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Frequently Asked Questions

 

updated 22 August 2022

Registration

 

Where can I obtain the MHSRS meeting approval letter?

The 2022 MHSRS approval letter is available on the MHSRS website

(https://mhsrs.amedd.army.mil/SitePages/Home.aspx). You may also download the letter below. 

 

What is the vendor address for the SF-182?

62 Gertrude Place
Asheville, NC 28801
703.425.1186

When will meeting registration open?

Registration is now open. Attendees must register online here: www.badgeguys.com/reg/2022/mhsrs/register.aspx

Exhibitors: please register booth staff through your Exhibitor Dashboard.

Do I register for the meeting through the MHSRS website (mhsrs.health.mil)?

No, registration is managed by the MHSRS Support Contractor, The Bridge Group. Attendees must register for the 2022 MHSRS on this website (www.mhsrs.net/registration). This will also be the website for updates and information including the agenda and sessions.

After registration opens, the MHSRS home page (mhsrs.health.mil) will be updated with the latest meeting information; however, this is NOT the meeting registration website.

 

What are the registration fees for the 2022 MHSRS?

A CAC card holder (Active Duty Military and GS/equivalent civilian), Active Reserve, and National Guard qualify for the government rate of $450/person, which includes nine meals (4 breakfasts, 4 lunches, and one dinner). Non-GS government, contractors, industry, and other civilians pay $650 for the full conference with meals.

Meals include: 

  • Monday: breakfast, lunch, reception (dinner)

  • Tuesday, Wednesday, Thursday: breakfast and lunch

Note: Government personnel using the Defense Travel System (DTS) should adjust their per diem in DTS for the meals provided.  

What are the cancellation fees for the meeting?

  • Registrants who are unable to attend may substitute another person. Please email MHSRS2022@anidealpartner.com with both your information and the substitute’s information.

  • Cancellations received by September 1, 2022, will be refunded in full. This includes those who paid with a token.

  • Any registrant who does not attend the conference or has not cancelled by September 1, 2022, will be responsible for the entire registration fee. This includes those who paid with a token.

  • Individuals are responsible for canceling their own hotel and travel reservations. Neither the Bridge Group nor MHSRS will be liable for hotel or travel costs for any reason.

 

Hotel & Travel

 

What precautions are the meeting organizers taking for MHSRS participants' health and safety?

Our priority remains the health and well-being of our attendees, exhibitors, and staff. We've made several adjustments to the delivery of the 2022 event to provide an added level of comfort:

  • We've added extra aisles to the exhibit hall to give attendees more space to circulate.

  • We've added a third poster session to increase the spacing and number of attendees at any given time.

  • We're using larger rooms for breakout sessions to allow for more room to spread out.

  • We're using larger shuttles while maintaining a lower maximum capacity (i.e., 52-person shuttle with a 35-person max) to allow attendees to spread out.

  • All event support contractors are vaccinated.

  • Proper cleaning protocols, disinfection techniques and work practices are in place by the Gaylord.

  • Hand sanitizer stations will be available in public spaces, meeting room corridors, show floor areas, and food and beverage areas.
     

Our hope is that these adjustments will maximize the experience and safety of all MHSRS participants.

How do I reserve a hotel room?

To gain access to hotel reservations at the Gaylord or overflow hotels, you must first register and pay the registration fee. Once that is accomplished, you will receive a registration confirmation email that includes hotel reservation links.

What are the hotel room rates?

U.S. Federal Employee/Government Per Diem (Standard Room): $96.00. Federal government employees are exempt from $30/night resort fee and from local and state taxes if a Florida tax exemption form is provided at hotel check-in.
 

The $96 rate applies to U.S. Federal employees only. You must present your government CAC card for verification. This rate does not apply to state employees or non-U.S. military and civilian government employees.
 

At this point, the rooms allocated for industry and others are sold out.  Your confirmation letter will provide links to our overflow hotels.


All room reservations will be audited on a regular basis. Ineligible attendees booking at the government rate will be automatically switched to the $199 standard room rate if rooms are still available. If none are available, the reservation will be cancelled.

Please visit the hotel page for the latest information.

 

Are there complimentary shuttles available to and from the airport?

Complimentary shuttle transportation will be provided to/from the airport to the Gaylord and overflow hotel(s). Returning home, the shuttle to the airport will leave from the Gaylord only.

On the meeting days, complimentary shuttles will run from the overflow hotels to/from the Gaylord.

Are rental cars authorized for U.S Federal employees attending MHSRS?

No, rental cars are not authorized.

 

Presenters

What is the format for the poster board presenters?

The boards accommodate posters of 4 feet by 6 feet (horizontal); pushpins will be provided to hang posters. Poster presenters must bring their poster with them. The organizers will not print out posters. In addition to bringing their poster, the presenter should upload a .pdf of their poster prior to the meeting (see question below).
 

There is no standard template for the posters, but they should be structured as the abstract—Introduction, Materials and Materials and Methods, Results, Discussion, and Conclusion.

How do I upload a .pdf of my poster?

Sign into your account on the MHSRS website mhsrs.health.mil (formerly mrdc.amedd.army.mil).


To upload your poster presentation, click the “Upload Presentation” button in the Actions column of the My Abstract Entries table.


Poster .pdfs can be uploaded at any time up to the start of the meeting on 12 September. If the poster judges designate a poster as eligible for an award, a .pdf of the poster must be available for review, or the poster will be disqualified from consideration.
 

All presenters are responsible for obtaining organization clearance prior to releasing the .pdf to the meeting coordinators.

Can I ship my poster to the Gaylord?

Yes, but the hotel will charge a fee to pick it up. The meeting organizers will not pick up your poster for you. The address is:

 

(Guest Name)

(Arrival Date)

Gaylord Palms 

6000 W. Osceola Pkwy

Kissimmee, FL 34746

What happens to my poster after my session?

Posters need to be picked up directly after your session or they will be disposed of to make room for next poster session. The organizers will not be responsible for them after each session.

I was accepted for an oral presentation. What is the length of my presentation?

The Planning Committee has recommended oral presentations of 15 minutes to include questions; however, this varies slightly by breakout session. You can search for your session here.

 

Is there a standardized slide template for oral presentations?

No, please use your organizational template. Slides should be in widescreen format (16:9).

 

All presentations must include a Disclaimer/Conflict of Interest slide. If you need a sample, please contact MHSRSSpeakers@thinktbg.com.

 

How do I know when I am speaking?

The full list of sessions is available here.

 

How do I upload my slide presentation?

For a complete list of instructions to prepare for upload, please visit the Session Presenter Guidelines page found here.

 

In late July, the MHSRS Support Contractor will send oral presenters a dedicated link for uploading their presentation slides. Please use this link to upload your presentation.  Presentations should be uploaded by Friday, August 26, 2022, to ensure they are placed in the appropriate session in the appropriate speaking order.

Name your slide presentation as follows: 

[SESSION DAY (3-letter abbreviation)]_[SESSION START TIME]_MHSRS-22-#####_[Presenter Last name].pptx. (e.g., Wed_1530_MHSRS-22-01391_Smith.pptx).

 

All presenters are responsible for obtaining organization clearance prior to releasing the slides to the meeting coordinators.​

 

Attire

What is the dress code for the MHSRS? 
Please review the information on the Attire page.