1
AMERICAN
ASSOCIATION OF
ZOO
VETERINARIANS
MANUAL FOR ANNUAL CONFERENCE:
A POLICY GUIDE
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Manual for Annual Conference: A Policy Guide
Approved by:
Produced by:
AAZV Board of Directors, April 1994; revision approved 2009
Wilbur B. Amand, V.M.D.; Richard C. Cambre, D.V.M.; William R. Foster,
D.V.M.; Janis O. Joslin, D.V.M.; Randall E. Junge, D.V.M.; Julie Fazlollah.
Special thanks by the Association go to Sandra L. Allen for her dedication in
preparing this publication.
Major revisions 2006 and 2009.
Subsequent updates will be done annually, as needed, by Workshop and Program Chairs.
A publication of the American Association of Zoo Veterinarians
Executive Director:
Rob Hilsenroth, D.V.M.
Mailing Address:
American Association of Zoo Veterinarians
581705 White Oak Road
Yulee, FL 32097
Telephone:
FAX:
Email:
(904) 225-3275
(904) 225-3289
RhilsenrothAAZV@aol.com
Mission Statement
As an advocate for the profession, the mission of the American Association of Zoo Veterinarians is
to improve the health care and promote conservation of captive and free-ranging wildlife.
Slogan
"Dedicated to wildlife health and conservation."
Purposes
1)
Provide education to the veterinary and zoological communities.
2)
Provide a forum for communication through scientific conferences, publications and
professional interaction.
3)
Promote the application of sound veterinary medicine, research, and management.
4)
Be an authoritative resource on the health care and conservation of captive and free-ranging
wildlife.
Last updated: Spring 2009
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TABLE OF CONTENTS
INTRODUCTION ............................................................................................................................... 6
ANNUAL CONFERENCE BACKGROUND INFORMATION ..................................................... 6
AUCTION PROCEDURES…………………………………………………………………........ 6
AUDIO-VISUAL NEEDS .................................................................................................................. 6
AWARDS………………………………………………………………………………………... 6
BANQUET ENTERTAINMENT ...................................................................................................... 6
BUDGET ............................................................................................................................................. 6
Compensation - Main Conference .......................................................................................... 7
Compensation - Workshops (member and nonmember) ....................................................... 7
BUSINESS LUNCHES ...................................................................................................................... 8
BUSINESS MEETING AGENDA..................................................................................................... 8
COMMITTEE MEETINGS................................................................................................................ 8
COMPONENTS AND SCHEDULE ................................................................................................. 9
CONFERENCE COMMITTEE ......................................................................................................... 9
CONFERENCE OFFICE.................................................................................................................. 10
CONTINENTAL BREAKFAST ...................................................................................................... 10
DATES
......................................................................................................................................... 10
EXHIBITS ......................................................................................................................................... 10
HANDOUTS ..................................................................................................................................... 10
HOSPITALITY ROOM .................................................................................................................... 10
MEETING WITH ALLIED GROUPS ............................................................................................. 11
MESSAGES ...................................................................................................................................... 11
MIDYEAR PLANNING MEETING ............................................................................................... 11
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NONPROFIT EXHIBITS ................................................................................................................. 12
PERQUISITES .................................................................................................................................. 12
REGISTRATION POLICIES AND PROCEDURES...................................................................... 12
SCIENTIFIC SESSIONS .................................................................................................................. 13
SITE SELECTION ............................................................................................................................ 13
SMOKING ........................................................................................................................................ 14
SPECIAL MEALS ............................................................................................................................ 14
WELCOME CEREMONY ............................................................................................................... 14
WORKSHOPS
Topics Offered ........................................................................................................................ 14
Day and Schedule.................................................................................................................. 15
Eligibility............................................................................................................................... 15
Budget and Fees .................................................................................................................... 16
Section Assignments ............................................................................................................. 16
AAZV Policy for the Use of Live Animals in Workshops/Wetlabs.................................... 16
RESPONSIBILITIES ........................................................................................................................ 17
EXECUTIVE DIRECTOR ................................................................................................... 17
ASSISTANT FOR CONFERENCE PLANNING .............................................................. 20
PRESIDENT ......................................................................................................................... 21
PROGRAM CHAIRPERSON (PRESIDENT-ELECT)...................................................... 22
WORKSHOP COORDINATOR (VICE PRESIDENT) ..................................................... 26
SESSION CHAIRPERSONS ............................................................................................... 29
PUBLIC RELATIONS CHAIRPERSON............................................................................ 31
PROCEEDINGS EDITOR ..................................................................................................... 32
LOCAL ARRANGEMENTS CHAIRPERSON ................................................................. 33
EDUCATION COMMITTEE CHAIRPERSON................................................................... 35
APPENDICES
Appendix 1
Annual Summary of AAZV Committee/Office Activity....................................................... 37
Appendix 2
Audio-Visual Needs ................................................................................................................ 39
Appendix 3
Previous Conferences ............................................................................................................. 40
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Appendix 4
Business Luncheon Meeting Agenda ..................................................................................... 41
Appendix 5
Title Submission Form ........................................................................................................... 42
Appendix 6
Information for Session Chairpersons, AAZV Conference ................................................... 44
Program Chairperson Reminder to Section Chairpersons ..................................................... 47
Appendix 7
Guidelines for Authors............................................................................................................ 51
Appendix 8
Instructions to Presenters ........................................................................................................ 54
Tips for Giving an Effective and Memorable Conference Presentation................................ 55
Appendix 9
Sample Conference Poster Display Guidelines ...................................................................... 57
Appendix 10
Site Solicitation Process.......................................................................................................... 58
Appendix 11
Scientific Section Topics ........................................................................................................ 59
Appendix 12
Workshop Topics .................................................................................................................... 66
Appendix 13
Presidential Service Award Recipients .................................................................................. 70
Appendix 14
Dolensek and Ullrey Award Recipients ................................................................................ 71
Appendix 15
Past Presidents......................................................................................................................... 72
Appendix 16
Journal Editors ........................................................................................................................ 73
Appendix 17
Policy Manual Critique Sheet ................................................................................................. 74
Appendix 18
AAZV Workshop/Wetlab Letter of Agreement ..................................................................... 75
Appendix 19
Standard Operating Policy for the Use of Live Animals in Workshops/Wetlabs ................. 76
Appendix 20
Use of Live Animals in Workshops/Wetlabs Request and Evaluation Form ....................... 81
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INTRODUCTION
This manual has been developed to facilitate the successful execution of the Annual Conference of
the American Association of Zoo Veterinarians (AAZV). The manual has been approved by the
Executive Committee and the Conference Committee and is to be followed until revisions are
written and approved by the Executive Committee and by the Conference Committee. Duties and
responsibilities outlined relate to the conference function and generally do not incorporate nonconference duties and responsibilities.
These guidelines are the result of increased complexity of the Annual Conference, wider delegation
of responsibilities among more persons and the desire of the Executive Committee and the
membership to continue the improvement of the Association through better communication at all
levels. The input and critique of this manual by the entire membership organization are welcomed
and will insure the continued development of this dynamic instrument (Appendix 17).
ANNUAL CONFERENCE BACKGROUND INFORMATION
AAZV has held Annual Conferences since 1968. Attendance has continued to grow over the years,
with more than 618 attending in 2005. Previous conference sites and dates are provided in
Appendix 3.
AUCTION PROCEDURES
The annual auction is usually held at the host zoo on zoo day. It may also be held at the hotel. The
original goal of the auction was to raise money for the Emil Dolensek Award.
AUDIO-VISUAL NEEDS
The audio-visual needs of the Annual Conference are detailed in Appendix 2.
AWARDS
Awards are presented at the banquet. These include the Emil Dolensek Award, the Duane Ullrey
Award, Presidential Service Awards, and various manuscripts, presentation and poster competition
awards.
BANQUET ENTERTAINMENT
It has been past practice not to include formal entertainment within the program of the banquet.
This offers individuals the opportunity to disperse after the banquet and develop their own
entertainment if desired. In the event the Local Arrangements Committee wishes to provide
entertainment, it is to be scheduled with the Executive Director prior to the conference.
BUDGET
Preparation and oversight of the budget for the Annual Conference have always been within the
province of the Executive Director. The Program Chair and Workshop Coordinator will work
closely with the Executive Director and the Treasurer to determine costs and set fees for the
conference and the workshops no later than 30 June each year.
In order to be consistent on a year-to-year and speaker-to-speaker basis, the following speaker and
instructor compensation figures are put forth. It should be noted that the Section Chairpersons need
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approval from the Program Chairperson prior to inviting a speaker who will need financial
compensation. Speakers entitled to compensation must submit expense report forms to the
Executive Director, along with receipts, within four weeks after the Conference.
Compensation - Main Conference
Individual
Compensation/Comments
Member Speaker
No compensation given, including complimentary registration.
Members expected to donate services to the Association. An
exception might be made in case of a person solicited to give several
talks or one who claims hardship.
Nonmember Speaker
Unsolicited
No compensation given.
Nonmember Speaker
North American
Invited
Full complimentary main conference registration, one night hotel for
each day on the program plus one additional night, travel allowance
(not to exceed lowest airfare based on 14-day advance purchase).
Speakers should be utilized in workshops and encouraged to stay over
Saturday night (when possible). Preferably, all invited speakers will
be at podium a minimum of 30 minutes (2 talks or more).
Nonmember Speaker
International Invited
Full complimentary main conference registration, one night hotel for
each day on the program plus one additional night, travel allowance
(total not to exceed $1,000, U.S.). Must be internationally renowned
expert in subject for which no North American counterpart exists.
Must be utilized for minimum of 30 minutes (2 talks or more).
One lunch ticket for each day of work plus a banquet ticket if they
work during the entire conference.
Student Assistant
Compensation - Workshops (member and nonmember)
Individual
Primary Instructor
Compensation
$400 per 4-hour session, up to 2 nights hotel, per diem.
Travel allowance for non-member primary instructors*
Secondary Instructor
Up to 2 nights hotel, per diem and possible travel allowance*.
Student Assistant
Complimentary workshop registration and a copy of the handouts.
*Per diem is a maximum of $50 paid for day of workshop and one travel day. * Travel allowance is
compensation of airfare or mileage (to be negotiated with instructor) which is only offered to
nonmember primary workshop instructors who are not attending the main conference. See
appendix 18 for “AAZV Workshop Wetlab Letter of Agreement”. Only two instructors, one
primary and one secondary, may be compensated without prior permission from the Executive
Director and Workshop Coordinator.
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BUSINESS LUNCHES
By past practice, three business lunches have been arranged during the Annual Conference. The
agendas for the various lunches are developed by the Officers and Executive Director in accordance
with the Constitution and Bylaws, as well as other items that need to be brought before the
membership. The Executive Director and the Assistant for Conference Planning develop the lunch
menus. An attempt is made to limit the expenses incurred, vary the menus, consider light lunches
and minimize desserts.
BUSINESS MEETING AGENDA
The Annual Membership Business Meeting agenda is divided among the three business luncheons.
The Order of Business with the President presiding is detailed in Appendix 4.
COMMITTEE MEETINGS
The Program Chair contacts the Committee Chairs to determine whether or not they wish to hold a
committee meeting during the conference. Typically this is done approximately 2 months prior to
the conference. They are also asked to identify any audio/visual equipment needs. Once all of
these requests have been received, the Executive Director schedules appropriate rooms and with the
Program Chair, sets meeting times in such a way as to maximize attendance with minimal conflict
with other meetings.
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RECOMMENDED COMPONENTS AND SCHEDULE
Component
Schedule
Annual Board Meeting
Day preceding workshops and/or conference, 8-5. The
executive committee typically meets the afternoon/evening
before the board meeting to discuss special topics and
finances
Workshops
Day (or both days) preceding conference
Exhibitor Setup
Second day of Conference
Posters
Setup: Afternoon and evening preceding conference
Meet Poster Authors: an afternoon break and
morning break during the conference
Icebreaker
Evening preceding main conference (on or off site)
Hospitality Suite
Evenings from first night preceding conference to last
night of conference, 9PM-12 (Days variable)
Main Conference
Usually 4-4.5 days
Spouse’s Breakfast
Usually first morning of conference, 2 hours
Three lunches of conference that does not include Zoo
Day
Business Lunches
Student Reception/ Intern-Resident
Usually first evening of main conference
Zoo Visit
Second afternoon and evening of conference; if local zoo
host available.
Auction
At zoo, if local host available
Banquet
Fourth evening
Past Presidents' Breakfast
Second morning
Exhibitor and Poster Breakdown
Usually after PM break of forth day
CONFERENCE COMMITTEE
Executive Director
Conference Assistant
President
Program Chairperson (President-Elect)
Workshop Coordinator (Vice President)
Local Arrangements Chairperson
Conference Host Chair
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CONFERENCE OFFICE
A conference office is set up at each Annual Conference and serves as a focal point for receiving
inquiries and providing limited computer, printing, and copy opportunities.
CONTINENTAL BREAKFAST
A continental breakfast is traditionally served one hour prior to the first session on each day of the
main conference.
DATES
The conference is traditionally held in the months of September, October or November. Dates tend
to be dictated by hotel availability. Dates to be avoided include religious holidays, Labor Day,
AZA Conference and other full veterinary meetings (e.g., AAV, USAHA, WDA).
EXHIBITS
Exhibitors are encouraged to participate at the Annual Conference. This not only provides a service
to the participant, but also helps to raise additional revenues to support the association. It has been
a major responsibility of the Assistant for Conference Planning to communicate with past
exhibitors and future potential exhibitors. When working with the hotel, reserving a room of
appropriate size to hold up to 50 exhibitors has always been a priority. Exhibitors are usually
present at least two full days of the main conference. Additional exhibitor information is available
from the Assistant for Conference Planning. Conference attendees should be encouraged to visit
exhibits.
HANDOUTS
Handouts of any type throughout the conference are allowed only in the following instances:
1.
2.
3)
Regular and nonprofit exhibits.
Workshops (materials provided by instructors).
Other materials approved by the Executive Director prior to the conference.
All other handouts of any type are prohibited. Speaker information, abstracts, and/or full text of
oral presentations and posters must be contained only in the Proceedings except as noted for
Workshops.
HOSPITALITY ROOM
An appropriately sized room is reserved at the hotel for hospitality room purposes. The room size
is selected based on a comfortable flow of 100 to 150 at any one time. In recent years, wine, beer
and soda have been made available on a cash basis, unless the hospitality room is sponsored. The
room has usually been available starting the night prior to the start of the main conference through
the evening following the banquet, 9 p.m. until midnight.
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MEETING WITH ALLIED ORGANIZATIONS
Wherever possible, we have encouraged joint and “in conjunction” meetings with appropriate allied
organizations. To date, we have met on one or more occasions with the American Association of
Wildlife Veterinarians, The Wildlife Disease Association, the Association of Avian Veterinarians,
the Association of Reptilian and Amphibian Veterinarians, International Association of Aquatic
Animal Medicine, and the Nutrition Advisory Group. To the extent that they can be organized
without undue complication, we will continue to encourage these joint and “in conjunction with”
meetings. The Executive Director will draft an MOU with the allied organization, and it must be
signed by officials representing both parties.
In joint conferences, sessions may be run concurrently or be co-chaired by session chairs from each
organization. The choice needs to be made based on the interests of the membership of each
organization.
In the event of a joint conference, the following should be considered:
1.
2.
3.
4
5
6
The conference program should present the list of talks at each meeting whether joint or
concurrent sessions are scheduled.
Presidents of both organizations should make a few welcoming remarks at the beginning of
the conference.
Banquet head table should have places for the officers of both groups.
Space should be available in the exhibitor area for the tabletop display of each organization.
Time should be allotted at the Business lunches for both organizations to conduct business
and make announcements.
Adequate time should be allowed for awards and other traditions that are conducted at the
banquet. This should be discussed in advanced so that presentations can be adapted if
necessary.
MESSAGES
Message boards are placed outside the program hall or registration desk for personal messages, job
announcements, and posting of other information.
MIDYEAR PLANNING MEETING
In conjunction with the midyear Executive Committee meeting, a midyear planning meeting is held
in March or April in the same city and hotel in which the conference will later be held. The Local
Arrangements Chair is asked to meet with the Board to report on progress for the conference at the
local level. If there is not a Local Arrangements Chair (for example, in the case in which the
conference takes place without a local zoo host), the Executive Director becomes the Local
Arrangements Chair. The Executive Director and Conference Assistant meet with hotel
management to map out the various rooms that will be needed and the functions that will take place
in each. A "walk-through" is conducted for the Program chair to show the facilities. The
Workshop Coordinator and Program Chair, with the Local Arrangements Chair, visit any off-site
laboratory or classroom facilities and meet appropriate administrators or managers to discuss use of
the facility and any special requirements. The Executive Director meets with the hotel's designee or
outside vendor for audio-visual equipment to carefully outline required equipment and make certain
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it will be supplied exactly as specified.
NONPROFIT EXHIBITS
The Executive Director must approve nonprofit exhibits. They are frequently accepted at no charge
(except for the cost of AV equipment or any special request) and placed within the exhibit hall if
room is available. However, in the event paid exhibits require the entire space, nonprofit exhibits
are placed outside the exhibit hall or near the entrance to the main conference program hall. The
Executive Director must approve any sales by nonprofit groups.
PERQUISITES
The following "perks" are granted to individuals involved with the conference:
Position
President Elect
(Program Chairperson)
Perquisites
Complimentary airfare, hotel suite (room and tax) and registration
(excluding workshops).
