quietly and with as little disruption as possible

It is perfectly acceptable to move between sessions to hear presenters in other rooms. In this case we ask that you only leave the room at the end of a presentation, and try where possible to sit at the end of a row near the back

After

TIP 26: Complete the post-conference evaluation form

We know we don’t always get it right, and your feedback is very important. Each year the Executive Committee spends a lot of time analysing the evaluation forms from the previous year’s conference, and discussing what should be changed for the next year. The conference evaluation form will be online by the end of the Conference. Please take a few minutes to let us know what you thought, what you particularly liked and anything you didn’t. In particular, we welcome your suggestions for speakers and topics for future conferences and really hope to see you again next year. If you have enjoyed the AMEE conference experience, please tell you colleagues about it.

Any more tips you would like to pass on? Please email [email protected] with your suggestions.

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