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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 September 30, 2013

You have the option of printing your poster for pickup when you arrive in Boston. Go to http://submissions.miracd.com/ASHG2013/PosterLogin.aspx to upload your poster. A separate email will also be sent to poster authors about this service by Mira Digital Printing. You can also email the company directly at ASHG2013@mirasmart.com.  The cost is $50 per poster, plus $25 shipping, and the deadline for uploading your poster files is September 30, 2013.

 

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 we can include a notification 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. View “Preparing Effective Postersfor further instructions.

 

 

 


 

 

 

Program/Abstract/Board Number

The letter 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 or 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, October 23  
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
10:30 am–12:30 pm Poster Session I (Wednesday Authors Present)
10:30 am–11:30 am (odd poster board numbers; author must be present)
11:30 am–12:30 pm (even poster board numbers; author must be present)
   
Thursday, October 24  
10:00 am–4:30 pm  Posters available for general viewing
10:30 am–12:30 pm Poster Session II (Thursday Authors Present)
10:30 am–11:30 am (odd poster board numbers; author must be present)
11:30 am–12:30 pm (even poster board numbers; author must be present)
   
Friday, October 25  
10:00 am –2:00 pm Posters available for general viewing
10:30 am–12:30 pm Poster Session III (Friday Authors Present)
  10:30 am–11:30 am (odd poster board numbers; author must be present)
11:30 am–12:30 pm (even poster board numbers; author must be present)
2:00 pm – 2:30 pm All authors remove posters from boards
  You will not have access after to the poster area after 2:30 pm
2:30 pm

Exhibit Hall and Posters closed.

 

 


 

 

Important Poster Presenter Information

  • As part of your presentation, ASHG requires disclosure of gene names and sharing of 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 October 2013). 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 2013 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). A very limited number of pushpins will be 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 2:30 pm on Friday.

  • Click HERE for a suggested format for abstract citation.

 


 

 

Photography Camera/Recording Policy

Attendees are strictly prohibited from using cameras, including mobile phone cameras, and all other recording devices in all meeting session rooms, on the Exhibit Hall floor, and in all poster/oral presentations.This means that attendees are not permitted to take pictures or videos of speaker slides, posters, or exhibit booths. Attendees not adhering to this policy may be asked to leave the room and will be asked to delete all pictures or videos already taken; additional action may be taken with repeated or egregious offenders. When registering, you indicated that would adhere to this policy.

 

 

Contact Meeting Management

 

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