Complimentary airfare, hotel room (room and tax) and registration
(excluding workshops).
Local
Arrangements Chair
Complimentary hotel room (room and tax) and registration
(excluding workshops).
Vice President
(Workshop
Coordinator)
Complimentary hotel room (3 nights to include period of workshops;
room and tax) and registration (excluding workshops).
Executive Director
Complimentary airfare, hotel room (room and tax) and registration.
Assistant(s) for
Conference Planning
Complimentary airfare, hotel room (room and tax) and registration.
President
REGISTRATION POLICIES AND PROCEDURES
Registration materials are developed by the Executive Director's office. These forms and materials
are reviewed each year for improvement of clarity. Registration is done on the AAZV Web site,
however a registration packet is developed for those needing a mail-in form.
Registration opens on 1 July (the beginning of the AAZV fiscal year). Members are notified via
email that registration is open. Mailing is only done for members for whom we have no email
address. Publicity for the Conference includes submission to all related organizations for listing in
their “upcoming meetings” sections.
AAZV office staff act as registrars for the Conference. An e- mail is sent to conference and
workshop registrants acknowledging receipt of their registration and advising them of the time of
their workshop(s).
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REFUNDS:
If cancellation is received prior to the end of Early Bird Registration, full refund less $50 handling
fee. If cancellation is received on or after Early Bird Registration deadline, 50% refund.
SCIENTIFIC SESSIONS
Topic Selection
The program session topics are selected by the Program Chair (President-Elect) and reviewed by
the President, Vice President, and Executive Director. This group reviews the topics for the
scientific sections using several criteria:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Timeliness (hot current issues such as animal welfare).
Requested by membership.
Not offered in several past conferences.
Updates in critically important topics (e.g., anesthesia).
Traditional topics (avian, hoofstock, etc.).
Suggestions from the members' conference surveys.
Case reports--either interspersed through the sections or as its own section. The latter has
the advantage that those who do not wish to attend a case report section can choose not to
do so.
Poster section.
Student manuscripts--Competitions are the responsibility of the Education Committee.
Session chairs need to communicate with the Education committee.
The Program Chair needs to select section titles and Session Chairs by November of the year prior
to the Annual Conference. Announcement of the session topics and their chairs for the upcoming
year and the call for papers should be done no later than December, with a February deadline
(depending on the conference dates).
SITE SELECTION
The Executive Director recommends sites for future conferences to the Executive Committee for
approval. These individuals are responsible for evaluating proposed conference sites and, more
importantly, to select sites and recruit zoos to submit proposals.
Selection of the site for the AAZV Annual Conference should begin 3-1/2 years prior to the
proposed conference, and the process is dictated by policy of the Executive Committee. The
conference site solicitation process is documented in Appendix 10.
The local Chamber of Commerce or Convention and Tourism Bureau can be instrumental in
making a site proposal and it is recommended that they be consulted. Specific meeting
arrangements will be made by the Executive Director in association with the local host following
approval of the conference site by the Executive Committee.
Traditionally, AAZV has opted to go to larger cities with major zoos or aquariums. There is
nothing to preclude smaller cities from applying for the conference, so long as a facility with
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satisfactory room and meeting space is available. Due to the cost associated with hosting the
AAZV conference, fewer zoos may be able to host or the amenities covered may be limited.
Another option is to hold the conference in a location without a local zoo host and forego the
traditional “zoo day”, if sites become limited.
SMOKING
Smoking is prohibited in the main conference program hall, at committee meetings, lunches and the
banquet.
SPECIAL MEALS
The conference registration form provides an opportunity for individuals to reserve vegetarian,
kosher, or special meals. This is an item that is always addressed with the hotel catering/banquet
service personnel so they are aware of our potential needs.
WELCOME CEREMONY
The welcome ceremony should be kept to a minimum. It includes an opening greeting from the
President of AAZV, as well as the President of any group with whom we are meeting, the Local
Host and the Program Chair. Some flexibility should be allowed for a word of welcome from the
Director of the local zoo, as well as a city representative, if it seems desirable.
WORKSHOPS
Topics Offered
The Workshop Coordinator (Vice-President) should decide on the topics offered for the
workshops. The Workshop Coordinator should present the workshops topics to the President,
Program Chair (President-Elect) and Executive Director by November of the year prior to the
conference for approval of topics. A final list of the workshops should be presented to the
Executive Committee at the mid-year meeting for final approval. Topics are selected using
several criteria:
1.
Previous conference evaluation forms or other surveys, which indicate the
membership’s requests for specific workshop topics, should be considered.
2.
Previous evaluation forms for specific workshops should be reviewed to determine which
workshops should be repeated in a timely manner (with the same or a different instructor)
or repeated as a more advanced program, as well as any new topics and any topics that
should NOT be repeated.
3.
Workshop programs of other organizations should be considered in order to determine
any other new topics that would be of interest to our membership. This may also offer us
new instructors who would have previously been unknown to us.
4.
Workshops should take advantage of specialized regional facilities for new and unusual
topics (e.g., marine mammal facilities, aquariums, veterinary colleges, etc.) and
instructors who live close by the conference site.
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5.
Workshops should take advantage of using members from affiliated organizations in the
event we are having concurrent or joint conferences (e.g., dental workshops in
conjunction with our conference with the zoo dental organization).
6.
In the past, our membership has expressed interest in having workshops as "hands-on"
experiences. Therefore, if at all possible, the topic chosen should be suitable for more
group participation.
Workshop topics can be selected with careful scrutiny. Since the members pay additional fees
for these programs, care must be taken to assure that the members are "getting their money's
worth."
Day and Schedule
Traditionally, workshops have been scheduled for the day prior to the main conference, although
there have been years when sessions have been held on both days prior to the main conference.
Our members have traditionally preferred this schedule, but future workshop questionnaires may
indicate a stronger desire by our membership to have workshops at the end of the conference.
Scheduling workshops on more than one day allows members to potentially participate in more
workshops.
Workshops are usually scheduled to last about 4 hr (which may include transportation time) but
some have run a full 8 hr. The coordinator may repeat a session on the same day for popular
topics. This will allow more flexibility in meeting the wishes of our membership to attend more
than one workshop.
Eligibility
Workshop participation should be available to members, nonmembers, exhibitors and students.
If participation will be limited to a specific number of participants, that information should be
available in the registration materials. The Workshop Coordinator specifies the number of
spaces available in each workshop and communicates these to the Executive Director prior to
registration materials being posted on the website.
Budget and Fees
The workshop registration cost should initially be determined by the Workshop Coordinator and
approved by the Executive Director prior to opening registration on 1 July. It should take into
account such costs as transportation (buses, vans, etc.), room rental for those workshops which
must be held off site, rental of specialized equipment (e.g., computers), cost of specimens to be
used in the workshop, box lunches and coffee breaks for participants, copying costs for
handouts, AV costs and speaker compensation as listed elsewhere in this manual.
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The Workshop Coordinator will give a list of AV and transportation needs to the Executive
Director prior to the conference for inclusion in the total AV and transportation contract. The
Executive Director will supply the Workshop Coordinator with estimated AV and transportation
costs based on quotes from the AV suppliers and transportation companies.
All workshops should, by projections, at least pay for themselves before they are given and,
ideally, should make a profit. An ideal profit margin is 25 - 50%. The Workshop Coordinator
should provide the Executive Committee with projected costs and profits for each workshop to
be given. At the end of the Annual Conference, a finalized report, which includes costs, net
profit figures, and attendance, should be submitted to the Executive Committee.
Wet lab/workshop Assignments
Registration materials should reflect the time of the lab and whether there will be two
sessions for the topic (morning and afternoon), eligibility, and that assignment to sessions
will be on a first-come, first – served basis. This will allow more flexibility in assigning
individuals to more than one session. Any additional information such as materials that
the participants may be required to bring should be included in the registration materials.
AAZV Policy for the Use of Live Animals in Workshops/Wet labs
This standard operating policy (SOP) has been developed and updated by the AAZV
Workshops/Wetlabs Animal Care and Use Sub-Committee (W-ACUSubC), comprised of
members of the AAZV Legislative- Animal Welfare Committee, and the AAZV Workshop
Coordinator (see Appendices 19, 20 for details). The Workshop Coordinator should assure that
instructors follow this SOP, as well as any other policy dictated by the institution’s facility
where the workshop will take place (i.e., the head veterinarian of the university or research
facility should be advised of exactly how the animals are to be used and handled and
Institution’s Animal Care and Use Committee- ACUC approval should be obtained). Note:
Some laboratories may require that the on-site laboratory handle all animal procurement.
The following procedures should always be followed for live animal workshops or wet
labs:
1. Live animals should be used only when necessary.
2. Animals should be acquired through known reputable sources.
3. Animals should be humanely handled in accordance with USDA animal welfare
guidelines.
4. All painful procedures should be performed under anesthesia.
5. Animals should be handled in accordance with the institutional guidelines of the
facility where the workshop is being presented (e.g., ACUC guidelines).
6. When required, animals should be humanely euthanized in accordance with the most
recent AVMA guidelines or AAZV Guidelines for Euthanasia of Nondomestic
Animals. Provide website link: http://www.avma.org/resources/euthanasia.pdf
7. Every effort should be made to reduce live animal use.
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RESPONSIBILITIES
EXECUTIVE DIRECTOR
Duties Prior to the Conference
The Executive Director is constantly working--two, three and four years out--on an intermittent
basis to prepare for future conferences, as well as to look for future conference sites. The Executive
Director:
1.
Meets with the Local Host Chair once a city is determined to review hotel options, potential
Wet lab locations, Icebreaker locations and other attractions that might be of interest to
Conference attendees.
2.
Selects the Conference hotel and meeting space based on meeting the needs of the
Conference and competitive bids from the available venues. Then executes contracts with
hotel for room block, guest room rates, lecture hall and meeting rooms, exhibit facilities,
audio-visual equipment, and meals.
3.
Informs local arrangements committee of local transportation and meal requirements to be
provided by host institution. If the conference is not hosted by a local institution, or if the
local institution does not provide transportation or meals, seeks additional funding or
ensures fees for such are included in the Conference registration fees.
4.
Ensures that a preliminary conference schedule is posted on the AAZV website and
listserve by the Program Chair and call for papers has been announced by December of the
year prior to the conference. Checks for accuracy of dates and other information
5.
Arranges date and accommodation needs for midyear Executive Committee meeting to be
held in host city in spring preceding conference. Prepares preliminary agenda with the
President, and collects and distributes committee/board reports prior to meeting.
6.
Investigates options for audio-visual equipment rental. Creates a master list of all AV
requirements (equipment, room and special needs) from the Program Chair, Workshop
Coordinator and Committee Chairs, adds his/her own needs to this list, and executes a
contract with an audio-visual service, either in-house or outside of hotel.
7.
Creates notification of registration being open and distributes to members. Advertises
Conference with other state, national and international organizations for their “upcoming
meetings” listings.
8.
Sets rates for exhibitor space.
9.
Sets Annual Conference registration fees in conjunction with the Executive Committee, as
well as extra meal ticket and activity costs.
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10.
Coordinates and prepares conference registration materials for website after procuring all
appropriate information from Program, Workshop, and Local Arrangements Chairs.
11.
Procures competitive bids for Proceedings CD-ROM and contracts for production of same.
Coordinates with Program Chair, Wet lab Chair, Proceedings Editor and printing company
copy deadlines and delivery requirements.
12.
Procures competitive bids for Printed Proceedings and contracts for production of same.
Coordinates with Program Chair, Wet lab Chair, Proceedings Editor and printing company
copy deadlines and delivery requirements.
13.
Determines best location for posters and arranges for poster boards to be set up.
14.
Seeks funding and special conference support.
15.
In conjunction with ACP and Proceedings Editor, produces the Conference Program and
has it printed and mailed to the conference hotel.
16.
Determines space requirements, AV needs and date and time of meetings from committee
chairs.
17.
Responds to inquiries from potential participants, resolves problems and makes decisions
referable to conference details, etc.
18.
Works with ACP throughout the pre-conference period on exhibitors and exhibitor room
setup.
19.
Ensures maintenance of database of registrants for conference and workshops.
20.
Has Presidential Service Award certificates printed listing recipient's name and reason for
recognition, and embossed with AAZV seal.
21.
Has plaques made for Ullrey and Dolensek awardees’, along with checks for recipients.
22.
Has president’s plaque made.
23.
Writes letters of support for international presenters for visa applications.
24.
Oversees financial and registration reports and distributes to Executive Committee at least
monthly prior to Conference.
25.
Works with local host to procure volunteers for registration desk and other activities.
26.
Arranges to have Continuing Education Credits certified by ACZM or AVMA
19
Duties at the Conference
1.
Meets with conference hotel officials 24 to 48 hours prior to the conference to review the
details and make any final changes needed.
2.
Makes final arrangements for the Board of Directors' meeting.
3.
Coordinates and oversees registration setup.
4.
Coordinates and oversees AAZV office setup.
5.
Constantly monitors AAZV hotel functions.
6.
Constantly reviews AAZV room needs for committee meetings and other special
impromptu meetings.
7.
Coordinates arrangements for various tours and activities with ACP and Local
Arrangements Chair.
8.
Maintains constant contact with hotel facilities and catering services. Signs Banquet and
Event orders.
9.
Monitors activity with respect to the Hospitality Suite.
10.
Responds to requests from Officers, Directors and participants as they arise.
11.
Monitors the costs incurred from the hotel, audio/visual sources, etc., on a daily basis.
12.
Collect Conference surveys and return them to office for data entry.
Duties after the Conference
1.
Reviews all invoices and accounts for expenditures.
2.
Pays invoices.
3.
Provides for refunds and reimbursements attributed to the conference.
4.
Writes letters of appreciation to hotel, zoo, donors and sponsors, etc.
5.
Oversee the data entry of Conference surveys and reviews results.
6.
Commences next and future years' conference planning.
7.
With Treasurer, analyzes conference finances (i.e., income and expenditures) and develops
20
preliminary working budget with next year's Program Chair and Workshop Coordinator.
8.
Provides wrap-up report of conference to Executive Committee.
9.
Pay expense reimbursements.
10.
Ship Proceedings CD-ROM to members not attending Conference. Ship Proceedings CDROM to institutional Journal subscribers.
ASSISTANT FOR CONFERENCE PLANNING (ACP)
Duties Prior to the Conference
1.
Assists Executive Director with Exhibit Hall set-up arrangements, etc.
2.
Communicates with exhibitors (mailing list of about 250), determines their special needs.
Handles exhibitor registration.
3.
Prepares conference program booklet.
4.
Works with Exhibits Service company to provide tables, electrical outlets, audio-visual
needs (unless provided by hotel), and poster boards.
5.
Maintains year round office to collect fees, do mailings, answer questions, etc.
Duties at the Conference
1.
Oversees set up of Exhibit Hall and poster boards. Assists with registration desk.
2.
Oversees box lunch distribution, if applicable.
3.
Assists Executive Director, Program Chair and Workshop Coordinator throughout
conference, as needed.
4.
Assists with exhibitor/poster breakdown and shipment.
Duties after the Conference
1.
Handles miscellaneous conference follow-up.
2.
Writes letters of thanks to docents/volunteers and exhibitors.
21
PRESIDENT
Duties Prior to the Conference
1.
Presides at Midyear Executive Committee Meeting.
2.
Writes a letter of introduction for the Proceedings on AAZV stationery, sends to Editor.
3.
Determines recipients of Presidential Service Award (Appendix 13) based on nominations
from Committee Chairs, Officers or Executive Director.
4.
Stands ready to assist Executive Director if problems arise during conference planning.
5.
Communicates from time to time with Program Chair, Workshop Coordinator and Local
Arrangements Chair to determine if things are progressing smoothly and whether anyone
needs help.
6.
Draft agenda for the Banquet and share it with the Executive Director.
Duties at the Conference
1.
Presides at Board meeting, business luncheons and banquet. Participates in welcoming
ceremony on the first morning of the scientific sessions. At the evening banquet, the
President is responsible for giving Presidential Service Awards; introducing the Education
Committee Chair who announces student manuscript and post-graduate paper awards; if
indicated, introducing Awards Committee chairperson who announces the recipients of the
Dolensek and Ullrey awards (Appendix 14); acknowledging committee members and staff,
if appropriate, and overseeing installation of incoming officers and directors. Historically, a
Past President has handled the swearing in of new officers.
2.
At a business luncheon, the President announces the new officers.
Duties after the Conference
1.
Writes letter of appreciation to hotel and zoo, as well as officers and committee chairs if
indicated.
2.
Chairs Ethics and Professional Practice Committee.
3.
Chairs Nominating Committee.
22
PROGRAM CHAIRPERSON (PRESIDENT-ELECT)
Duties Prior to the Conference
1.
Selects program section topics after review of past conference sections and results of
conference evaluations and other surveys expressing the majority desires of members.
Duplication should be avoided, unless topic is continually timely. Innovation in section
format, as well as content, is encouraged.
2.
Recruits Session Chairs. Getting email addresses of Session Chairs and speakers will
expedite communications.
3.
A "preview" of the next year's conference is traditionally given by the new President-Elect
at the last business lunch, if the sessions have been adequately developed. The Vice
President should have a list of topics prior to the conference in which he/she becomes
President-Elect. Then, he/she can be ready to announce some of the session topics at the
lunch meeting the day after he/she becomes President-Elect.
4.
