Poster Presenter Resources

Poster Presenters must register for the ASHG 2020 Virtual Meeting in order to present your work and have your abstract included in the online program. All electronic posters are required to be uploaded prior to conference and will be available to attendees through the virtual poster platform and twelve months after. Abstracts for posters will be available starting September 8 via the ASHG 2020 Online Program Planner.

ePoster Gallery: Submission Upload Deadline – October 6, 2020 (click here to upload your poster)

Embargo Policy

ASHG aims to encourage presentation of the latest findings and enable responsible and quality reporting of those findings by press in attendance. To this end, all posters, presentations, symposia, and scientific and invited sessions at the ASHG 2020 Annual Meeting will be embargoed until the date and start time of their presentation at the meeting. This means that press registrants may not publish any information about work being presented at the meeting until the date and start time of the presentation. This policy helps ensure that all reporters have access to the same, up-to-date and complete information when researching and writing their articles.

Poster Presenter Disclosure Information

Disclosure information for poster presenters should be included in each ePoster. Please use the ASHG Branded Template [required]. You may edit the font size and layout of each slide as needed; do not remove ASHG branding or adjust template border/logo colors.

Poster Preparation Information, File & Format Types

Posters will have the option of submitting a pre-recorded multi-slide PowerPoint presentation (presentation cannot be longer than 3 minutes) or an ePoster with an audio narration to accompany the ePoster (narration cannot be longer than 3 minutes).

Poster Options and File Format Types:

  1. ePoster (poster & disclosure slide) only (no narration) = .PDF File Format Only
  2. ePoster (one poster slide) with 3-minute audio narration = .MP4 File Format Only
  3. Multi-slide PowerPoint Presentation = .MP4 File Format Only

This year posters will be available in an ePoster format in the ePoster Gallery. This year, presenters may also record an audio narration to accompany their ePoster.

Posters will have the option of submitting a pre-recorded multi-slide PowerPoint presentation (presentation cannot be longer than 3 minutes) or an ePoster with an audio narration to accompany the ePoster (narration cannot be longer than 3 minutes).

ePoster Only

  1. Create your electronic ePoster in PowerPoint (poster & disclosure slide only) See ePoster design requirements below.
  2. Use the ASHG Branded Template [required]. You may edit the font size and layout of each slide as needed; do not remove ASHG branding or adjust template border/logo colors.
  3. Save your ePoster as a .PDF

ePoster with audio narration

  1. Create your electronic ePoster in PowerPoint (poster & disclosure slide with narration) See ePoster design requirements below.
  2. Use the ASHG Branded Template [required].
    1. You may edit the font size and layout of each slide as needed; do not remove ASHG branding or adjust template border/logo colors.
    2. Please place the sound symbol on a corner of the slide.
  3. Create an audio narration (maximum 3 minutes long) presenting your poster. How-to instructions can be found here. For a video walk through on how to add or record audio, please click here. Tips for editing the audio recording can be found below.
    • Time will be strictly enforced so be sure your talk fits in the three-minute time frame. If your video goes beyond three-minutes, it will be stopped no matter where you are in your presentation.
  4. File must be in an .MP4 format.

Multi-Slide Presentation

  1. Create your multi-slide PowerPoint presentation (narration with up to 12 slides maximum; excluding the disclosure slide) See ePoster design requirements below.
  2. Use the ASHG Branded Template [required].
    1. You may edit the font size and layout of each slide as needed; do not remove ASHG branding or adjust template border/logo colors.
    2. Please place the sound symbol on a corner of the slide.
  3. Record Slide Show (maximum 3 minutes long presentation). How-to instructions can be found here. For a video walk through on how to add or record audio, please click here.
    • Time will be strictly enforced so be sure your talk fits in the three-minute time frame. If your video goes beyond three-minutes, it will be stopped no matter where you are in your presentation.
  4. File must be in an .MP4

ePoster Design Requirements

  • ePosters can be created using the traditional single PowerPoint slide.  For reference, use the ASHG Branded Template. For a video walk through on how to add or record audio, please click here.
  • REMINDER! Disclosure information for poster presenters should be included in each ePoster.
    • Disclosures: A statement MUST be included as to whether there are any financial disclosures. All financial disclosures MUST be prominently displayed on the bottom right-hand corner of the poster. If there is nothing to disclose, specify “Nothing to Disclose”.
  • ePoster layout – Your ePoster should be laid out in landscape style. 16:9 is the preferred aspect ratio. This is now the default aspect ratio in the newer versions of PowerPoint. If you’re using PowerPoint 2010 or older, you will have to change the aspect ratio from 4:3 to 16:9. (Design tab -> Page Setup -> “Slides sized for:” -> Choose “On-screen Show (16:9)”)
  • Lettering must be at least 3/8 inch (40-point type). Large (14-point) type must be used for typed material. Type must be easily read at a distance of 4 feet. Figure legends are essential and must be short, but informative.
  • Title/Author: The abstract title and author(s) must be prominently displayed in 1 inch (104-point) typeface at the top of your poster or on a piece of paper placed above your poster.
  • File name – To avoid any compatibility problems, please do not use special characters (e.g. «, Ö,
  • Ø, ñ, ε, ®, ý, }, {,etc.) to name your file. Do not use passwords or encryption with your files.
  • Flash animations & macros – Please refrain from using macros and flash animations, as they are not coompatable.
  • Format – ePoster upload files will be accepted in PDF or MP4 format only.
  • Template – Please find an ePoster template here: PDF template
  • Additional suggestions: Limit your ePoster to the essential data that stimulates informal discussion, rather than providing a complete, long presentation. A short introduction and summary of conclusions may be helpful.

