The event will only be in-person.

100 Convention Boulevard, 00907 San Juan, San Juan 00907

Our meeting will be held in the ballroom on the 3rd floor.

This year, we have decided to allow everyone to book according to their budgets, brand and location preferences. There are several hotels within walking and a mile-radius from the meeting venue.

If we still have seats available in the auditorium at that time, then yes.

No – all attendee substitutions must be presented to us in writing no later than January 5, 2026. No other substitutions are allowed past that date.

No, the HAI2025 Program Book counts more than 700 pages and as such, the cost to print is extremely high. We have decided to provide a PDF version of the book alongside the easy-access to abstracts via the mobile app.

We will replace a lost badge (on the first occurrence) for $10 (cash only). On a second occurrence, you will need to re-register and pay the standard registration fee.

No.

Historically, HAI records only its keynote and special lectures. At HAI 2026, we shall record our keynotes and the didactic lecture and then post them at the event website in about one month. No other slides or recordings will be made available.

There is no photography allowed during the podium and poster sessions. Our secretariat will monitor this attentively so please reach out to them on the floor about any such concerns. Those interested to have copies of slides/posters should address the authors directly.

1. With the exception of the keynote and didactic lectures, all podium/oral presentations will be 7 minutes only, and the Chairs will enforce this limit. Following the oral presentation, there will be 8 minutes for questions from the audience.
2. We recommend no more than 5-7 slides (max); note that background slides are not typically shown.
3. The second slide of your presentation must be your “Disclosures”.
4. The last slide of your presentation must be a “Summary”which should remain on the screen for the duration of your Q&A with the audience.
5. We will use a speaker timer which will flash yellow at 2 minutes to end and then red, when time is up.
6. It is critical that speakers stay on schedule.  Please note that chairs are instructed to interrupt lectures that extend beyond this schedule.

Please understand that with such a [veryvery] tight schedule (50 lectures!), our Audio/Visual team needs to have everything rehearsed and prepared BEFORE the conference begins (as we mentioned in the past, we use over eight hours the day before the event to rehearse the flow, project EACH ONE OF YOUR DECKS on the conference screens and adjust/edit the format as needed). 

Each of these presentations is then loaded onto three (3) separate machines which we run concurrently during your lectures (such that if there is any technical glitch, we can seamlessly swap presentations and also be ready for the following talk in the sequence).  Bringing us updated slides the morning of your talk or just 5 minutes before you are scheduled to begin will NOT allow our team to stick to its schedule, load backups on all three machines or test these for proper formatting/setup/run.  

While you may be willing to take this risk, our Audio/Visual team is instructed not to do so as we only want to give our audience and you, our presenters, the best support there is.  We are grateful for your understanding of this complex process and appreciate your working with us to deliver this critical audio/visual support to you.   

1. Speakers can check their slides (on the event computers) only during check-in and meal/break times. Best times would be the evening before your lecture.
2. Each presenter should check-in with their respective session chair prior to their session.
3. All speakers are to check-in at the A/V table prior to their session AND prior to their talk (speakers will be fitted with a lapel microphone during the break preceding the session and instructed on the usage of the slide changer, speaker timer, etc.).
4. All presentations will be “run” from the tech table on A/V’s event computers ONLY and not individual laptops or tablets. NO EXCEPTIONS.
5. Speakers will be provided with a slide changer/laser pointer; a confidence monitor will also be provided.
6. As we will be using lapel microphones for speakers, we ask that you bring either clothing with pockets or have a belt onto which we could clip the bodypack transmitter.

1. Posters should be in landscape format and displayed on a poster board with the following dimensions: 4ft high x 8ft wide (1.22m x 2.44m).
   • If you will use fabric posters, please note these do not hold very well to the boards
   • If your poster exceeds the dimensions listed above, you will encroach on the space of the next boards and as such, will be asked to trim your poster
2. Poster presenters should refer to the list of poster presentations for their board numbers displayed outside and inside the room.
3. Presenters are required to be at their posters at the start time of each allocated session AND throughout the assigned times.  Poster presenters who are not present during the scheduled sessions will be disqualified from all future HAI abstract submissions.

We ask all presenters to remove their poster tubes/bags/cases and allow for a safe viewing for all.

HAI will provide push-pins.

If you are scheduled to present two posters during one time period we ask that you split your time between the two presentations or invite a registered co-author to present one of your posters.

It is strictly prohibited to take photos from any scientific material without the expressed permission by the authors.