Prepares "Session Chairperson's Packet" (Appendices 5-6-7) and emails to Session Chairs
shortly after previous Annual Conference (no later than January). Packet contains
instructions for filling sessions, tentative time allotments for sections, all necessary
deadlines, instructions on how to edit papers, "Instructions to Authors", and “Instructions to
Presenters”. The latter three items are, in turn, emailed out by Session Chairs to authors in
their session. Informs Session Chairs the amount of time each one has to fill with talks for
his/her session. (See examples, Appendices 5-6-7 .)
5.
Sets deadlines for filling of sessions by Session Chairs (about 7 months prior to conference)
and, together with Proceedings Editor, sets deadlines for the following:
a)
Authors send title submission forms to Session Chairs (about 7 months prior to
conference).
b)
Session Chair selects abstracts/speakers/titles for session. Submit list of authors,
titles to Program Chair (about 6.5 months prior to conference). Session chairs must
also send rejection emails to authors not selected. Any talks rejected by session
chairs should be reviewed by all session chairs to determine if they may work in
another session before a final determination is made as to whether a paper will be
rejected.
c)
Receipt of Abstracts/Papers by the session chair and editing (6 months prior to
conference)
d)
Submit final edited abstracts to program chair (5 months prior to conference)
e)
Program chair submits all abstracts/papers to Proceedings Editor (about 4 months
prior to conference). NOTE: communicate with Proceedings Editor re: necessary
date to send to printer, and work dates backwards from there.
Most of these deadlines are conveyed to Session Chairs in their packets, but are not all
made known to authors.
23
6.
Ensures that non member speakers know how to register. Communicates with AAZV
office to ensure that all speakers are registered.
7.
Informs Session Chairs what audio-visual equipment will be available. Determines if
special requests are cost-effective for a given year (i.e., if only one speaker requests video
equipment, Program Chair may ask this person to convert to PowerPoint). Makes a master
list of all necessary AV equipment (a convenient chart exists from past years with exact
specifications, Appendix 2).
Standard AV equipment is single projection with remote control using an LCD laptop
computer-compatible projector and PC with PowerPoint, and a laser pointer. Speakers will
not be permitted to use slide or overhead projectors. Apple computer-generated
presentations should be converted to PC compatible format. See “Instructions for
Presenters” for additional details regarding AV and presentations (Appendix 8). This
information should be communicated to Session Chairs and presenters.
8.
Communicates with Workshop Coordinator early on about proposed workshops and
determines ways to assist if necessary. Communicates frequently during subsequent months
to ensure that workshop planning is progressing satisfactorily, offers guidance and direct
assistance if needed.
9.
Obtains list from Session Chairs of authors, titles for each paper (about 8 months prior to
conference). Prepares a preliminary conference schedule at the Midyear meeting listing
sections, authors and titles; submits to Executive Director and Webmaster for publication
on AAZV website.
10.
Assists the Public Relations Chair in sending out a call for papers to be announced in the
appropriate journals and on the AAZV website and listserve in the fall. Assists the Member
Services Committee in preparing and tabulating the conference survey.
11.
Informs Session Chairs to notify their speakers of time allotments and the schedule of their
talks (about 3 months prior to conference).
12.
Prepare final program agenda (minute-by-minute) for Conference Program booklet and send
it to the Executive Director and ACP (3 months prior to conference). The schedule should
be such that the breaks for coffee and lunch occur at the same time each day. This makes it
more efficient for the hotel. The coffee breaks should last at least 30-45 minutes and the
Conference Program booklet should indicate this time is to be utilized for visiting posters
and exhibits. Schedule should include time for poster presentations so the attendees can
meet the authors (at least one morning and one afternoon break during the main
conference). Business lunches have been 1-1/2 hours. On Zoo Day, the hosting zoo or
aquarium has a tour in the afternoon with lunch and dinner supplied by the hosting
institution.
24
13.
Instructs Session Chairs to schedule 1-2 minutes between each speaker to allow for speakers
to be introduced, come to the podium and begin their presentation. Schedules 10-15
minutes for questions and answers at the end of each session.
14.
Allows program time for housekeeping messages and announcements at the beginning of
each day. If this time is not needed, it will provide a buffer for speakers who exceed their
time allocation.
15.
Prepares a list of all speakers receiving complimentary registration, room and amount of
financial reimbursement and sends it to the Executive Director. Distributes Expense Report
forms and instructs speakers on how to obtain reimbursement.
16.
With the Member Services Committee Chair, arranges for production of the conference
survey, using past evaluations as models. Necessary improvements and additions/deletions
notwithstanding, attempts to keep questions the same or very similar to allow for year-toyear comparison.
17.
Reviews table of contents for errors.
18.
Frequently updates Executive Director on number of posters expected so that appropriate
mounting boards can be ordered and space for posters can be allocated.
19.
Works with the Education Committee to arrange student assistants for main conference,
coordinates with Workshop Coordinator and Local Arrangements Chair to avoid
duplication of effort and maximize efficiency.
20.
Prepares a list of Session Chairs with titles and affiliations for conference introductions.
21.
Prepares a midyear and annual report due prior to the respective Executive Committee
(spring) or Board Meetings (fall).
22.
Sends a reminder to Session Chairs (about 1-1/2 weeks prior to the conference) reminding
them of their responsibilities during and following the conference (see Appendix 6).
23.
Secures small gifts or certificates for staff members, local arrangements staff and Session
Chairs. Brings extra small gifts and wrapping paper for last minute or overlooked
acknowledgements. Submits expense report to Executive Director for reimbursement.
24
Prepares an itinerary ahead of time--there is so much going on it is easy to miss meetings.
Makes an effort to attend as many committee meetings as possible since the business that
transpires there provides an understanding of what is going on within the organization.
Duties at the Conference
1.
Oversees conference function, assuring adherence to the program schedule.
25
2.
Insures that all the Session Chairs have arrived.
3.
Familiarizes the Session Chairs with the use of the AV equipment (microphone, computer,
and LCD projectors, pointer, timer).
4.
Schedules and attends a meeting with veterinary students who will assist speakers. Instructs
students in the use of AV equipment and light switches. Distributes lunch tickets to student
workers.
5.
Makes a list of Session Chairs with their titles and affiliations for introducing them during
their sessions.
6.
Ensures that conference surveys are distributed to participants in packets and arranged to be
collected at the end of the conference.
7.
Remind speakers to submit expense report forms to Executive Director within four weeks
of Conference.
8.
If a speaker is unable to present paper, Program Chair adjusts schedule for the program.
9.
Starts conference promptly in the morning, after breaks and after lunch and assures that
Session Chairs keep presentations on schedule.
10.
Ensures that Powerpoint presentations are loaded on conference computer before each
session. Ensures that back up disc is produced for each day’s sessions in case of computer
failure.
11.
At the beginning of each session, introduces Session Chair, demonstrates to each one how
to operate projector and how the electric timer works, makes sure room lights are adjusted
and that speaker is being heard well by all.
13.
Contacts AV company in the event there is a problem with the AV equipment.
14.
Assures that coffee breaks and lunch breaks occur on schedule and adjusts program
schedule as needed.
15.
Makes housekeeping announcements as needed to the membership.
16.
Requires announcements to be written and kept to a minimum.
17.
The evening Banquet or last business luncheon session may include a presentation of the
upcoming meeting site. This will require arranging for appropriate AV needs, as well as
coordinating that lowering and raising of light levels at appropriate times.
26
18.
It is important to acknowledge staff, local arrangements staff, sponsors and exhibitors.
19.
Uses the Conference Program as a guide for announcements.
Duties after the Conference
1.
Prepares program summary and submits it to Executive Director and Executive Committee
after Annual Conference.
2.
Reviews the Conference Survey summary and distributes results to Session Chairs with
instructions for them to send appropriate comments to their speakers.
3.
Writes letter of thanks to Session Chairs, Local Arrangement Chair, zoo volunteers,
veterinary students and their deans, as well as AV staff and hotel assistants, if indicated, for
their help.
4.
Reminds Session Chairs to write to their speakers thanking them for their participation and
to write up a brief summary report indicating what worked for them and what did not, as
well as suggestions for how to improve the conference.
5.
Provides reports, forms, correspondence and bills in an organized manner to the next
Program Chair, if appropriate. Sends copy of summary to the President and Executive
Director.
WORKSHOP COORDINATOR (VICE PRESIDENT)
Duties Prior to the Conference
1. The Workshop Coordinator and Executive Committee determine possible topics for
workshops through study of:
a.
Past conference evaluation forms or other surveys that express the wishes of the
membership for workshop topics;
b.
Evaluation forms from past workshops to ascertain those that were highly
successful and repeatable, those that were unsatisfactorily presented by instructors
but were judged by participants as good and necessary topics, and suggestions for
new topics or new approaches to prior ones that might have been listed by
participants;
c.
Conference programs of other organizations to see what workshops are being
successfully offered and what instructors might be available.
27
d.
Availability of unique regional facilities and instructors.
2.
The Workshop Coordinator recommends workshop instructors. The Workshop
Coordinator secures a commitment for their participation. A formal letter of
agreement is highly desirable, but a legal contract is not usually negotiated.
This is done prior to the mid-year Executive Committee meeting.
3.
Negotiates instructors, fees and any other personal expenses airfare, number of
paid hotel nights, meals, etc.) within compensation guidelines set forth in this
document and within the budget allotments set forth. The Workshop
Coordinator instructs non member instructors how to register for the
Conference.
4.
Sets dates and numbers of sections of each workshop.
5.
Ascertains all equipment and supply needs from instructors, negotiates for loan,
rental or purchase with appropriate public or private agencies. Should work
closely with the Local Arrangements Chair in all workshop planning and
negotiations.
6.
Arranges for workshop assistants if needed (through Education
Committee), utilizing veterinary students if possible and providing them
with compensation as listed elsewhere in this document (usually free
registration to workshop).
7.
Makes arrangements for cleanup of lab spaces used. The workshop instructors
or the staff of the facility used may do this.
8.
With major input from Local Arrangements Chair, determines best site for each
workshop, tries to find rent free facilities if possible, negotiates best deal for
rental of space if necessary. When using hotel as site, conveys space
requirements to Executive Director.
9.
Determines printing or photocopying needs of each workshop instructor, sets
deadline for receipt of these materials. Arranges to have instructors make
copies, or sends them to Executive Director or Local Arrangements Chair for
centralized production.
10.
Prepares, with consultation with the Executive Director, a detailed budget for
workshops based on all costs outlined above. Submits to the Program Chair
and Executive Director the list of reimbursements for instructors one month
prior to the conference.
11.
Reminds instructors that AAZV honors copyright laws and restrictions and that they must
secure permission of publishers before submitting copyrighted materials for duplication.
28
Master copy, if submitted to Executive Director for reproduction, should clearly state on
top of first page that permission to use this document has been granted, by whom, and the
date.
12.
Submits to Executive Director a list of exact specifications and quantities of
all audio-visual equipment needed for workshops.
13.
Discusses student assistant needs with Education Committee chair/cochair and Local Arrangements Chair to see how student workers will best
be acquired in each given year.
14.
Submits to Executive Director wetlab/workshop topics for inclusion in the AAZV
website and listserve. Submits a final list of wetlab/workshop topics, list of instructors,
and registration fees for inclusion in the registration materials to the Executive Director.
15.
Arranges for coffee breaks and supplies for workshops through the
Executive Director.
16.
Arranges for box lunches for workshops through the Executive Director for participants,
instructors, and veterinary students, if indicated (e.g., if participants have to catch buses
to go to different sites for different sessions and, thus, will not have time to get lunch).
17.
Ensures that all workshops instructors using live animals understand and have complied
with the “AAZV Policy for the Use of Live Animals in Workshops” (Appendix 19). If
required, submit an Animal Use form to the Legislative Animal Welfare Committee for
review (Appendix 20).
18.
Order animals from licensed dealer for workshops requiring live animals. Coordinate
shipment of live animals with local host for delivery/pick-up site and humane care of
animals until workshop.
19.
Makes plans with Local Arrangements Chair to have docents or volunteers to assist
participants in locating buses and meeting rooms for sessions, especially workshops held
out of conference hotel.
20.
Prepares a midyear and annual report due prior to these respective board
meetings (approximately April, October).
Duties at the Conference
1.
Insures that all instructors and all their handout materials have arrived.
2.
Familiarizes instructors with the use of the AV equipment.
3.
Helps orient veterinary students that attend workshops to assist instructors. Instruct
29
students in the use of AV equipment. Ensures that there is a means of communicating
with a student or other attendee on each transport going off site in case of need to convey
directions or respond to an emergency. Obtain cell phone number for someone on each
bus that carries attendees to remote sites in the event of a need to contact that bus driver.
4.
Oversees distribution of box lunches to participants, instructors and students if
indicated.
5.
Ensures distribution of Workshop/Wetlab Surveys to speakers to be handed out at the
beginning of each session, and collected at the end of the session.
6.
Oversees docents or volunteers from hosting zoo as they assist workshop participants in
locating buses and meeting rooms for sessions. This is especially important for
workshops held out of the conference hotel. It may be helpful to have these individuals
carry large signs for identification in crowded hotel lobbies.
7.
Instructs Workshop/Wetlab instructors on reimbursement procedure. Distributes expense
reimbursement forms as needed and reminds instructors that they must be turned in with
receipts within four weeks of the Conference.
8.
Works with the Executive Committee and announces session titles for the next
conference at the last business lunch (this is in the capacity of the incumbent PresidentElect), if adequately developed.
Duties after the Conference
1.
Reviews the survey summary and distributes results to instructors.
2.
Writes letter of thanks to instructors, Local Arrangements Chairperson, zoo volunteers,
veterinary students, AV staff, and hotel assistants, if indicated, for their help.
4.
Gets these things done quickly in order to start working on next year's Annual
Conference.
SESSION CHAIRPERSONS
Duties Prior to the Conference
1.
Develops a "session theme" in conjunction with Program Chair. Recruits speakers for
session (about 6-1/2 months prior to conference) and receives unsolicited papers from
authors or through assignment to session by Program Chair.
2.
Sends "Instructions to Authors" (Appendix 7) to all confirmed speakers. This includes
instructions for preparation of papers from the Proceedings Editor. Deadlines are spelled
30
out. Time allotment for each speaker is also stated, preferably in a personalized email.
Informs authors that adherence to INSTRUCTIONS in packet is MANDATORY.
3.
Submits to Program Chair a list of speakers and titles by required date (6 months prior to
conference).
4.
Receives papers from speakers on or before deadline agreed upon by Proceedings Editor
and Program Chair (about 5-1/2 months prior to conference). Reviews papers for
conformity to Proceedings style, length and content.
5.
Returns papers to authors with recommendations for improvement, if necessary. Receives
papers back, checks again for conformity, rejects any not in compliance and notifies author
that oral presentation at the conference will not be allowed unless paper is put into
acceptable form.
6.
Emails corrected papers en masse or as available to Program Chair by deadline (about 4
months prior to conference). Manuscripts unacceptable as a result of authors or Session
Chairs not adhering to instructions will be returned to the Session Chair or author for
required modification. The inclusion of any manuscript received after the deadline,
including those returned to Session Chair for modification, cannot be guaranteed.
7.
Solicits requests for additional audio-visual equipment from speakers, compiles a list and
sends to Executive Director and Program Chair. The use of videotapes, overhead projector,
and slides are no longer permitted; all speakers are asked to utilize PowerPoint
presentations on disk or jump drive that will be preloaded on a conference computer (see
Appendix 8 for “Instructions to Presenters”).
9.
Poster Session Chair updates Program Chair frequently on number of posters expected and
communicates with poster authors to remind them of size limitations (Appendix 9) and
deadline for receipt of manuscripts.
10.
Poster Session Chair is responsible for administering the Safe-Capture Poster Award,
including selecting judges and tallying the points and delivering the final results to the
Program Chair before the final banquet.
Duties at the Conference
1.
Contacts all speakers prior to session to confirm their presence and determine if they have
any problems with which we can be of assistance. Contacts Program Chair immediately in
the event of a missing speaker so schedule can be adjusted.
2.
Starts session promptly and keeps presentations on schedule.
3.
Introduces speakers, demonstrates operation of computer makes sure room lights are
adjusted and that speaker is being heard well by all (adjusts microphone or volume level if
31
necessary). If a lavaliere microphone is used, it is pinned on the speaker on the same side as
the screen so speaker can be heard when he/she turns toward the screen.
4.
Chairs question and answer period the last 10-15 minutes of session.
5.
Acknowledges speakers at end of session. Makes mental notes for recommendations for
changes at upcoming conferences.
Duties after the Conference
1.
Writes to speakers, thanking them for their participation and sharing any comments
received concerning their manuscript and/or presentation.
2.
Provides Program Chair with brief wrap-up report. Includes what worked for them and
their speakers and what did not, as well as changes helpful to those serving in a similar
capacity next year.
3.
Submits request for reimbursement of expenditures, if any, to Executive Director.
PUBLIC RELATIONS CHAIRPERSON
Duties Prior to the Conference
1.
2.
Sends out call for paper announcements in December/January to the following journals and
requests that announcement for meeting be placed on their websites:
.
AARV Newsletter
.
AAV Journal
.
American Association of Zoo Veterinarians
.
American Veterinary Medical Association
.
Animal Keepers' Forum (AAZK)
.
American Zoo and Aquarium Association
.
British Veterinary Zoological Society
.
Canadian Veterinary Journal
.
Compendium on Continuing Education
.
DVM Magazine
.
Journal of Wildlife Diseases
.
Journal of Zoo and Wildlife Medicine
.
Modern Veterinary Practice
.
Wildlife Disease Review
.
