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Instructions for Poster Author Presentations

 

 

By following the important instructions and guidelines below, your poster presentation will go smoothly. Please read all information carefully BEFORE coming to the meeting.

 

Before you Travel

In case your poster does not arrive, we suggest poster authors take a smaller version of their presentation on 8½"x11" paper and take a copy of the presentation on a USB drive so that it can be printed on site.  Many airlines are now requiring that poster tubes be checked rather than brought as “carry-on” luggage. Please check with your airline prior to traveling.

 

Poster Printed, Laminated and Ready for Pickup at the Meeting: Deadline October 2, 2012
You have the option of printing your poster for pickup when you arrive in San Francisco. A separate e-mail will be sent to poster authors about this service by Mira Digital Printing. You can also e-mail the company directly at ASHG2012@mirasmart.com.  The cost is $50 per poster, plus $25 shipping and the deadline for uploading your poster files is October 2, 2012.

 

If you are unable to present on the day assigned, please ask a co-author or colleague to present on your behalf and notify the ASHG Management Office at ashgmeetings@ashg.org of the presenter change so that a notation can be included in the program addendum. We do not accept requests to change the day of presentation and it is no longer possible to withdraw your abstract.

 


 

Preparation for your Poster Presentation

Each author will share a 6’ poster board with one other author, and each will have a useable area measuring 2'10" (86.36 cm) wide x 3'8" (111.8 cm) high. This is a portrait/vertical format. Poster materials may not extend outside the assigned half-board. Click on the “Preparing Effective Posters link for further instructions.

 

 

Design of effective posters requires careful thought and advance preparation. It is not sufficient to enlarge an abstract and add a few figures. When planning a poster, the first task is to identify the one, two, or three principal messages you have to convey. Then work out the most effective presentation and choose a headline to help highlight each point. Poster presentations should be designed to summarize current research in graphic forms: charts, tables, graphs, pictures, etc. Your poster should be self-explanatory so that you are free to supplement and discuss particular points raised in inquiry. The following suggestions will help in preparing effective posters.

 

Mounting and Arranging Materials

  • Prepare a heading at the top of your poster indicating the abstract title, authors, and affiliations.

  • Lettering should be at least 1" (2.54 cm) high.

  • Materials should be mounted on thin, colored poster paper or cardboard and mounted on the poster board with push pins that will be provided.

  • Arrange materials in columns.

Illustrations

  • Remember that your presentation must be readable from distances of at least 3' (91.44 cm). Keep visual materials simple and clear.

  • Detailed information should be provided in smaller type below the heading. Details of methodology should be brief and should be placed at the end of the legend.

  • Simple use of color can add effective emphasis.

  • Audiovisual equipment is not permitted in the poster board area.

  • Do not write or paint directly on the poster boards.


 

Program/Abstract/Board Number

The letters W, T, or F of the program/abstract/board number indicates the day (i.e., Wednesday, Thursday or Friday) on which authors present their work. The number indicates the board you are to use for displaying your poster. Posters should remain on the boards for all three days.

 


 

Poster Mounting and Removal

Authors must put up and take down their posters according to the schedule below. Authors must be present at the assigned board based on their odd and even abstract/program/board number, and must remain at their boards for the duration of their scheduled presentation times. Posters should remain on the boards for all three days.

 

Wednesday, November 7
10:00 am–10:30 am All poster authors (Wednesday, Thursday and Friday) place posters on boards
  Note: Posters should remain on the boards for all three days.
10:00 am–4:30 pm Posters available for general viewing
2:15 pm–4:15 pm Poster Session I (Wednesday Authors Present)
  2:15 pm–3:15 pm (odd poster board numbers; author must be present)
  3:15 pm–4:15 pm (even poster board numbers; author must be present)
   
Thursday, November 8
7:00 am–4:30 pm Posters available for general viewing
2:15 pm–4:15 pm Poster Session II (Thursday Authors Present)
  2:15 pm–3:15 pm (odd poster board numbers; author must be present)
  3:15 pm–4:15 pm (even poster board numbers; author must be present)
   
Friday, November 9
7:00 am–4:30 pm Posters available for general viewing
2:15 pm–4:15 pm Poster Session III (Friday Authors Present)
  2:15 pm–3:15 pm (odd poster board numbers; author must be present)
  3:15 pm–4:15 pm (even poster board numbers; author must be present)
4:15 pm – 4:30 pm All authors remove posters from boards
  You will not have access after 4:30 pm to take down your poster.
4:30 pm Exhibit Hall and Posters closed.

 


 

Important Poster Presenter Information

 

  • ASHG requires disclosure of gene names as part of your presentation and sharing research data so that findings can be replicated and other investigators with similar data can test findings against their own. Authors who do not provide gene names at the meeting will be subject to sanctions as determined by the Program Committee.
     
  • When presenting data and health information (including photos) all presenters must have informed consent compliant with human subjects and applicable HIPAA regulation.
     
  • Authors must disclose on their poster whether the abstract has been previously published (prior to November 2012). If the abstract has been previously published, authors should indicate the date and publication.
     
  • When preparing your poster, please check the poster size guidelines before printing (see above).
     
  • You must register and wear an official ASHG 2012 scientific meeting badge to gain admittance at any time to the poster areas. Unregistered guests (i.e., friends, co-workers, etc.) are not permitted to attend the poster sessions.
     
  • All poster boards will be pre-numbered. Please be certain to mount your poster on the correct board.
     
  • Remember to bring your own pushpins (in your checked luggage). We will have a very limited number of pushpins available at the meeting.
     
  • Do not leave personal materials or belongings under poster boards or in the poster area. ASHG is not responsible for any articles left in the poster area or elsewhere.
     

  • There is no access to the Exhibit Hall before 10:00 am on Wednesday or after 4:30 pm on Friday.
     
  • Click HERE for a suggested format for abstract citation.

 


 

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