ABSTRACTS: Presentation Guidelines

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ABSTRACTS: Presentation Guidelines

Meeting Organizers

Tin Tin Su, Chair
Gio Bosco
Pamela Geyer
Noah K. Whiteman

Oral Presentations

In addition to invited speakers, the organizers will select abstracts for oral presentations, basing their selections on several criteria, including research area, scientific impact, and laboratory representation. Authors indicate their preference for either an oral or poster presentation when they submit their abstract. Note, however, that the Program Committee will decide the final designation of oral or poster presentations.

Because oral presentation requests far exceed the number of slots available, all authors should be prepared to present a poster if their abstract is not selected for an oral presentation.

Each oral presentation will be limited to a 12 minute presentation, with an additional three minutes for questions and answers.

To fairly accommodate the large number of requests for oral presentations, authors presenting a talk in a session may not present the same work in a workshop. Any author offered slots in both forums is expected to decline or withdraw from one.

Standard equipment provided in each plenary, workshop, and platform session room includes an LCD data projector, screen, lectern, pointer, and microphone.

With the exception of workshop speakers, all other speakers (plenary, platform, award, etc.) must upload their presentation online at least one day in advance of their session. It is not possible to load your presentation directly in the meeting room. There will also be a speaker ready room on site with technicians standing by to assist you. Because of the tight timing of over 200 presentations, it is critical that you come by and test your presentation and the equipment in the speaker ready room one day before your presentation. This will ensure a flawless presentation from the podium. All speakers will be sent details and reminders via e-mail. Speakers must arrive at the meeting room at least one hour in advance of the beginning of the session to become familiar with the equipment.

Workshop Presentations

Workshop speakers should coordinate with the workshop organizer(s) for instructions on their presentation.

Poster Presentations

Most submitted abstracts will be scheduled as posters. Presenters must present their posters at multiple sessions. All abstract authors who are not selected for a platform session MUST display a poster. This includes workshop presenters, who must still display a poster in their designated spot in the Exhibit Hall. You may not substitute a note directing people to the workshop. The poster area will be open on a 24-hour basis beginning on April 11, 2018 at 5 pm through April 14, 2018 at 4 pm in the exhibit and poster area. Posters may be mounted on boards beginning at 5 pm on April 11, 2018 and all must be in place by 11 pm. Posters must be removed by 4 pm on April 14, 2018. Posters that are larger than 3’8” tall by 2’10” wide will be removed. Please note that the posters should be formatted in a vertical (portrait) layout. GSA cannot be responsible for items left in the hall including but not limited to poster tubes, purses, backpacks, etc. Please keep personal items with you at all times.

All posters will be located in the exhibit and poster area at the conference site. You must be wearing your official meeting badge to gain entry to the exhibits and posters.

IMPORTANT: Poster Size and Format

Each presenter is allotted one-half of a 4' x 6' (height x width) board. That means you will have a useable space of 3'8" (111.8 cm) HIGH by 2'10" (86.36 cm) WIDE. Posters should be formatted in PORTRAIT/VERTICAL format. Posters using more space than allotted will be removed. The GSA staff, facility staff, and personnel breaking down the boards will not be responsible for posters left up by their authors. Work crews will remove posters that remain on the poster boards after 4 pm on April 14, 2018.

Poster sessions are scheduled as follows:

Thursday, April 12
  12:01 AM-11:59 PM Open Poster Viewing
  2:00 PM-3:00 PM Even-numbered poster authors must be at boards
  3:00 PM-4:00 PM Odd-numbered poster authors must be at boards
 
Friday, April 13
  12:01 AM-11:59 PM Open Poster Viewing
  9:00 PM-11:00 PM Open Poster Viewing with Cash Bar (authors encouraged to be at their board)
 
Saturday, April 14
  12:01 AM-3:30 PM Open Poster Viewing
  1:30 PM-2:30 PM Odd-numbered poster authors must be at boards
  2:30 PM-3:30 PM Even-numbered poster authors must be at boards

As shown in the list above, authors have been assigned specific timeslots during which they are expected to be at their poster for discussion. Additional poster times have also been scheduled during which authors may choose to be present at their posters.

GSA will also place a number on your poster board. That number should NOT be moved. If the number is moved or removed, your poster will not be considered for the poster board competition.

Posters should NOT be removed before 3:30 pm on April 14. If you need a poster for another presentation you should have a duplicate poster prepared.

If you do not want photos taken of your poster, you should add this icon to your poster.

Poster presenters that either do not attend their poster at the designated time/s and/or do not display their poster will be excluded from submitting abstracts to future meetings. Posters may not be displayed for abstracts that have not been submitted and approved.

Preparing Effective Posters

Here are some tips for ensuring your poster presentation is effective:

  • PLAN: An effective poster requires careful thought and preparation. It is not sufficient to enlarge an abstract and add a few figures. First identify your one, two, or three principal messages. Then work out the most effective way to convey those points and choose a headline to help highlight each message. Your poster should be self-explanatory so that you are free to answer questions and expand on particular points.
  • TEXT: Your poster text should be easily readable and the design well organized. Use a type size that can be read easily at a distance. Text that is too small is the most common problem in poster design. Keep the text succinct.
  • GRAPHICS: Summarize current research with clear and self-explanatory graphics: charts, tables, micrographs, diagrams etc. Simple use of color can add emphasis.
  • TITLE: Prepare a heading at the top of your poster indicating the abstract title, authors, and affiliations. Make the title large enough to be read easily from a reasonable distance (~ 4 feet). Authors may opt to include a picture of themselves to allow people to find them to discuss their work after the day of their presentation.
  • METHODS: Details of methodology should be brief and placed at the end of the legend.
  • CONCLUSION: Many successful posters provide a bulleted list of conclusions and questions raised.
  • REFERENCES: Some references should be provided, but they need not be as extensive as those in papers.

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