Zoo Biology
Handles news releases about the conference in conjunction with the Program Chair and the
Executive Director. Approximately 11 months prior to the Annual Conference, the call for
32
papers news release is sent out. Meeting announcements are sent out approximately 8
months prior to the Annual Conference.
Duties at the Conference
1.
Arranges for photograph of newly elected officers (banquet).
2.
Handles local PR in conjunction with the Local Arrangements Chair. It is not advisable to
send news releases about the conference to the local media. If approached by local media
for information on the conference, these individuals should be directed to the Public
Relations Chair and the Local Arrangements Chair. The Executive Director and/or the
President must approve all written releases. Copies of final releases are to be provided to
the Executive Director.
Duties after the Conference
1.
Sends photograph with newly elected officers and meeting information to be published in
JAVMA news.
2.
Submits same information to AAZV webmaster for publication on website.
PROCEEDINGS EDITOR
Duties Prior to the Conference
1.
Sets standards for papers in Proceedings, with guidance and assistance of Editorial Board.
2.
Provides written standards (Appendix 7) to Program Chair who, in turn, duplicates and
emails to Section Chairs for distribution to authors as part of "Speakers Packet". Deadline
for receipt of papers by Section Chairs is to be prominently displayed in materials going to
authors.
3.
Maintains a clean original of “Tips for Giving an Effective and Memorable Conference
Presentation” and sends a copy to each year's Program Chair for inclusion in "Speakers
Packet" (Appendices 7, 8).
4.
Provides written guidelines on how to edit papers to Program Chair who then distributes to
Section Chairs.
5.
Sets yearly timetable in concert with wishes of Program Chair, Executive Director and
company producing CD-ROMs. Provides deadlines in writing to Program Chair for
distribution to Section Chairs.
6.
Makes editorial decisions together with Executive Director, Program Chair, and Workshop
Coordinator as to inclusion in the Proceedings of papers from special allied groups'
33
seminars held in conjunction with the Annual Conference, or portions of exceptional
workshop material.
7.
Communicates frequently with representative for company producing CD-ROMs (note:
this may be chair/member of Information Resources committee).
8.
Selects cover color. Selects cover art for each year; may utilize artistic talent of personnel at
host zoo or run an Association-wide contest to gather submissions that could then be used
for several years if more than one is acceptable.
9.
Reminds President to supply a letter of introduction for publication in Proceedings.
10.
Has a Powerpoint slide prepared of the conference logo. This is used to project the
conference logo instead of a large blank screen while speakers are not presenting.
LOCAL ARRANGEMENTS CHAIRPERSON
*If the conference is not held in conjunction with a local zoo or aquarium, these duties will fall
under the responsibility of the Executive Director.
Duties Prior to the Conference
1.
At the annual conference preceding the one for which they are Local Arrangements Chair,
prepare a report for the Board of Directors concerning the upcoming conference and
delivers an invitation to attend at the Banquet or last business luncheon.
2.
Meets with Executive Committee at midyear meeting to report on conference progress at
local level. Arranges to visit offsite laboratory or classroom facilities with Workshop
Coordinator and Program Chairperson.
Individuals meet with appropriate
administrator/manager of these facilities to discuss the use of the facility and any special
problems that must be solved or outside equipment that must be obtained.
3.
Prepares and submits to Executive Director invitation message for AAZV website.
4.
Forms a Local Arrangements Committee to assist with duties.
5.
Investigates bus or other transportation options for getting registrants to and from
workshops and to and from the zoo on ”Zoo Day”; attempts to find local funding to cover
this cost; informs Executive Director.
6.
Contacts and coordinates docents/volunteers to help with greeting and manning stations
during visit to zoo.
Works with Public Relations Committee on details of annual auction.
7.
34
8.
Arranges for a lunch and dinner to be served at zoo's expense, either at zoo or at another
location on the day of zoo visit. Negotiates with other organizations to fund this meal if zoo
itself is unable to do so.
9.
Arranges entertainment, behind-the-scenes tours, etc. for afternoon or evening of zoo visit.
10.
Negotiates costs and details of any other events held away from conference hotel (e.g.,
western ranch barbecue, group visit to theme park); informs Executive Director.
11.
Solicits local funding to fully or partially subsidize icebreaker and/or hospitality suite if
exhibitors or other funding sources do not cover these in a given year; works with Assistant
for Conference Planning and Executive Director to be sure that exhibitors have not already
sponsored other conference events.
12.
Investigates laboratory space options for workshops that require facilities not made
available by or appropriate for conference hotel, working in close concert with Workshop
Coordinator.
13.
Assists Workshop Coordinator with equipment needs, arranges details of delivery with local
suppliers if they are able to meet needs.
14.
Arranges for buses to and from workshops. Gets price quotes, and confirms departure
points and times with Workshop Coordinator and Executive Director before making bus
reservations.
15.
Arranges for "welcome" speaker for opening ceremonies of conference, whether
government official, parks director, zoo director, etc.
16.
Secures maps, brochures, restaurant and bar guides, and other promotional materials from
local Chamber of Commerce or equivalent and makes them available at the registration
desk.
17.
Contacts and coordinates docents/volunteers to man registration tables before and at the
beginning of the conference.
18.
Arranges for all necessary volunteers or zoo staff to act as guides, food servers, hospitality
suite bartenders, or in other ways in which local talent is needed (check with Executive
Director to determine specific needs). These individuals are especially helpful in assisting
workshop participants in locating buses and meeting rooms for workshop sessions held
outside of the conference hotel.
19.
Arranges spouse tours and other activities, including all necessary transportation.
Arrangements for post-conference tours include pricing, travel, lodging, tours and return to
airport.
35
20.
Provides details to Executive Director of pre- or post-conference tour options.
21.
In conjunction with Public Relations Chair, notifies local news media about conference and
arranges any interviews or other types of publicity that may be requested.
22.
Secure space for shipping of Conference materials (Proceedings, auction items, supplies,
etc.), and inform Executive Director of the mailing address.
Duties at the Conference
1.
Provides refreshments and furnishes any necessary equipment (i.e., microscopes, audiovisual) for zoo workshops.
2.
Implements and staffs hospitality suite in consultation with Executive Director.
3.
Remains readily available to Executive Director for any unforeseen needs throughout the
duration of conference.
Delivers Conference materials from storage to Conference hotel prior to the opening of the
registration desk.
4.
Duties after the Conference
1.
Provides wrap-up report to Executive Director and Executive Committee.
EDUCATION COMMITTEE CHAIRPERSON
Duties Prior To the Conference
1.
Assists in finding student assistants if requested by Program Chair and/or Workshop
Coordinator. Informs veterinary students of their responsibilities and benefits for working
at the conference.
2.
Works with Program Chair and Executive Director to organize student reception event.
Duties at the Conference
1.
Confirms that student assistants have arrived and meet to provide orientation and
instructions for workshops and conference program assistance. Introduce students to
Workshop Coordinator and Program Chair.
2.
Answer questions and provide assistance to students that are helping with conference.
3.
Helps host student reception. Ensures that each registered program has table and sign.
Answers questions by students attending event.
36
Duties after the Conference
1.
Write thank-you notes to student assistants.
2.
Provide wrap-up report on student reception and other functions provided by Education
Committee to Executive Director and Executive Committee, including recommendations
for improvements.
37
APPENDIX 1
Annual Summary of AAZV Committee/Office Activity
AAZV COMMITTEE/OFFICE
YEAR
to
COMMITTEE CHAIR/OFFICER
Name
Address
Phone (Work)
(Home)
FAX
(Home)
FAX
COMMITTEE CO-CHAIR
Name
Address
Phone (Work)
COMMITTEE MEMBERS
CHARGES TO COMMITTEE/OFFICE
1)
2)
3)
4)
ACCOMPLISHMENTS OF COMMITTEE/OFFICE
1)
2)
3)
4)
SUGGESTED COMMITTEE/OFFICE ACTIVITIES FOR THE FUTURE
1)
2)
38
3)
4)
IMPORTANT DEADLINES/RESPONSIBILITIES OF POSITION OF WHICH NEW CHAIR SHOULD
BE AWARE
1)
2)
3)
4)
ADDITIONAL INFORMATION
PREPARED BY
DATE
39
APPENDIX 2
Audio-Visual Needs
1.
Workshops (potential needs)
a.
LCD projector.
b.
Wireless remote control.
c.
Pprojection screen.
d.
Laser pointer.
f.
Laptop computer with CD-ROM and DVD capabilities; Powerpoint compatible software
2.
Main Conference Room Setup and Standard Audio-Visual
a.
Platform (stage) on risers large enough to accommodate:
1)
1 standing lectern (with light)
2)
1 large projection screen (12' X 12') for center of stage or 2 large projection screens (12' X
12') for dual presentation.
4)
Steps
b.
2 LCD computer projectors with remote control
c.
Lavaliere microphone.
d.
Podium microphone at the lectern.
e.
Laser pointer.
f.
2 wireless hand-held microphones in aisles for question-and-answer periods.
g.
Timer (property of AAZV--supplied by Executive Director).
h.
AAZV laptop computer with latest version of Power Point for presentations of talks and embedded
video.
3.
Luncheon Meeting
a.
Podium.
b.
Podium microphone.
c.
LCD project and screen if needed
h.
Laptop computer for PowerPoint or DVD as needed
4.
Announcements/Messages
a.
One or two easels and pressboards (located outside main meeting hall or registration desk
40
APPENDIX 3
Previous Conferences
Year
1994
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
Dates
22-27 October
12-17 August
2-8 November
26-30 October
17-22 October
9-14 October
15-21 September
18-23 September
5-10 October
4-10 October
28 August – 3 September
14-21 October
20-24 September
20-26 October
11-17 October
24-30 October
Site
Pittsburgh, Pennsylvania
East Lansing, Michigan
Puerto Vallarta, Mexico
Houston, Texas
Omaha, Nebraska
Columbus, Ohio
New Orleans, Louisiana
Orlando, Florida
Milwaukee, Wisconsin
Minneapolis, Minnesota
San Diego, California
Omaha, Nebraska
Tampa, Florida
Knoxville, Tennessee
Los Angeles, California
Tulsa, Oklahoma
41
APPENDIX 4
Business Luncheon Meeting Agenda
1.
Call to Order.
2.
Introduction of Executive Board, staff, Local Arrangements Chair and guests.
3.
Recognition of Section Chairs, speakers and Workshop instructors.
4.
Recognition of sponsors and exhibitors.
5.
Report of the Executive Board.
6.
New Business:
a.
Nominations of officers (first lunch meeting).
1)
Report of Nominating Committee by Immediate Past President.
2)
Nominations from the floor.
b.
Other committee reports (usually distribute reports during the 3 lunch meetings), by committee
chair/co-chair.
c.
Other new business.
7.
Invitation to next year's Annual Conference (presented at last luncheon).
8.
Announcement of election of officers (second luncheon).
9.
Announcement of balloting on motions, if required (second luncheon).
10.
Announcement of new Committee Chairs (last luncheon).
11.
Installation of new officers is held at the annual banquet. Student awards, the Presidential Service Awards,
the Dolensek and Ullrey Awards are announced at the annual banquet. The last business meeting is
presided over by the newly elected President.
42
APPENDIX 5
Title Submission Form
[Year] Call for Papers
AAZV Annual Conference
[Location}
[Dates of conference]

Those wishing to submit a title to be considered for presentation at this joint annual meeting are asked to
complete this form and e-mail, mail, or fax completed forms to the appropriate session chair. Session chairs
are posted at http://www.aazv.org.

Please complete a separate form for each title submitted for consideration; however, a maximum of 2 papers
will be accepted for a single presenter.
Presenters that are selected are expected to provide a paper or abstract for the proceedings and should adhere
to all submission deadlines. (Abstracts of 250 words or less published in the proceedings will not preclude
publication in JZWM).
All presenters are expected to register for the conference.
The deadline for submission of titles to session chairs is 2[Date].



Name of Presenter:
Graduate Degree(s):
Co-Authors:
Presenter’s Institution:
Mailing Address:
City:
Business Phone:
E-Mail:
State/Province
Country
Home Phone:
Zip
Fax:
1. Presentation Title:
2. Abstract or short description of the paper to be presented (75 words or less). The information provided will be
used to help select papers and is not intended for publication in the proceedings:
3. Requested session in which to present this paper (see session list at http://www.aazv.org):
4. Is this submission entered in a manuscript competition?
5. Please list any additional titles you are submitting for consideration as well as the session to which the title has
43
been submitted.
6. If selected, is there any reason you may not be able to present this paper at the conference?
7. If you are unable to attend, is someone available to present the paper in your absence?
8. If not selected for an oral presentation, would you present this work as a poster?
9. Audiovisual equipment provided will include a laptop Windows PC, powerpoint software, and 1 screen. MAC users
will need to convert their presentations to a Powerpoint presentation that will run on a PC PRIOR to the conference.
A CD-ROM will be required from each presenter at the time of registration, or NO LATER THAN 5 PM ON [DATE
PRIOR TO START OF MAIN CONFERENCE] in order to have adequate time to load the presentations onto the
conference computer.
10. Check all that apply: ___ AAZV member
____ student
44
APPENDIX 6
Information for Session Chairpersons, [YEAR] AAZV Conference
Responsibilities of a Session Chairperson before the Conference
1.
Develop a "session theme" in conjunction with the Program Chairperson in order to present your section as
effectively as possible. Actively solicit and select speakers to present information you would like in your
section. Receive papers that are presented to you.
2.
In order to do the above effectively, you must have a grasp of what has been presented in your session at
past AAZV Conferences. Please spend some time looking through past Proceedings to get a feel for what
has gone before. Avoid duplication, identify topics overlooked in past years, be innovative and concentrate
on timely, practical topics useful to the zoo practitioner.
3.
Prospective authors should submit their proposed topic using the “Title Submission Form” by the
published deadline. Session Chairs should not make any final selections until the final deadline in order to
allow evaluation of all submissions.
4.
Once final selections are made, send "Guidelines for Authors" packets to speakers you have selected.
Packets include instructions for preparation and submission of manuscripts plus a copy of Dr. Fowler's
"Suggestions for Speakers and Chairpersons". Also notify speakers that have not been selected and thank
them for their submission.
4.
Stress to authors that adherence to the INSTRUCTIONS contained in their packets is MANDATORY.
5.
Please have commitments from all speakers in your section by the date determined by the Program Chair.
This allows 5 weeks for completion of manuscripts.
6.
Emphasize to speakers that they MUST adhere to the timetable for submission of manuscripts TO YOU by
the specified deadlines. Again, stress that adherence to INSTRUCTIONS contained in packets is
MANDATORY.
7.
While corresponding or talking to speakers, please REMIND them we would like for them to follow the
“Guidelines for Presenters” and information in “Tips for Giving an Effective and Memorable Conference
Presentation” in giving their presentations.
8.
Submit to Program Chairperson a list of speakers and titles by the specified date.
9.
It is your responsibility to serve as "associate editor" for manuscripts submitted for presentation in your
section. Due to the volume of papers involved, the Proceedings Editor cannot do this "first-level" editing.
Papers submitted to the Proceedings editor in improper format will be returned to you. You must (a)
INSURE THAT AUTHORS HAVE COMPLIED WITH ALL INSTRUCTIONS, (b) review papers and
abstracts that are presented to you for publication, (c) make sure they are suitable and in the proper format,
45
(d) indicate minor corrections (i.e., typos, spelling and punctuation) on the hard copy, (e) if there are
problems, get with the authors quickly so corrections can be made and manuscripts resubmitted in time.
10.
FINAL DRAFTS MUST GET TO PROCEEDINGS EDITOR BY THE SPECIFIED DATE. Manuscripts
unacceptable as a result of authors or Section Chairs not adhering to instructions WILL BE RETURNED to
the Session Chairs for required modification. WE CANNOT GUARANTEE THE INCLUSION of any
manuscript received after this time, including those returned to the Section Chairs for modification. Please
avoid sending corrections or revisions after the final draft has been submitted to the editor. This causes
unnecessary confusion and re-editing. The documents should be in the final form when submitted to the
Session Chairs.
Please include email addresses of authors to the Proceedings Editor. In the event of minor corrections or
questions, direct communication with the author may be more expeditious than going through the Session
Chair.
Please mark all packages containing computer disks prominently before mailing.
computer disks will encourage careful handling to prevent damage in transport.
Labels indicating
11.
Determine how much time each speaker needs. Remember that 10-15 minutes at the end of your section
has been scheduled for a question-and-answer session. Remember also to allow 1-2 minutes between talks
for changing speakers.
12.
Notify your speakers of the normally supplied AV equipment (PC compatible computer/LCD projector
with remote control, a lighted pointer and a lighted podium). Contact the Program Chairperson to make
sure any additional requirements can be met. The presentation may need to be altered or replacement found
in the event we are unable to meet extra requirements.
Responsibilities of a Session Chairperson during the Conference
1.
Try to contact all your speakers BEFORE your session to make sure they are present and to see if they have
any problems with which we can be of assistance. Please contact the Program Chairperson as soon as
possible if speakers are missing and we must alter our schedule.
2.
Start your session promptly.
3.
Introduce your speakers; demonstrate to each one how to operate the projector and how the electric timer
works; make sure room lights are adjusted and that speaker is being heard well by all (adjust the
microphone or volume level if necessary).
4.
Keep presentation on schedule.
5.
Chair question-and-answer period the last 10-15 minutes of your session.
46
Responsibilities of a Session Chairperson Following the Conference
1.
Write to your speakers thanking them for their participation and sharing any comments you may have
received concerning their manuscripts and/or presentations.
