Instructions for Posters


poster exhibition

Congratulations on your poster acceptance! You will receive a follow-up email in mid-September with specific instructions from our poster exhibition partner, Digital Acumen.

If you need assistance with the Poster upload site, please contact upload@scientificposters.com, and you will receive a prompt response. Be sure to include your poster title and/or presentation number.

Poster Display/Viewing: Friday through Sunday, November 8 – 10, 2019. Authors are not required to be present in the poster exhibit. You are encouraged to engage viewers through the online platform by recording an audio presentation of your work and by responding to direct messages sent through the online platform. In addition, you will have the opportunity to be present near your poster during the Poster Reception on Saturday night, if you wish.

Location: Chantilly Ballroom

Poster Awards: Awards will be presented designating the best poster in each clinical category. The Program Committee will select the poster winners. To be considered for an award, files must be uploaded to the ePoster site on or before Friday, October 11.

Set Up: Posters must be hung on Thursday, November 7 between 1:00 – 5:00 p.m.

Dismantling: Posters must be removed on Sunday, November 10 at 12:00 p.m. Remaining posters will be discarded.

New Mandatory Display Format for 2019: Posters will be displayed on new museum display panels. The required poster size and orientation is 42″ W x 46″ H (portrait orientation). Posters must not be larger, smaller or landscape orientation. Any posters that deviate from this specification will not be displayed on site at the AAHKS Annual Meeting.

Mounting: Velcro dots will be supplied for mounting. Contact information for the poster owner, including last name and poster number, should be placed on the back side of the poster in the upper left corner. Tape, glue, or other messy or permanent substances are not appropriate for use on the museum display panels. You will have the option to order a printing/hanging service when you upload your poster file online. AAHKS encourages use of this service to ensure the correct sizing, printing, shipping and mounting.

Tube storage: The AAHKS Shop can store your tubes or shipping material. Be sure tubes are clearly marked with your name and that you pick them up before Sunday.

Printing Your Poster: A professional poster printing service is available to all poster presenters. Your poster will be shipped onsite and affixed to the museum display panel for you. Use of this poster printing and hanging service is optional. You can order this service by logging in to the same website for ePoster uploads.

For poster prints of 42W x 46H, the price will be $85. In addition to the printing price, there is a shipping and handling charge which will range from $35-$115 (standard, rush, overnight), depending on how soon/late the prints are ordered. The posters will be printed, shipped to the meeting and hung on the board. There will be poster tubes left for take down, so that authors can bring them home if desired. The print deadlines will be posted on the ePoster submission site and will be included in the emails addressing the ePosters.

Transporting: If possible, do not mail your poster unless it is addressed to you as a hotel guest where you are staying. It is best to hand-carry it to the meeting or use the printing/hanging/mailing service available through the ePoster website.

ePosters: In addition to a physical poster, all presenters are required to upload an ePoster. Posters should be in PowerPoint or PDF format and no more than 8 slides, excluding Title and Disclosures slides (first two slides). QR codes will be placed beside your printed poster to allow attendees with mobile devices immediate access to your abstract, poster and audio narration if provided.

The online viewer allows attendees to examine every detail of your poster while protecting content from download or re-use. The presenting author will receive a link and login credentials (email address and presentation number) from upload@scientificposters.com with instructions to upload the ePoster in mid-September.

Audio/Video Supplement to Poster: Presenting authors are encouraged to include a five-minute, pre-recorded audio or video file to accompany your poster presentation. You will be able to record your audio or video file on the ePoster website. The presenting author can upload audio/video after uploading and approving their ePoster using the same link, login credentials and instructions that are sent to them from upload@scientificposters.com. These are sent in mid-September. You will not be required to be physically present next to your poster for a live presentation.

Online Poster Forums: To enhance attendee interaction with authors, we have included a forums feature. While viewing an online poster, attendees may submit questions or comments to the author. The poster author may then either respond privately to the attendee or publicly by posting the comment and response in the forum displayed on the abstract page for that poster. In this way, other attendees viewing the online poster may read and benefit from the responses.

Food and Drug Administration Status: If a device or drug requiring FDA approval is included in the poster content, the poster must include the FDA clearance status of the medical devices and pharmaceuticals for the uses discussed or described. “Off label” uses of a device or pharmaceutical may be described so long as the lack of FDA clearance for such uses is also disclosed. Posters exhibiting a Class III device or pharmaceutical require signage indicating the FDA status of the product.

HIPAA Compliance: Ensure that your poster complies with HIPAA (Health Insurance Portability and Accountability Act) to protect a patient rights and confidentiality.

Commercialism: Funding of poster exhibits is limited to individuals, educational facilities and hospitals. Commercial funding is not allowed.

AAHKS does not assume any responsibility for poster content.

 

Elements of a Poster

  • Relevant Topic
  • Data displayed clearly and concisely allowing readers to make own interpretation
  • Photos, figures, diagrams, charts reflecting pertinent points
  • Findings and conclusions clearly discernible from the text
  • Useful information for clinical practice
  • Good science – case controlled study
  • Focused – makes a statement, offers proof, and draws conclusions
  • Legible – large enough print to be read 4-6 feet away
  • Quality – professional and appropriate for national scientific presentation
  • Definition of clinically meaningful problem
  • Hypothesis and purpose
  • Succinct take-home message in conclusion
  • Limited verbiage, use photos to substitute for words
  • State the problem, solution, work and results
  • Conclude only what data supports. Speculation is OK, but let the reader know what you speculate and what your data supports
  • Avoid abbreviations and acronyms without giving their full form

Artwork and Lettering

  • Creative artwork with an uncluttered layout will encourage attendees to stop and examine your poster presentation.
  • Use self-explanatory drawings, photos and charts to express ideas.
  • When captions are used, limit them to a couple of sentences.
  • Avoid USING ENTIRELY CAPITAL LETTERS IN ALL INSTANCES; otherwise the text will be too difficult to read.
  • Color is very useful for creating interest and accentuating specific parts of any presentation.
  • Use only a few common colors.
  • Generally, it is best to use light lettering (e.g., white, yellow, golden yellow, ivory, light blue, cyan) on dark backgrounds (e.g., royal blue, navy blue, teal green, forest green or purple). Colors like red, magenta, and orange can work well, as accents, but they are too “hot” for use over large areas of a display.
  • Fluorescent colors, while eye catching, do not carry the professional image you want to project.
  • Most importantly, make sure the color combinations you select are visually appealing.