2.
Provide Program Chairperson with a brief wrap-up report concerning your section. Let us know what
worked for you and your speakers, as well as what did not. Include changes you feel will be helpful to
those serving in a similar capacity next year.
3.
Submit request for reimbursement of expenditures, if any, to Program Chairperson.
On the Issue of Compensation for Speakers
It is unusual for AAZV to support speakers for our meetings. Some limited support in the form of registration,
rooms, per diem or travel money is possible. Please contact Program Chairperson immediately if you feel we need
to assist a speaker in any way. We must allocate the limited budget to support the speakers we feel can make the
greatest contribution to the meeting.
47
Program Chairperson Reminder to Session Chairpersons
AMERICAN ASSOCIATION OF ZOO VETERINARIANS
ANNUAL CONFERENCE PROCEEDINGS [Year]
GUIDELINES FOR SESSION CHAIRS
1. The deadline for selecting potential speakers for your session and informing the Program chair is [Date].
2. The deadline for submission of speakers’ papers to you (session chair) is [Date].
3. The deadline for submission of all edited papers in your session to the Program Chair is [Date].
Your technical responsibilities as session chair are to ensure that:
a)
b)
c)
d)
e)
f)
papers reach the proceedings editor on schedule;
style and format are consistent with guidelines and instructions provided;
authors’ names, professional affiliations, and addresses are complete and accurate;
papers are scientifically sound and data are accurately presented;
drug dosages and treatment information are correct and adequately described; and
genus and species names (e.g., animal, plant, microorganism) are spelled correctly.
Please submit to the proceedings editor: one hard copy of the original paper (in the form it was submitted to
you), one hard copy of the final version of the paper (after you have reviewed and incorporated your revisions),
and one electronic copy of the final version of the paper.
48
APPENDIX 7
AMERICAN ASSOCIATION OF ZOO VETERINARIANS
ANNUAL CONFERENCE PROCEEDINGS
GUIDELINES FOR AUTHORS
General Information on Submissions
Each speaker is required to submit either a full scientific paper (including an abstract) or a short abstract.
Submissions will be published in the Proceedings, which is distributed to participants during the
meeting and mailed to all members of the association. Membership in the AAZV is not required for
submission of manuscripts. The associations invite professionals from many different scientific
disciplines from throughout the world to submit papers. An author may submit more than one paper or
abstract, however, only two may be accepted for presentation at the conference. A paper may not be
presented by an individual other than one of the authors and any exception to this rule requires prior
approval of the session chairperson. The presenter must have material knowledge of the data in the paper
and must be able to answer questions during the question and answer portion of the session. Material
presented during the meeting must be based on the same information contained in the submitted
manuscript. Manuscripts must consist of original material that has not been published previously in
the scientific literature by the authors. Scientific literature includes proceedings of other scientific
meetings, foreign language journals and posters. English is the official language of the proceedings.
Instructions to Authors
1.
The deadline for submission of manuscripts to session chairpersons is ______ (generally 6
months before conference).
1.
Manuscripts should be submitted in electronic form (disk or via email to the session
chair) in any PC-compatible word processing format.
2.
Submissions may be in the form of either a brief abstract (one or two paragraphs) or a full
paper (no longer than 5 pages in length including tables, figures, and references). An
abstract must be included at the beginning of each full paper submission. Papers that exceed
the page limit in length will be returned to authors for modification.
3.
Submissions should be a concise, factual condensation of information to be presented,
accompanied by relevant supporting data; avoid including extraneous information.
Abstracts less than 250 words in length published in the Proceedings are not considered full
publications and thus, full scientific manuscripts on the same topic may be submitted
elsewhere for publication. Authors should be aware of the relevant journal policies regarding
prior publication and are encouraged to decide for themselves abstract length, and how much
information to include in the AAZV Proceedings abstract if they intend to publish
subsequently. If your poster or abstract has been presented elsewhere and published
49
previously or is submitted/in press elsewhere, please provide a “reprinted with
permission” statement from the other organization.
4.
Outlines will not be accepted. Abstracts stating “data will be presented,” or “subject will be
discussed,” will not be accepted.
5.
Submissions should provide only relevant information. Your audience includes members of
the association who may not be in attendance; therefore, critical information should be
provided. Of particular interest are drug dosages, anesthetic regimes, and trade names and
addresses of product manufacturers.
Format and Style Specifications
The Proceedings format is different from the format of articles published in the Journal of Zoo
and Wildlife Medicine. Please refer to the attached example or a recent AAZV Proceedings for
examples of format and style. References will follow the format for the Journal of Zoo and
Wildlife Medicine, which is slightly different than past Proceedings format. Please follow the
attached guidelines. Papers submitted in improper format will be returned.
Format Specific to Proceedings
1. Use single-spaced, 12-point, Times New Roman type.
2. Use one-inch (1”) margins on each side, top, and bottom of each page. Text should be full
justified (do not use right and left alignment).
3. Do not number pages.
4. Do not use author’s surname or running title at the top of pages.
5. Title should appear in capital letters, bold print at the top of the first page. Scientific names
should be spelled out in italics.
6. Names, academic degrees, and current professional affiliations (no street addresses) of all
authors should be listed in italics, bold print, below the title at the top of the first page (see
example). Periods are not used in the listing of professional degrees or state abbreviations.
Numerical superscripts corresponding to current professional affiliations should appear next to
each author’s name. The name of the author presenting the paper should be identified with an
asterisk (*).
7. Acknowledgements should be 10-point Times New Roman type, with the heading in all
capital letters and bolded.
50
8. References should be cited in the manuscript text with superscript numbers and the reference
list should be arranged alphabetically at the end of the manuscript. All references contained in
the reference list must be cited in the text. Citation style is provided below.
9. Tables and figures should fit within a 4  6” area and may be imbedded in the word
document. All tables and figures will be edited for style and formatted for publication. No
photographs or color images will be accepted.
Style
Style specifications for the text of the manuscript should be followed as detailed in the four
sections listed below from “Guidelines for Authors” in the December Index issue of the Journal
of
Zoo
and
Wildlife
Medicine
(also
available
on
line
at
http://www.aazv.org/associations/6442/files/guideforauthors.pdf):
Tables
Figures
Abbreviations (list of abbreviations)
Miscellaneous
51
EXAMPLE OF PROCEEDINGS FORMAT AND STYLE
FUNGAL KERATITIS IN A CONGO PEAFOWL (Afropavo congensis) AND A SATYR
TRAGOPAN (Tragopan satyra)
Stephanie B. James, DVM, Dipl ACZM,1* Heidi S. Zurawka, DVM,1,2 Alisa L. Newton,
VMD,Dipl ACVP,1 and John S. Sapienza, DVM, Dipl ACVO3
1
Gobal Health Programs, Wildlife Conservation Society, Bronx, NY 10460 USA; 2Present
Address: Omaha’s Henry Doorly Zoo, Omaha, NE 68107 USA; 3Long Island Veterinary
Specialists, Plainview, NY 11803 USA
Abstract
Fungal keratitis is an uncommon finding in avian species.1,2 Cases of confirmed unilateral
Aspergillus fumigatus keratitis were diagnosed in a 12-day-old Congo peafowl (Afropavo
congensis) and a 1.5-yr-old Satyr tragopan (Tragopan satyra). Both animals were treated with
oral antibiotics and antifungals. The Congo was treated, in addition, with topical ocular
antibiotics and antifungals. The Satyr was initially treated with a temporary tarsorrhaphy and then
later with antifungal nebulization. Both animals had moderate to severe leukocytosis
characterized by a heterophilia and a monocytosis. Neither case resolved with medical treatment.
The Congo peafowl’s affected globe started to collapse during treatment so the bird was
immobilized and intraocular natamycin (Natamycin ophthalmic suspension 5%, Alcon
Laboratories, Inc., Fort Worth, TX 76134 USA) was administered to decrease the chance of
fungal invasion of the surrounding tissue as the globe became phthisical. The Satyr tragopan was
anesthetized and the affected globe was surgically enucleated. Both animals remained on oral
antifungals post-operatively. White blood cells counts normalized rapidly after the intraocular
treatment and the enucleation. These cases represent presumptive localized aspergillus infection
with leukocytosis but without systemic or neurologic involvement. Treatment of the affected eye
with either an intraocular antifungal or enucleation was curative with no negative long term
sequela.
ACKNOWLEDGMENTS
The authors would like to thank the Department of Ornithology at the Wildlife Conservation Society for their
assistance in the care of these birds
LITERATURE CITED
1. Beckman, B.J., C.W. Howe, D.W. Trampel, M.C. DeBey, J.L. Richard, and Y. Niyo. 1994. Aspergillus
fumigatus keratitis with intraocular invasion in 15-day-old chicks. Avian Diseases 38:660-665.
2. Hoppes, S., N. Gurfield, K. Flamer, C. Colits, and P. Fisher. 2000. Mycotic keratitis in a blue-fronted
amazon parrot (Amazona aestiva). J. Avian Medicine and Surgery 14:185-189.
52
JZWM citation guidelines
LITERATURE CITED
The Literature Cited heading is in all capital letters, bolded, and is full justified, 10-point Times
New Roman type.
Literature citations should be identified in the text and tables by a superscript number (that
follows concluding sentence punctuation). Avoid citing papers or studies in the text by the
author’s name. When a series of consecutive references (such as 3,4,5,6) are being cited as a
group in one place in the text, these can be presented with hyphenated superscripts ( ).
Citations should be listed in alphabetic order by first author’s surname in 10-point Times New
Roman type. When there is more than one paper by authors whose names appear in the same order
in each paper, the papers are listed in chronological order. Papers with multiple authors but the
same lead author are arranged together, alphabetically by second, and then by third, author, etc.
Papers by the same authors in the same year are assigned a letter suffix (e.g., 1 983a).
All citations must have at least one author. In some cases, that author may be the institution that
published the work. "Anonymous" cannot be listed as an author. (See examples below)
All authors of a cited paper must be listed in the Literature Cited section (et al. is not used).
Initials only are used for the first and middle names in all citations. Initials are placed after
authors’ names only in the case of the first author of each citation. No space between initials. The
name of the last author in each reference should be preceded by a comma and the word "and,"
even if there are only two authors.
The names of editors of sources in which an authored reference is included (textbooks,
compendia, etc.) should be given before the name of their cited work but after the author’s name
and title of the cited section, using the format "In: Doe, J. (ed.)."
Only the first word and proper nouns in titles of papers begin with a capital letter. For all other
types of references (book titles), all major words begin with a capital letter. Inclusive page
numbers are given when one reference in a book is cited. Pages are not given when more than one
reference in a book is cited. The issue number is indicated in parentheses after the volume number
only if the pages of the journal cited are numbered by issue rather than by volume. (The Journal is
numbered by volume). Names of journals are spelled out if only one word and abbreviated if
more than one word. See the Appendix for standard abbreviations. Improperly abbreviated
journal names are a common source of delay in the editing process.
The abbreviation "Abstr." should be used to designate references that are abstracts. Citations of
unpublished work, personal communications, and product inserts are listed in parentheses in the
text and do not appear with the Literature Cited.
Articles that have been accepted for publication but have not yet been published should be
listed in the Literature Cited section with the designation "(In press)" following the author’s
name. Articles that have been submitted but not yet accepted by a journal should be listed as
unpublished in the text and should not appear with the Literature Cited.
53
Examples: (Please note the indentation of first lines. Space between references is for editorial
purposes and will not appear in printed proceedings)
1. Boever, W. J., S. McDonald, and R.F. Solorzano. 1977. Feline viral rhinotracheitis in
a colony of clouded leopards. Vet. Med. Small Anim. Clin. 72: 1859 – 1866.
2. Bousquet, D., and B.G. Brackett. 1982. Penetration of zona-free hamster ova as a test
to assess fertilizing ability of bullsperm after frozen storage. Theriogenology. 17: 199-2 13.
3. Flanagan, J.P. 1999. Snakebite protocols for zoos. In: Fowler, M. E., and R.E. Miller
(eds.). Zoo & Wild Animal Medicine, 4th ed. W. B. Saunders Co., Philadelphia, Pennsylvania.
Pp. 95-100.
4. Hoage, R.J. 1978. Biosocial Development in the Golden Lion Tamarin. Ph.D.
Dissertation, Univ. Pittsburg, Pittsburg, Pennsylvania.
5. Howard, J.G., M. Bush, and D. Wildt. 1986. Semen collection, analysis and
cryopreservation in non-domestic animals. In: Morrow, D. (ed.). Current Therapy in
Theriogenology. W. B. Saunders Co., Philadelphia, Pennsylvania. Pp. 1047-1053.
6. International Species Inventory System. 1997. Physiological Data Reference Values.
International Species Inventory System. Apple Valley, Wisconsin. Pp. 10-20.
7. Leatherwood, S., R.R. Reeves, W.F. Perrin, and W.E. Evans. 1982. Whales, Dolphins,
and Porpoises of the Eastern North Pacific and Adjacent Arctic Waters. NOAA Tech. Rep. MFC
Circ. 444, U.S. Dept. Commerce, Rockville, Maryland.
8. Miller, A. M., M.E. Roelke, K.L. Goodrowe, J.G. Howard, and D.E. Wildt. 1990.
Oocyte recovery, maturation, and fertilization in vitro in the puma (Felis concolor). J. Reprod.
Fertil. 88: 249-258.
9. Stover, J., E.R. Jacobson, J. Lukas, M.R. Lappin, and C.D. Buergelt. 1990.
Toxoplasma gondii in a collection of non-domestic ruminants. J. Zoo Wildl. Med. 21:295-301.
54
APPENDIX 8
Instructions to Presenters
AMERICAN ASSOCIATION OF ZOO VETERINARIANS
ANNUAL CONFERENCE PROCEEDINGS [Year]
GUIDELINES FOR PRESENTERS
General Information on Conference Presentations
Speakers are required to submit a copy of their presentation using Power Point software program
in an PC-compatible format on a disk or jump drive. MAC/Apple and other computer users will
NOT be allowed to switch computers during the session. Submissions will be collected prior to
the start of the conference in order to allow adequate time to load all presentations onto the
conference computer and ensure that they are running satisfactorily. Any questions should be
addressed to the session chairperson.
Instructions to Presenters
1. The deadline for submission of disk or jump drive to conference chairperson is at time of
conference registration, or no later than 5 pm on [date of day prior to main conference].
2. Presentations should be submitted in as disk or jump drive using Power Point software in a
PC-compatible format. Presenters that use other formats should have their presentations
converted PRIOR to arriving at the conference.
3. Disks or jump drives should be labeled with the presenter’s name and session.
4. Disks or jump drives will not be returned to presenters unless previous arrangements have
been made with the conference chairperson.
5. Video clips should be embedded into the Power Point presentation and keep to a minimum
size, if used at all. Session and conference chairpersons should be notified in advance that a
presentation contains video, so they can check to ensure that the conference computer will
support this.
6. Additional helpful tips:
- Minimize the use of distracting animation or sounds in presentations.
- Avoid using red lettering for text; this is often difficult to read in the back of the
room.
- Dark background colors for slides are often preferable to white or very light colors.
- Avoid excessive amounts of text or small font on slides.
55
Tips for Giving an Effective and Memorable Conference Presentation *
“A sleeping audience gives no applause.”
Congratulations, you are on the program for an AAZV conference. You will be sharing your expertise, knowledge,
and experience with an audience of your peers. Whether this is your first or thirtieth time as a conference presenter,
you may be nervous about that. Nervous or not, you will want your presentation to be effective because you have
something important to share. Heeding the suggestions that follow here can help you calm the nerves and prepare a
presentation that will get you rave reviews from your peers.
1. PLAN
What’s Already Done
You have already completed the first steps. You have a title for your presentation. You’ve written an abstract that
describes the general content. You know the format for your session (formal session, marketplace, roundtable,
poster). Depending upon format and the number of presenters, you also know about how much time you have.
Now, why are you doing this?
It is important to go back to your abstract and define the purpose of your presentation. Why did you pick this
topic? What do you want others to learn from your presentation? Knowing what you intend to communicate sets the
stage for everything else in planning. To define your purpose, complete the following sentences:
In general, my presentation is about…
After my session the audience will know (or do)….
The completed sentences should be brief and have one big idea. If they aren’t, you are trying to communicate too
much. Remember, your session doesn’t last all day.
So, who cares? Why should they care?
Once you have defined what you want people to learn or to do, you have taken the first step toward identifying your
audience. Who do you expect to attract (animal curators, marketers, educators, exhibit designers) and what are their
needs? Make a list of the ways they will benefit from your session. This list guides what you decide to include and
exclude from your presentation.
2. PREPARE
Outline: what you want to tell them.
This is the easy part if you have a well-defined purpose. You will use the outline as the script or storyline for your
presentation. Identify the key points or main ideas the audience must have in order to understand your purpose.
Arrange the main ideas in a logical sequence and you have your talk. All that is left to do is to identify the facts,
figures, and ideas necessary to support each of your key points. As you build your outline, think about the needs you
listed for the audience. You undoubtedly know more about your subject than you can possibly tell them in the time
alloted. Use your outline to limit yourself to the information the audience must have. You will only confuse them if
you add irrelevant material.
Audiovisual aids: “Now I know you can’t read this but…”
Well prepared videos, slides, overheads, sound recordings, charts, graphs, photos, and Power Point are tools
illustrating and supporting your key points. They also make your presentation more interesting and keep you on
course with your outline. Badly prepared audiovisuals will frustrate your audience and probably cause them to stop
listening. Here are some tips for effective aids:
Make sure all elements can be seen or heard in every part of the room. That means fewer words, larger type, and good
contrast.
56
Simplicity is good. Audiovisuals should enhance your presentation, not be your presentation.
They are relevant and necessary to the main ideas in your outline. Adding unnecessary slides or charts is how presenters
end up going over their time limit and being cut off by the moderator before they’ve made their point.
What will you really say?
As you start to put words to the content of your outline, consider the basic elements of a standard presentation.
The Opening: tell them what you’re going to tell them.
It is a concise statement or description of your topic and the purpose of your presentation. Make it attention
getting with a provocative question related to audience need, or a striking visual related to the topic.
The Body: tell them
All those main ideas and supporting information just as you planned them in your outline.
The Close: tell them what you told them.
It is a concise summary of your main points and conclusions. A memorable close offers the audience a
challenge or motivation to act upon the information you have presented.
3. PRACTICE
If you read it, they will leave.
It is not uncommon to see a conference presenter read their paper verbatim as it will appear in the published
conference proceedings. It is very rare for that type of presentation to be interesting and hold the attention of the
audience. You will be much more effective if you talk to your audience as if you are speaking to each person
individually. Use the outline and audiovisuals you prepared to make your talk natural and conversational. It is easy
to do if you practice.
Practice, Practice, Practice
Practice out loud. Imagine you are speaking to a live audience. Saying the words out loud helps coordinate the brain
and the mouth, a task that is more difficult than people realize. You can do this alone or with someone with
whom you won’t feel embarrassed. Give a preview presentation to your staff. Practicing in front of a mirror
works for some.
Practice often. The more often you repeat it, the better it will be. Why subject your audience to your first
effort?
Practice with your audiovisuals. Don’t wait until the last minute to introduce your aids. Coordinating
their use from the start will make for a smooth, professional session. It also reduces the likelihood of the
infamous upside down slide.
Use a large print copy of your outline, or index cards with the main ideas and facts to keep yourself on track
and remind you of the points you want to be sure to include.
4. PRESENT
This will be easy if you have followed the advice in sections 1, 2 and 3. Have a positive attitude. Remember your
information is important and you have the privilege and opportunity to present it to your peers.
*Information in this guide is adapted from Microsoft PowerPoint training materials, session guidelines of the Association of Science and
Technology Centers, and Environmental Interpretation by Sam H. Ham.
57
APPENDIX 9
Sample Conference Poster Display Guidelines
Display Format
Title: The title should be brief and descriptive, and should appear at the top of the display.
Authors: The author(s)' name(s), institutional affiliation(s), and mailing address (es) should
appear in the space below the title.
Layout: Arrange the material in your poster display in columns rather than rows. This
arrangement facilitates scanning of your poster, rather than necessitating "zigzagging" in
front of the display. The body of the poster should be divided into appropriate sections with
accompanying titles (e.g., Introduction, Methods, Summary, Conclusions, etc.). Place the
Introduction section in the upper left-hand corner, and the Summary and/or Conclusions
section in the lower right-hand corner.
Type Size: Use large-size lettering for the main title (approximately 1-1/4 inch). Use
smaller-size lettering for subtitles (approximately 1/2 inch or 48 points). Body-text typesize should be approximately 18 points. (Point size is according to Word Perfect 5.2).
Letter Size 48 Points
Letter Size 18 Points
References: References should follow the Guidelines listed in the "Instructions to Authors"
listed in the Journal of Zoo and Wildlife Medicine.
Poster Size Limit: 40” high, 54” wide.
Production and Display
Poster displays will be tacked to a wall. Space for individual displays may be restricted;
you will be informed if there are size limitations. Displays should be prepared in advance
and should be ready for mounting on the wall upon your arrival. Make sure that the board
on which you mount your materials is lightweight and thick enough that it can be securely
tacked to a wall.
Assembly
Poster display can be set up the afternoon on the day before and morning of the main
conference. The poster session chair will give you specific times. If you will be unable to
have your poster presentation assembled by this time, please let us know, so that other
arrangements can be made.
Participation
Please be available at your poster during the specified breaks to answer questions about
your poster.
Breakdown
Posters should be removed after the last morning break of the conference.
58
APPENDIX 10
Site Selection Process
1.
The applicant(s) submits documents to the Executive Director for consideration by the
Executive Committee. A viable site proposal should give general consideration to the
following items:
a.
Transportation for attendees, including air transportation to the city and ground
transportation to hotels and site activities, must be available.
b.
Local hotel facilities must be available at a reasonable cost to members and be large
enough to have adequate conference facilities.
c.
There should be site activities for members, spouses and families.
d.
There should be support of the local host institution(s). This support should be
indicated in the form of a written invitation from the host institution(s) Director or
President/CEO to the AAZV. The host institution(s) may be a zoo, aquarium or other
facility that would be of interest to the AAZV membership. The proposal should indicate
the size and scope of the institution(s). The annual conference has a typical attendance of
500 - 600 people depending on the location. When the AAZV conference is held in
conjunction with one or more other organizations (such as IAAAM, AAWV, WDA, or
NAG) the attendance may approach 800. The host institution(s) is expected to pay for the
transportation of the attendees to the zoo/aquarium. Historically, the host institution(s) has
paid for lunch and/or dinner on the day that the attendees visit the host institution(s). Under
certain circumstances the zoo has paid for the lunch and the Association has paid for the
dinner. If the host institution(s) is unable to handle this expense, this should be indicated in
the proposal so that alternate arrangements can be made.
2.
The AAZV would expect assistance from the host institution’s veterinary department in
identifying appropriate locations for those wetlabs and workshops not held in the
conference hotel.
3.
The AAZV would seek the assistance of volunteers from the host institution in helping with
Conference registration and other odd jobs.
4.
The annual Auction is usually held at the host institution during the day at the zoo.
Volunteers are needed to assist in setting up the silent auction and monitoring the
silent auction items.
5.
The Executive Director responds to the applicant(s), acknowledging receipt of the materials
by the Board and sending information detailing the next steps to be taken by the
applicant(s).
59
APPENDIX 11
Scientific Session Topics
Year
Topic
1993 Reptile/Amphibian Medicine
Avian Species
Carnivores/Small Mammals and Primates
Aquatic Medicine
Case Reports/Practice Tips
Immobilization, Anesthesia, and
Monitoring
Medicine of Austral-Asian Species
Pathology, Clinical Pathology, and
Parasitology
Government Relations
Student Papers
Reproductive Techniques and
Contraception
Zoo Vet’s Role in Captive Conserv.
Programs
Conserv. Workshops (SSP, RSCP, TAG,
SIG)
Group Medicine and Herd Health
1994 Reptiles and Amphibians
Avian Species
Case Reports
Aquatic Species
Anesthesia and Monitoring
Primates
Parasitology. Pathol, and Clinical Pathol
Environmental Enrichment
Student Papers
Nutrition
Hoofstock
Carnivores and Small Mammals
Conservation Session (SSP & TAG)
1995 Symposium on Ecosystem Health
Symposium on Health in Wetland
Ecosystems
Symposium on Health in Arid Ecosystems
Zoo and Wildlife Conservation
Joint Poster Sessions
AAZV-Chair
Frahm
Bennett
Calle
Citino
Aquilar
Morris
Other Chair
Huntress
Munson
Cook
A. Smith
Howard
E. Miller
Wolff
Zuba
Flanagan
Carpenter
Teare
Lewbart
Spelman
Tell
Nichols
Lewandowski
Morris/Smith
Ullrey
Briggs
Sutherland-Smith
Wolff
Barker
Dein
Fairbrother
Botzler
Carpenter
Raphael
Riordan
Boyce
Kock
Rocke
60
1996
1997
1998
Animal Transport
Animal Welfare/Ethics
Avian/Reptile
Case Reports/Practice Tips
Disease Testing
Mammals
Reproduction/Contraception
Amphibians
Marine Animals
Student Presentations
Terrestrial Mammals
Wild Birds
Wild Ungulates
Amphibians/Reptiles
Avian
Case Reports
Charismatic Megavertebrates
Emerging Diseases
Health of Neotropical Ecosystems
Invertebrate Management and Medicine
Marine Mammals
New World Primates
Small Mammals/Carnivores
Pediatrics
Toxicology/Pest Control
Posters
Anesthesia/Monitoring
Avian
Case Reports
Fish/Amphibian
Large Mammals
New Technologies
Pathology
Regulations/Legislation and Zoonoses
Reports from the Field
Small Mammals
Posters
Computer Assisted Information
Management
Human Safety /Zoo & Wildl.
Management
Immobilization/Anesth. And Monitoring
Pain Relief
Pathology/Clin. Pathol and Parasitology
Posters
Joslin and Collins
McMannamon
Lamberski
Lung
Heuschele
Meehan
Asa
Addison
Mazet
Samuel
Morner
Converse/Bollinger
Thorne/Addison
Stetter
Flanagan
Frahm
Barbiers
Kollias
Mikota
Bodri
Calle
Valverde
Overskei
Garell
Wallace
Riordan
Wack
Burns
Clyde
Norton
Cambre
Barrett
Rideout
Ialeggio
Murray
Shaw
Riordan
Stoskopf
Dein
Simmons
Drew
Bush
Flanagan
MacNamara
Dumonceaux
BehelerAmass
Paul-Murphy
Barker
Liedblad
61
1999
2000
Amphibians/Reptiles
Aquatic Species
Australian/New Zealand Species
Avian
Case Reports
Environ. Enrichment/Behavioral
Modification
Mammals
Regul., Legislative and Zoonotic Diseases
Emerging Diseases
Hot Topics in Wildlife Medicine
Northern Species/Canadian Issues
Reports from the Field
Wildl. Health / Marine Ecosystem Health
Wildl. Health Programs/ World
Investigations
Reptile and Amphibian Medicine
Small Mammals/Carnivores
Gerontology
Reproductive Tech., Contraception
Case Reports
Ethics
Large Mammals/Hoofstock
Imaging
Master Classes
Primates
Infectious Diseases
Avian Medicine
Nutrition
Posters
Conservation Medicine/Field Reports
Reptiles/Amphibians
New Surgical Techniques
West Nile Virus in New York
Large Mammals/Ungulates
Immunology/Clinical Pathology
Small Mammals/Carnivores/Primates
Pathology
Nutrition
New Diagnostics
Case Reports/Practice Tips
Case Reports
Avian
Infectious Disease
Environmental Issues/Facilities Design
Suedmeyer
Harms
Pye
Harrenstien
Bryant
Duncan
Finnegan
Gamble
Fisher
Wild
Crawshaw
Karesh
Work
Jessup
Denver
Raphael
Ramsay
Brown/Armstrong
Junge
Lewandowski
Blumer
Stetter
Barrie
Ramer
Kennedy-Stoskopf
Backues
Barbiers
Weston
Deem
Schumacher
Bennett
Cook
Radcliffe
Poet
Mangold
Cowan
Edwards
Cranfield
Clippinger
Gage
Tell
Gulland
Stoskopf
Van Bonn
Whitaker
Pye
Frasca
Boehm
Reidarson
Stetter
62
2001
2002
2003
Toxicology, Pharmacology, Therapeutics
Training Innovations, Home/Abroad
Preventive Medicine/Herd Health
Posters
Reptiles and Amphibians
Avian
Environmental Activism
Aquatics
Case Reports/Practice Tips
Anesthesia
In Situ Projects/Reports
Clinical Pathology
Natl. Assoc. Zoo Wildlife Veterinarians
Zoo Crisis Management
Nutrition
Small Critters
Megacharismatics
Posters
Carnivores
Behavior, Training, Enrichment
Pathology
Avian Medicine
Case Reports
Hoofstock
Reproduction/Contraception
Conservation Medicine
Biomaterial Banking
Reptiles and Amphibians
Aquatics
Primates
Emerging Diseases
Posters
Nutrition
Reptiles and Amphibians
Advances in Technology and Diagnostic
Testing
Aquatics and Marine Mammals
Avian
AZA Programs: SSP/TAG Veterinary
Advisor Updates
Carnivores and Small Mammals
Case Reports and Practice Tips
Conservation Medicine
Emerging Diseases
Teare
Bush
Ball
Helmick
Carpenter
Reed
Reichard
Lloyd
Done
Larsen
Ramsay
Miller
Jessup
Shellabarger
Limoges
Clyde
Denver
Helmick
Collins
Bicknese
Kinsel
Norton
Gamble
Atkinson
Loskutoff
Armstrong
Ryder
Crawshaw
Greenwell
Weber
Miller
Helmick
J. Carpenter
Gilardi
Smith
Young
Willette
Kreeger
Karesh
Edwards
Dumonceaux
Schlegel
Ramsay
Haulena
Knightly
Barbiers
Murray
Lanthier
S. HernandezDivers
M. Miller
Whiteside
63
2004
2005
Hoofstock
Hospital Administration and Leadership
Pathology
Pharmacology
Posters
Primates
Theories and Practices of Vaccinology
Anesthesia and Immobilization
Animal Health and Applied Conservation
for California Ecoregion
Conservation Efforts on Marine Species
Disease Ecology and Epidemiology
Emerging Diseases
Health Issues of Captive Propagation and
Translocation Projects
Management of Introduced Exotics,
Invasive Species and Pests
New Technology and Conservation
Applications
Pathology
Posters
Wildlife Law, Ethics, and Policy
Avian Medicine
AZA, VAG, SSP
Carnivores and Small Mammals
Case Reports
Geriatric Medicine and Pain Relief
Hoofstock
Nutrition
Primates
Reptiles, Amphibians, and Aquatics
Posters
Anesthesia
Avian
Carnivores and Small Mammals
Case Reports
Herps/Inverts/Aquatics
Hoofstock and Megavertebrates
Legislative and Regulatory Issues
Pathology
Preventative Medicine, Reproduction, and
Contraception
Primates
Health Issues Associated with Mixed
Species and Complex Exhibits
Wolfe
Stetter
Agnew
Ketz-Riley
Dumonceaux
Williams
Zuba
Heard
Gilardi
Reidarson
Travis
Deem
Raphael
Hunter
Cook
Yochem
Hilton
Gulland
Mazet
Barker
HernandezDivers
McLean
Waltzer
Mulcahy
Lowenstine
Dumonceaux
D. Miller
Clippinger
Backues
Denver
Gamble
Fleming
Radcliffe
D. Schmidt
Rasmussen
Stamper
DiGesualdo
Citinio
Neiffer
Abou-Madi
Carpenter
Stetter
Paras
Klein
McAloose
Weber
E. Williams
DiGesualdo
Dierauf
Clyde
Robbins
M. Miller
Borkowski
Loskutoff
64
2006
2007
2008
Nutrition
Emerging and Zoonotic Diseases of
Captive and Free-Ranging Wildlife
Guidelines for Veterinarians Working
Abroad and Reports from the Field
Anesthesia
Animal Welfare
Aquatic Animals
Avian Medicine
Career Management & Options
Wolfe
Deem
Dierenfeld
Pappaioanou
Waltzer, Gilardi
HernandezDivers
Jeff Zuba
Doug Whiteside
Chris Bonar
Nancy Carpenter
Rita
McManamon/Amy
Shima
Carnivores & Small Mammals
John Sykes
Case Reports
Victoria Milne
Contraception
Ingrid Porton
Diagnostics & Imaging
Kathryn Gamble
Infectious Diseases
Susan Mikota
Information Technology & Bioinformatics Dalen Agnew
Megavertebrates
Ray Wack
Non-Infectious Diseases
Horace Walcott
Pain & Analgesics
Karen Kearns
Pathology
Dave Rotstein
Posters
Cindy
DiGesualdo/Jennifer
Chatfield
Primates
W. Kirk Suedmeyer
Reptiles & Amphibians
Charles Innis
Wildlife Conservation & Health
Steve Monfort/Scott
Larsen
Avian
Jean-Michel Hatt
Carnivores/Small Mammals
Curtis Eng
Case Reports
Zoli Gyimesi
Contraception & Reproduction
Marcelo de B. Vaz
Guimaraes/Sonia
Henandez-Divers
Ecototherms (Reptiles, Amphibians, Fish Ryan DeVoe
Large Mammals
Mads Bertelsen
Master Classes
Mary Denver
Media Relations, Animal Rights, Animal Kirk Suedemyer
Welfare, & the Law
Pathology
John Trupkiewicz
Primates
Ray Wack
Anesthesia
Kurt Sladky
Animal Welfare
Dave Miller
Aquatics
Caryn Poll
65
Avian
Carnivores/Small Mammals
Case Reports
Cutting Edge Procedures
Infectious Disease
Large Mammals
Master Classes
Notes from the Field & Conservation
Medicine
Pathology
Pharmacology, Toxicology, Therapeutics
& Reproduction
Posters
Primates
Species Survival Plan & Taxon Advisory
Group Updates
Ellen Bronson
Gwen Myers
Julie Napier
Carlos Sanchez
Sonia HernandezDivers
Clay Hilton
Janis Joslin
Peri Wolff
Kathleen Cosgrove
Kathryn
Gamble/Anneke
Moresco
Lauren Howard,
VikkiMilne, Jim
Rasmussen
Jennifer Langan
Gary Riggs
66
APPENDIX 12
Workshop Topics
Year
Topic
1994 Basic Herp. Medicine
Advanced Herp. Medicine
Herp. Necropsy/Pathology
Biotelemetry
Grant Writing
Introduction to Ultrasound
MedARKS: Intro/ Advanced
1995 TB:Wildl.,Game,Ranch,Zoo
Immobilization and Restraint
1996
1997
1998
1999
Intro. Computer Resources
Intro. Pulse Oximetry
Getting the most from your
Disaster Preparedness
Avian Surgery
Evaluating/Interpreting Zoo Diets
Cytology
Stress Management, Vets and Techs
Immobilization/Chem Restraint
Reptile Medicine
Elephant Foot Care
MedARKS Basics
MedARKS Records, Birth-Death
Intro. Zoologic Ultrasound
Avian Egg Incubation
Marine Mammal Medicine
Sea Turtle Medicine
Fish Medicine/Surgery
Writing for Publication
Getting Projects Funded
Endoscopy Techniques
Seeing Through your Radiology
Media Training
Diagnostic Microscopy
Chemical Immobilization
Conservation (SSP,TAG)
Advanced Phys./Chem Restraint
Chelonian Techniques/Surgery
Nutrition
Cardiology – Diagn./Therapeutics
Fluids, Electrolytes, Antibiotics
Instructors
Mader/Barten
Whitaker/Mader/Bennett
MacNamara/Bodri
Asa
Mosier
Stetter/Stefanacci
Wack/Teare/Mayer
Montali/Thorne/Miller/Bush/Boline
Hunter/Kreeger/Kock/Lance/Allen/Oterhuis/et
al.
Wack
Allen
MacNamara/Ullrey/Allen/Lowenstine/ et al.
Vogel/Miller/Ostrowski
Bennett
Dierenfeld
Munson
Schwartz/Schwartz
Kreeger
Mader
Osterhuis/Gage/Roochroft
Teare/Agnew
Teare/Agnew
Stetter/Poteet/Boland/Brunelli
Isaza/Kasielke/Stringfield
Driscoll/Gulland/Lowenstine
Driscoll/Stamper/Owens/Berzins
Lewbart
Stoskopf
Mosier
O’Brien
Silverman
Meehan
Campbell
Lance
Janssen/Miller
Blumer/Atkinson/Lance/Bush/Klein/Zuba
Divers/Stahl
Toddes/Michel/Graham/Sofka/Lintzanich
Hamlin
Chew/Hull/Rings
67
2000
2001
2002
2003
Thermography, Image Capt./Storage
External Skeletal Fixation
MedARKS Basics
MedARKS – Birth to Death
Zoo and Wildlife Pathology
Remote Anesthesia
Cervical TB testing Hoofstock
Conservation (SSP, TAG)
Beginning PowerPoint
Reproductive Techniques
Dentistry
Advanced Fish Med/Surgery
Alligator Restraint/Anesthesia
Field Sample Collect. Tech
Technical Writing
Fish Parasitology
Intro to Marine Mammals
Comparative Pathology
Disease Risk Assessment
Elephant Med/Management
Venomous Snake Techniques
Crocodilian Techniques
Chelonian Surgery
Zoo Vet Environ. Activism
Alternative Medicine
Enteral/Parenteral Nutrition
Wildlife Vet Careers
Wildlife Disease Investigation
Pharmacokinetics/Pharmacodynamics
Avian Disease Diagnostics
Zoo Wildlife Pathology
Dental Symposium
Fertility Assessment
Zoo/Wildlife Pathology
JZWM Associate Editor’s Workshop
Lasers/Small Exotic Animal Med
Zoo Dentistry Grand Rounds
Cranes
Anesthesia Monitoring/Ventilation
Microbiology
Emerging Wildlife Diseases
Primate Medicine 101
Water Quality: Theory, Analysis and
Interpretation
Tie In Fixators for Internal Fixation
Thompson
Dyce
Teare/Tabaka
Teare/Tabaka
Montali/Lowenstine
Amass/Drew
Essey
Janssen, Lamberski
Texidor
Andrews/Bavister/Leibo/Pope
Vincent/McCullar
Lewbart/Harms
Smith/Aguilar/Atkinson
Teare/Arnold
Carpenter/Stoskopf/Lauer
Arkush/Poynton/Frasca
Reidarson/McBain/Gulland/Haulena
Montali/Lowenstine
Seal/Armstrong
Lindsey/Isaza/Shulton/Fowler/Schmidt
Boyer/Boyer
Heard
Mader/Funk
Dierauf/Reichard/Strom/Steinhacker et al
Fleming/Coville
Edwards/Kirkham/Hanson
Jessup/Mazet/Kreeger/Lance
Kreeger/Fisher/Jessup
Hunter/Isaza
Ritchie
Montali
Scheels et al
Schaeffer/Hildebrant/Hermes/Walzer/et al.
Montali/Lowenstine
Amand/Lauer
Mader
Scheels
Hartup/Langenberg/Linn
Brunson
Dunker/Murray/Heidberg
Nol/Rocke/Olsen
Ramer/Langan
LaPointe/Mylniczenko
Redig
68
2004
2005
2006
2007
of Avian Long Bones
Advanced Ultrasound in Zoo
Medicine
Zoo/Wildlife Pathology
The Good, Bad, Ugly: Feedstuff
Evaluation and Quality Control
Toxic Plants and Mushrooms
Adapted Manual Restraint
Techniques in Hoofstock
Methods for Treating Toenail
Abscesses in Asian and African
Elephants
ACZM Ultrashort Course
Koala Veterinary Care Workshop
Very Basic Big Cat Medicine
Renal Medicine and Fluid Therapy
Zoo/Wildlife Pathology
Shark Medicine
Designing Pharmacokinetics Studies
for Zoo Species
Zootrition Software
Zoo/Wildlife Pathology
Gamete Harvesting
Great Ape Cardiology
Hoofstock Dentistry
13th Annual Zoo & Wildlife
Pathology Workshop
Bat Conservation, Medicine &
Surgery Workshop
Beak, Tooth & Tusk Repair
Biostatistics for the Clinical
Veterinarian
Diagnostic Fish Medicine
Elephant Medicine
Hoof Trimming
Manatee Husbandry
Reptile Neurology
Veterinary Thermography
14th Annual CL Davis Zoo &
Wildlife Pathology Workshop
Aquatic Invertebrates Medicine
Chelonion Endoscopy
Chronic Wasting Disease
Hildebrandt/Goeritz/Hermes/Fritsch/Fassbender/
Sage
Montali/Lowenstine
Maslanka/Lintzenich/Slifka/Schwenk
Hovda
Clippinger/Simerson
Oosterhuis
Sutherland-Smith/Kearns/Vitali/Pye
Armstrong/Gage
Fischer
Montali/Lowenstine/Munson
Mylniczenko/Zimmerman
Isaza/Hunter
Dierenfeld/Kearney
Lowenstine/Montali/Affolter
Luskotoff
Kutinsky/Murphy/Baitchman
Lowder
Drs. Dick Montali/Linda Lowenstine
Drs. Darryl Heard/Allyson Walsh
Drs. Dave Fagan/Jim Oosterhuis
Dr. Dan Ward
Drs. Ilze Berzins/Ruth Francis-Floyd/Shari
Hanson/Kathy Heym Kilgore/Roy Yanong/Lara
Croft
Susan Mikota
Dr. Jan Shearer
Dr. Dave Murphy/Bob Bonde
Drs. Doug Mader/Jeanette Wyneken
Drs. Mike Walsh/J.K. Waldsmith
Drs. Linda Lowenstine/Dick Montali/John
Cullen
Drs. Greg Lewbart/Dan Dombrowski
Drs. Stephen & Sonia Hernandez-Divers
Drs. Bryan Richards/Jonathan Sleeman
69
(Continued) Chronic Wasting Diseas
Clinical Aspects of Terrestrial
Invertebrates
Crisis Communication
Fish Endoscopy
2008
Hand-Rearing Workshop (NAG
Sponsored)
Hoof Trimming
Zoo Dentistry Fundamentals
15th Annual CL Davis Zoo &
Wildlife Pathology Workshop
Advanced Ultrasound Techniques
Avian Endoscopy
Marine Species Rehabilitation
Veterinary Thermography
Zoo Animal Welfare Round Table
Discussion
Walter Cottrell
Drs. Ryan DeVoe/Jim Wellhan
Jill Allread
Drs. Stephen & Sonia Hernandez-Divers/Vicky
Vaughn
Dr. Saral van Amstel
Dr. John Scheels
Drs. Dick Montali/Linda Munson; Invited
Moderator Dr. Richard Dubielzig
Drs. Mark Stetter/Jodi Matheson
Drs. Stephen & Sonia Hernandez-Divers
Drs. Lauren Palmer/Heather Nevill
Drs. J.K. Waldsmith/Mike Walsh
Dr. Joseph Barber/Ken Reniger/Kathleen
Garland
70
APPENDIX 13
Presidential Service Award Recipients
Year
2005
2005
2005
2005
2005
2005
2005
2006
2006
2006
2006
2006
2006
2006
2006
2006
2006
2006
2007
2007
2007
2007
2008
2008
2008
2008
2008
2008
2008
2008
2008
2008
2008
2008
Presidential Award Recipient
Douglas Armstrong -for serving as Host to the 2005 Joint Conference of the AAZV/AAWV/NAG
Sue Lyons/Darcy Schaff – for their many hours of on behalf of the 2005 Joint Conference of the
AAZV/AAWV/NAG
Thomas Curro - for organizing offsite activities of the 2005 AAZV Conference.
Eric Miller - for serving as Chair of the JZWM editor search committee
Naida Loskutoff - for serving as associate editor of the JZWM
Nadine Lamberski - for serving as Chair of the executive director search committee
Robyn Barbiers - for serving as associate editor of the JZWM
Dalen Agnue – for serving as Chair of the Information Resources Committee and as a member of the
Executive Committee
Wilbur Amand – for exceptional service during (and after) the office transition
Doug Armstrong – for serving as Treasurer and keeping the Association on track
Robyn Barbiers – for serving as Chair of the Mazuri Fund Committee
Sharon Deem – for serving as Chair of the Infectious Disease Committee
Sonia Hernandez-Divers – for serving as Chair of the International Committee
Donna Ialeggio – for her ongoing service to the organization by monitoring the Federal Register and other
legislative activities
Pat Klein – for serving as Chair of the Legislative and Animal Welfare Committee
Dave Miller – for his leadership on the Euthanasia Guidelines document
Eric Miller – for serving as Chair of the Editorial Board
Robyn Barbiers – for serving as Chair of the Mazuri Fund Committee
Eric Miller – for serving as Chair of the Editorial Board
Sharon Deem – for serving as Chair of the Infectious Disease Committee
Robyn Barbiers – for serving as Chair of the Mazuri Fund Committee
Dalen Agnue – for serving as Chair of the Information Resources Committee and as a member of the
Executive Committee
Curtis Eng – for exceptional service and tireless work serving as local host for the 2008 Conference
Deidre Fontenot – for organizing and facilitating the first ever Exotic Animal Medicine for the Clinical
Practitioner 2008
Deidre Fontenot – for serving as Chairperson of the Member Services Committee
Greg Fleming – for assisting in the organization of the Exotic animal Medicine for the Clinical Practitioner
Dave Baer – for serving as an Associate Editor for the Journal or Zoo and Wildlife Medicine
Mike Kinsel - for serving as an Associate Editor for the Journal or Zoo and Wildlife Medicine
Wynona Shellabrger – for serving as Co-Chairperson of the Public Relations Committee
Darryl Heard - for serving as an Associate Editor for the Journal or Zoo and Wildlife Medicine
Kay Backeus - for serving as Co-Chairperson of the Public Relations Committee
Scott Larson – for serving as Co-Chairperson of the Committee on Wildlife Health and Conservation
Nadine Lamberski – for serving as Chairperson of the Veterinary Standards Committee
Jan Ramer - for serving as Chairperson of the Veterinary Standards Committee
71
APPENDIX 14
Dolensek and Ullrey Award Recipients
Year
Dolensek Award Recipient
James W. Foster.
Wilbur B. Amand
Mitchell Bush
Murray E. Fowler
William Karesh
Werner Heuschele
Richard Montali
Linda Munson
R. Eric Miller
Michael Stoskopf
James Carpenter
Elizabeth Williams & E. Thomas Thorne
Mike Cranfield
Scott Citino
Mike Loomis
Year
Ullrey Award Recipient
Duane E. Ullrey
Ulysses S. Seal
Susan D. Crissey
William Lance
JoGayle Howard
Oliver A. Ryder
Bill Lasley
David Wildt
Linda Lowenstine
1991
1993
1994
1995
1997
1998
1999
2001
2002
2003
2004
2005
2006
2007
2008
1999
2001
2002
2003
2004
2005
2006
2007
2008
72
APPENDIX 15
Past Presidents
PAST PRESIDENTS
Patricia O’Connor Halloran
Werner Heuschele
Charles Gandal
Weaver Williamson
Patricia O’Connor Halloran
Lester Fisher
Gordon Hubbell
Paul Chaffee
Earl Schobert
Fred Soifer
Jack Brundrett
Murray Fowler
William Kirksey
William Boever
Robert Temple
William Satterfield
Wilbur Amand
William Rapley
James Foster
Emil Dolensek
Phil Robinson
Mitch Bush
Mary Mainster
Lee Simmons
Thomas Burke
J.C. Haigh
John H. Olsen
Richard Cambre
William Foster
Janis Joslin
Donald L. Janssen
Michael R. Loomis
R. Eric Miller
Peregrine L. Wolff
Robert A. Cook
James W. Carpenter
Michael Barrie
Scott Citino
Ray Wack
Randall Junge
Nadine Lamberski
Joseph Flanagan
Michele Miller
Ed Ramsay
Mary Denver
Tom Meehan
1946-1957
1958-1959
1960-1962
1963-1964
1965
1966-1969
1970
1971
1972
1973
1974
1975
1976
1977
1978
1979
1980
1981
1982
1983
1984
1985
1986
1987
1988
1989
1990
1991
1992
1993
1994
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
2004
2005
2006
2007
2008
73
APPENDIX 16
Editors – Journal of Zoo and Wildlife Medicine
Dr. Murray Fowler
University of California- Davis
1970 – 1987
Dr. James Carpenter
Kansas State University
1988 – 1992
Dr. Duane Ullrey
Michigan State University
1992 – 1994
Dr. Wilbur Amand
1994 – 2005
American Association of Zoo Veterinarians
Dr. Teresa Morishita
Ohio State University
2006-present
74
APPENDIX 17
Policy Manual Critique Sheet
Comments Regarding Overall Manual:
Comments Regarding Specific Sections (return appropriate pages with notations as needed)
Additional Topics to Include (Please provide details whenever possible)
1.
2.
3.
4.
5.
6.
Additional Details to include in Existing topics (please provide as much information as possible:
1.
2.
3.
4.
5.
6.
Submitted by: __________________________________________________________________
_________________________________Date:________________________________________
Please submit to:
Rob Hilsenroth., Executive Director
American Association of Zoo Veterinarians
581705 White Oak Road
Yulee, FL 32097
Fax: (904) 225-3289 ; email: RhilsenrothAAZV@aol.com
75
APPENDIX 18
AAZV WORKSHOP WETLAB LETTER OF AGREEMENT
I, ________________________________________________, agree to provide the
American Association of Zoo Veterinarians with up to two 4-hour workshops/wetlab sessions on
the subject of __________________________________________________________. The
sessions of the workshop wetlab given (one or two) will be held on the morning and afternoon of
___________, 2_____. The number of workshops/wetlabs given (one or two) will depend upon
the number of registrants. Compensation for the workshop/wetlab will include $400.00 per 4-hr
session (or $200.00 per instructor, maximum of two, if session is team taught) and two nights
hotel and per diem of up to $50/day for the primary and secondary instructors, but not
registration for the full conference. I understand that if I wish to participate in the full conference,
that I will be responsible for registering for it and paying the appropriate fees, unless a written
agreement to the contrary has been received from the Executive Director prior to the start of the
conference. Fees generated from this workshop are the sole property of the American
Association of Zoo Veterinarians.
76
APPENDIX 19
American Association of Zoo Veterinarians
Standard Operating Policy for the Use of Live Animals in
Workshops/Wetlabs
Draft: July 16, 1999; updated April 2, 2005
The primary role of a veterinarian is to promote and insure the welfare and well being of
animals. The American Association of Zoo Veterinarians (AAZV) recognizes and actively
supports the many roles of its membership in the preservation of life and conservation of all
species.
The AAZV recognizes that animals play a central and essential role in the education of present and future zoo and
wildlife veterinarians. Workshops and wetlabs that advance surgical and medical care of animals may at times
require the use of live animals. The AAZV believes that the use of live animals for educational purposes is a
privilege, that embraces professional, scientific, and moral obligations. In addition, the AAZV endorses and applies
the principles of refinement, reduction, and replacement in order to reduce or eliminate whenever possible, the use
of live animals in AAZV-sanctioned workshops and wetlabs. When alternatives to the use of' live animals are not
available, it is essential that humane care of animals is insured by instructors and all individuals involved in AAZVsanctioned workshops and wetlabs.
I. Policy Statements:
The AAZV Workshop and Wetlabs Animal Care and Use Sub-Committee (W-ACUSubC) is a subcommittee of the AAZV Legislation Animal Welfare Committee (LAW) and is composed of three
members to include the Chair and a second member of the LAW Committee and the AAZV
Workshop Coordinator.

The W-ACUSubC is responsible for receiving forms by June 1st reviewing and approving
or rejecting submitted forms by July 1st(assuming an October conference).

The AAZV W-ACUSubC may ask workshop/wetlab instructors for clarification on points
of concern on the AAZV Use of Live Animals in Workshops/Wetlabs Form or IACUC
Form. Workshop/Wetlab instructors must answer all questions posed to them within a
reasonable amount of time for a final decision to be made on their workshop/wetlab (prior
to deadlines for printing registration materials).
A. Responsibilities of the Conference Workshop/Wetlab Coordinator
a. To familiarize him/herself with international, federal, state, local, or institutional regulations that may
impact the use of live animals in teaching exercises
b. To forward pertinent information to :
 The workshop/wetlab instructors to assist in the design of teaching exercises
 The AAZV W-ACUSubC for review of workshop/wetlab proposals.
B. Role of the AAZV Executive Board (EB)
a. Will support the AAZV W-ACUSubC when rejection of a workshop or wetlab is recommended.
b. The AAZV EB reserves the right to reject workshops and wetlabs that are recommended by the AAZV
W-ACUSubC
77
II. Workshop and Wetlab Conduct – outline this section as suggested above to assist in better information
retrieval
The Conference Workshop/Wetlab Coordinator, instructor, and local host must work together to insure the adequacy
of physical space, materials, and equipment necessary for proper and efficient conduct of the teaching exercise.
Services, equipment, and supplies to meet routine or emergency needs must be available throughout the teaching
exercise.
A. Care of animals used in AAZV-sanctioned workshops and wetlabs will conform to guidelines set forth by the
most recent editions of:
a. National Institute of Health Guide for the Care and Use of Laboratory Animals
http://oacu.od.nih.gov/regs/guide/guidex.htm
b. The Animal Welfare Act of 1966 (Public Law 89-544), as amended by the Animal Welfare Act of 1970
(Public Law 91-579) and by the 1976 Amendments to the Animal Welfare Act (Public Law 94-279)
http://www.usda.gov/animal
c. Other guidelines relevant to species which may not be adequately considered in the preceding
documents http://www.nal.usda.gov/awic/legislat/usdaleg1.htm
B. Animal welfare considerations that Workshop and Wetlab planners should consider include:
a. Alternative methods of teaching which do not require the use of live animals (i.e., use of models,
simulations, AV materials, cadavers, etc.)
b. The number of workshops/wetlabs using live animals should be kept to a minimum and the exercises
selected to maximize the learning experience.
c. Instructors and all those involved should promote a sensitivity and concern among participants of the
need for humane care and treatment of teaching animals.
d. Procedures must avoid or minimize pain and distress in the teaching subjects.
e. Procedures that will cause more than momentary pain or distress must be performed under appropriate
sedation, anesthesia, and/or analgesia.
f. Multiple or repeated procedures on a single subject are discouraged unless performed during a single,
continuous anesthetic episode.
C. Disposition of animals used in the workshops and wetlabs:
a. Animals that may experience severe or chronic pain subsequent to workshop/wetlab procedures should
be humanely euthanized at the end of the procedure.
b. Non-survival teaching laboratories in which animals are anesthetized should not regain consciousness,
and are humanely euthanized at the conclusion of the workshop/wetlab.
c. Survival teaching procedures are discouraged and should be justified only if the learning experience is
significantly enhanced and the knowledge gained cannot reasonably be obtained in another way.
d. Techniques for euthanasia will follow the most recent guidelines established by the American
Veterinary Medical Association (AVMA) Panel on Euthanasia unless deviation for scientific reasons is
justified in writing by the instructor and approved by the AAZV W-ACUSubC. See details at
http://www.avma.org/resources/euthanasia.pdf
e. Carcass disposition should conform to all appropriate recommendations, guidelines, and laws.
III. Approval of the Use of Live Animals in AAZV Workshops/Wetlabs
Note– this section might be easier to read if provided in bullet form with some headingsA. Required forms- Instructors of AAZV workshops/wetlabs wishing to use live animals must complete
either:
a. AAZV forms
IACUC form from the institution where the workshops/wetlabs will be held
OR AAZV Use of Live Animals in Workshops/Wetlabs Form if the institution does not have an IACUC).
Website links: http://www.aazv.org/aazvapol.pdf (PDF format) or http://www.aazv.org/policy.htm (web
format).
78
[Editor NOTE: consider providing a copy of these links under the conference meeting /workshop link--you have to know to go to committees-LAW committee and then scroll down to find this—very
buried!****]
b. On-site Institutional ACUC-approved protocol
If an institution has an IACUC-approved protocol for a teaching laboratory/procedure that replicates the
proposed workshop/wetlab, the Workshop Coordinator and LAW Committee may waive the requirement
for an instructor to complete a new form. Proof of the IACUC-approved protocol should be provided by
the instructor.
c.
These forms should address the following

Number and acquisition of live animals including the participant:animal ratio

Pre-wetlab transport, management, husbandry, and enrichment of live animals

Proposed elements of the teaching exercise including restraint and anesthetic
techniques, non-invasive procedures, invasive procedures

Provisions for potential occupational health concerns

Provisions for analgesia

Procedures for euthanasia and carcass disposition following non-recovery
procedures

Post-procedure disposition of live animal subjects.
B. Justification of live animal use
All workshop and wetlab proposals should clearly justify the particular value of animal use as part of the
workshop or wetlab, whether it is demonstration of a known phenomenon or acquisition of practical skills. In all
cases, instructors must show that consideration was given to alternative approaches to attaining the desired
educational objectives.
C. Form submission
Completed ACUC forms must be submitted to the AAZV- WACUSubC of the Legislation and
Animal Welfare Committee by June 1st prior to the date scheduled for the conference workshop
or wetlab (or 4 months prior to the date of the AAZV conference if held in a month other than
October).
79
IV.Checklist of Responsibilities for Workshops Using Live Animals – consider replacing round bullets with box
bullets that folks can actually check off as needed; add spaces between items to allow individual tasks to “pop”;
consider placing this on a separate page
A. Duties of Conference Workshop/Wetlab Coordinator
a. Identify all potential workshops/weblabs that may involve the use of live animals
b. Provide instructors with copy of AAZV Policy for the Use of Live Animals in Workshops/Wetlabs
c. Familiarize him/herself with international, federal, state, local, or institutional regulations that may
impact the use of live animals in teaching exercises. Forward pertinent information to workshop/wetlab
instructors and AAZV W-ACUSubC.
d. Ensure that all IACUC forms have been received by June 1st deadline
e. Distribute copies of IACUC forms to W-ACUSubC (LAW Chair) by June 5th
f. Serve as member of AAZV W-ACUSubC to evaluate lab proposals
g. Inform the AAZV Executive Board of proposed workshops/wetlabs using live animals and preliminary
recommendations for approval or rejection
h. Inform instructors of approval/rejection of workshop/wetlab by July 1st
i. Ensure the adequacy of physical space, materials, and equipment for lab
j. Ensure that workshops are conducts appropriately and animals are dispositioned according to all
regulations
B. Duties of Workshop/Wetlab Instructor
a. Investigate all possible alternatives for live animal use
b. Read and agree to abide by the AAZV Policy for the Use of Live Animals in Worshops/Wetlabs
c. Obtain pre-approved institutional IACUC form, if available; if not, fill out institution’s form or AAZV
Use of Live Animals in Workshops/Wetlabs Form
d. Submit form to Conference Workshop/Wetlab Coordinator by June 1 st
e. Adequately address any questions or issues that arise during review of proposal
f. Assist in planning lab to ensure the adequacy of physical space, materials, and equipment
g. Ensure that workshops are conducts appropriately and animals are dispositioned according to all
regulations
C. Duties of LAW Committee
a. Chair will serve as a member of the AAZV W-ACUSubC
b. Select one additional LAW committee member to review workshops/wetlab proposals using live
animals
c. Provide recommendations to workshop/wetlab instructor, conference workshop/wetlab coordinator, and
AAZV Executive Board regarding proposed workshop/wetlabs
D. Duties of Executive Board
a. Provide timely approval or rejection with appropriate feedback on all proposed workshops/wetlabs
using live animals to conference workshop/wetlab coordinator
V. References and Selected Reading
Academy of Surgical Research. 1989. Guidelines for training in surgical research in animals. J. Invest Surg. 2: 263268.
American Medical Association Council on Scientific Affairs. 1991. Use of animals in medical education. J. Am.
Med. Assoc. 266: 836 – 837.
American Veterinary Medical Association. 1987. Colloquium on Recognition and Alleviation of Animal Pain and
Distress. J. Am. Vet. Med. Assoc. 191(10): .
80
American Veterinary Medical Association. 1993. Report of the AVMA Panel on Euthanasia, J. Am. Vet. Med.
Assoc. 202: 229 - 249
Annual Welfare Information Center. List of Publications on a Variety of Topics, National Agricultural Library
Beltsville, Maryland.
Association of Avian Veterinarians. 1998. Policy Statement for the Humane Care and Use of Birds.
Bayne. K. 1998. Developing guidelines on the care and use of animals. Ann. N. Y. Acad. Sci., 862: 105 - 110 .
Chambers, J. N. 1986. Prospective peer review of animal use in teaching and research. J.V.M.E. 13: 5-7
Gambardella, P.C. 1986. The pros and cons of survival surgery in the teaching laboratory. J.V.M.E. 13: 13 – 14.
Institutional Animal Care and Use Committee Guidebook, Public Health Service, National Institutes of Health, NIB
Publication No. 92-3415.
Jakobsen, P.B. 1986. The use of animals in education. Acta Pysiol. Scan. 128 (Suppl. 554): 198 - 207.
Marlene-Russow, L. 1992. NIH guidelines and animal welfare. In: Biomedical Ethics Reviews, Humana Press.
Clifton. New Jersey.
National Library of Medicine. 1991. Pain, Anesthesia and Analgesia in Common Laboratory Animals
(Bibliography), Curr. Bibl. Med. Number 91-9, 1991.
National Research Council. 1996. Guide for the Care and Use of Laboratory Animals.
U.S. Congress Office of Technology Assessment. 1986. Alternatives to Animal Use in Research, Testing, and
Education, Government Printing Office. Washington, D.C.
81
APPENDIX 20
AMERICAN ASSOCIATION OF ZOO VETERINARIANS
Use of Live Animals in Workshops and Wetlabs
Request and Evaluation Form
Draft - 7/23/99, revised 4/02/05
All primary workshop/wetlab instructors who wish to use live animals for teaching purposes in AAZV-sanctioned
workshops/wetlabs must complete and sign this form for evaluation by the AAZV Workshops/Wetlabs Animal Care
and Use Subcommittee, if an institutional IACUC form has not been completed.
A. GENERAL INFORMATION
WORKSHOP/WETLAB TITLE:
DATE OF WORKSHOP/WETLAB:
INSTRUCTOR(S):
INSTRUCTOR(S) RELEVANT EXPERIENCE:
VETERINARIAN RESPONSIBLE FOR ANIMAL HEALTH:
NON -TECHNICAL SUMMARY: Using lay terminology, prepare a typed abstract of the laboratory or
demonstration portion of this course, which utilizes animals, and its significance and rationale. Avoid technical
jargon and define abbreviations with their first use. Do not exceed one double-spaced typed page.
ANIMAL SPECIES USED IN LAB:
Species
Number
ARE PERMITS NECESSARY?
Age
YES
Sex
NO
Weight
If yes, please attach a copy of permit
LOCATION WHERE ANIMALS WILL BE HELD BEFORE WORKS HOP/WETLAB:
DURATION OF HOLDING PERIOD:
Source
82
DESCRIBE PRE-WORKSHOP/WETLAB ANIMAL MANAGEMENT, HUSBANDRY, AND
ENRICHMENT:
DISPOSITION OF ANIMALS AFTER WORKS HOP/WETLAB:
CRITERIA FOR REMOVING ANIMALS FROM WORKS HOP/WETLAB:
B. ANIMAL WELFARE
Please indicate the anticipated student/animal ratio for this lab and JUSTIFY THE NUMBER OF ANIMALS TO
BE USED IN THIS LAB in terms of students per lab/demonstration.
RATIONALE FOR USING ANIMALS: Describe the specific rationale for using animals in this lab. Include
considerations given to alternative methods to use of animals, such as videotapes, artificial models, computer
simulations, etc. for use of the species selected.
RATIONALE FOR USE OF A PARTICULAR ANIMAL SPECIES: Why have you selected die particular
species proposed for this workshop/wetlab?
PAIN OR DISTRESS: Will the procedures described in the protocol inflict more than momentary or slight pain or
distress, i.e. pain in excess of that caused by injections or other minor procedures?
YES
NO
The USDA (Policy 41-71) requires the Principle Investigator to provide a written narrative of sources consulted to
determine whether alternatives or refinements exist to procedures that cause more than momentary pain or distress.
Any procedure requiring use of anesthetics, analgesics, or tranquilizers (i.e. surgery prolonged restraint, etc.) must
be answered YES.
A.
If YES, how will the pain or distress be recognized?
B.
If YES. describe the measures taken to alleviate or minimize more than slight pain or distress, or
justify why such measures will not be taken.
C.
If YES, the minimal written narrative should include:
1.
The databases searched or other sources consulted. Examples of sources:
biological abstracts, Index Medicus, Medline, CRIS. Animal Welfare
Information Center (AWIC)
2.
The date of the search and years covered by the search.
3.
Key words and/or search strategy used.
4.
A narrative written in such a way that the AAZV Animal Care and Use Sub-committee
can readily assess whether the search topics were appropriate and whether the search was
sufficiently thorough. A sample narrative statement could be as follows:
“I have considered alternatives to the use of (identify the painful procedure) and have found
none that are available. The database(s) searched included a (list the date of the search)
search of (list databases) for the years (list the range of years searched) of the words (list the
83
key words searched).”
DUPLICATION OF TRAINING: Does the proposed training duplicate any previous work?
YES
NO
If YES, explain why it is necessary to replicate work.
C. OCCUPATIONAL HEALTH AND SAFETY
WILL THIS WORKSHOP/WETLAB INVOLVE USE OF:
1.
Animals with potential zoonotic disease (i.e., Salmonella, rabies. Q fever. etc.)?
YES
2.
NO
Hazardous chemicals (including drugs such as etorphine)?
YES
3.
NO
Biological hazards (including venomous animals)?
YES
4.
NO
Radiation or isotopes?
YES
5.
NO
Animals likely to evoke allergic response (i.e., rodents, rabbits)?
YES
NO
For each YES answer, explain what procedures will be taken to minimize/eliminate risk and inform participants of
potential hazards.
D. ANESTHESIA, ANALGESIA, TRANQUILIZERS, ETC.
W ILL ANESTHETIC, ANALGESIC, OR TRANQUILIZING AGENTS BE ADMINISTERED?
YES
NO
If YES, complete this section:
Species
Drug
Dose
If YES, how will anesthesia be monitored? By whom?
WILL PARALYTIC DRUGS BY USED?
YES
NO
Route
Duration
Performed by
84
If YES. describe procedures and justify the need to use paralytics:
E. EUTHANASIA:
WILL THE ANIMALS USED IN THE WORKSHOP/WETLAB BE EUTHANATIZED?
YES
NO
If YES, complete the information below:
Species
Drug/Procedure
Dose
Route
Performed by
Personnel
Qualifications
DESCRIBE DISPOSITION OF CARCASSES AFTER EUTHANASIA:
F. PROTOCOL DESCRIPTION:
NON-SURGICAL PROCEDURES:
WILL THIS WETLAB/WORKSHOP INVOLVE:
A.
Blood or other body fluid withdrawal, injections. sample collections (cultures. washes, etc.)
YES
NO
If YES, describe all methods in detail, including injection/collection sites, area prep, needle size,
volume collected, amount injected, etc:
B. Physical restraint or restraint with mechanical devices?
YES
NO
If YES, describe device, duration, observation frequency, and methods used to prevent stress/distress:
C. Endoscopy, ultrasound, fluoroscopy, etc.?
YES
NO
If YES, describe all procedures and manipulations in detail:
D. Behavioral manipulations?
YES
NO
If YES, describe methods in detail, including use of aversive stimuli and duration and frequency of test
85
periods.
E. Other non-surgical procedures?
YES
NO
If YES, please describe all procedures in detail:
G. SURGICAL PROCEDURES:
WILL SURGERY BE CONDUCTED ON WORKSHOP/WETLAB ANIMALS?
YES
NO
If YES, will surgical procedures be:
SURVIVAL
NON-SURVIVAL
If surgical procedures are to be SURVIVAL or MULTIPLE SURVIVAL, please give
justification and describe final disposition of animals:
WILL ANIMALS BE FASTED?
YES
NO
If YES, Duration of fast:
WILL ACCESS TO WATER BE RESTRICTED?
YES
NO
If YES, for how long?
CHECK ALL TECHNIQUES/MATERIALS THAT WILL BE USED:
Sterile instruments
Sterile gloves
Cap and mask
Sterile gown
Sterile operating area
Clipping or plucking hair/feathers
Sterile skin prep
DESCRIBE EACH SURGICAL PROCEDURE in detail, including approach, surgical manipulations, and
methods of closure:
IF ANIMAL(S) WILL RECOVER, PROVIDE DETAILS ON RECOVERY PROCEDURES. Include type and
frequency of post-op observations, and name individual(s) providing post-op care and maintaining records:
86
ARE ANALGESICS USED PREEMPTIVELY OR POST-OPERATIVELY?
YES
NO
If YES, provide frequency and duration of analgesic use. Describe signs used to determine post-op pain and
discomfort.
If NO, provide scientific justification for not using them.
H. OTHER COMMENTS:
SIGNATURES:
_______________________________
Principal Instructor
__________
Date
_______________________________
W-ACUSubC Chair
__________
Date
_______________________________
Executive Board Representative
__________
Date