How to upload your files in the Presentation System

Poster File Format Type Reminder:

  1. ePoster (poster & disclosure slide) only (no narration) = .PDF File Format Only
  2. ePoster (poster & disclosure slide) with 3-minute audio narration = .MP4 File Format Only
  3. Multi-slide PowerPoint Presentation = .MP4 File Format Only

Step 1: Login to the Participant Portal beginning the week of September 21.

Step 2: Upon entering the system you will see a “Presentations/ePoster Upload” tab at the top of the screen. Click on the tab, and then click your presentation title to start the upload process.

Step 3: You will see all presentations available to you for upload. At this point, you can click the red “Upload” button to upload your presentations. Once the upload is complete, a green “Edit Files” button appears next to the title. It can be clicked to download the file for editing or to delete the file.

Important Note: When uploading your presentation you are agreeing to publish your presentation and recording. Please make sure that you remove any confidential data that you do not want shared with the public (for example, data behind tables/graphs, speaker notes, emails) before submitting them for uploading on the online program.

ePoster Tips

Your ePoster should quickly orient the audience to the subject and purpose of your study. Here are some suggestions that may be helpful for the preparation of your poster:

  • Your poster should be easy to comprehend, provide a clear message, and a logical layout.
  • Make sure that the specific sections (such as the background, methods, results and conclusions) are easy to locate on the poster.
  • Design the individual sections of your poster so that they can be quickly read; avoid large blocks of text.
  • Supporting images (such as graphs, tables, illustrations, photographs) can be very helpful and are often necessary to display results. Make sure that the images are easy to understand.
  • Make sure that there is enough contrast between the color of the text and the poster’s background.

Best Practices for Recording

  • Be sure to be in a quiet room or space with the fewest audio/visual distractions as possible (i.e. people, pets, tv, music, etc.). Ensure your computer, alarm, and device notifications/ring tones are turned off (silent) throughout your recording.
  • Try to avoid playing with noisy objects that might distract from your presentation (ex. clicking pens, fidget toys, etc.). If you plan to wear earrings, we recommend studs. Hanging earrings can often distract due to movement and occasionally bump against microphones and effect the audio.
  • Your mic should be a desk microphone (a.k.a. a ‘podcast mic’), Bluetooth earpiece, earbuds,etc. Please avoid using the desktop or laptop microphone as it adds ambient noise to the audio.
  • The tone of your voice will go A LONG WAY to engaging content and excited attendees. Be sure to speak up and have good energy while recording.
  • Don’t worry, if you make a joke, even though it is silent in your space, people will laugh along with you. Avoid only reading from your PowerPoint – much like a live session, people want to hear what YOU have to say.

Create your audio recording with PowerPoint

Step 1: Create your ePoster/Presentation in PowerPoint. Use the ASHG Branded Template [required]. You may edit the font size and layout of each slide as needed; do not remove ASHG branding or adjust template border/logo colors.

Step 2: To record 3-minute narrative, start off by finding the Slide Show tab on PowerPoint’s ribbon. For a video walk through on how to add or record audio, please click here.

Step 3: Click on the Record Slide Show button. A new window will pop up with two option to set before you start recording – leave both options checked. As soon as you click start Recording, PowerPoint will go into a full screen presentation view.

Step 4: Recording
In the presentation view mode, click the record button. In the upper left corner of the window, you will see a Recording window with a runtime counter and other buttons. Use this to keep track of the length of your presentation. It also begins recording audio from your microphone. In the upper left corner of the window, you will see a Recording window with a runtime counter and other buttons. Use this to keep track of the length of your presentation.

You can use the arrow keys on your keyboard to switch between slides while recording. Use the right arrow to jump to the next slide, or the left arrow to move to the previous PowerPoint slide.

PowerPoint is recording exactly what is on your screen along with the audio you speak into your microphone. When you are finished, click on the X button in the upper right corner of the Recording window to complete the audio recording.

Tips for Editing the Audio Recording

Change playback options: Select the audio icon on your slides and then the Playback tab in the navigation menu of PowerPoint. Next, select which options you would like to use:

  • To trim the audio, select Trim Audio from the navigation menu and use the red and green sliders to trim the audio file
  • To fade the audio recording in and out, modify the numbers in the Fade Duration boxes Fade In: and Fade
  • To adjust the volume, select Volume and then setting (Low, Medium, High or Mute) you prefer.
  • To choose how the audio file starts, select the dropdown arrow and select to play Automatically.
    • Automatically – Plays automatically once you advance to the slide that the audio file is on.
    • Do not select any of the options below:
      • In Click Sequence – Plays the audio file automatically with a click.
      • When Clicked On – Plays audio only when the icon is clicked on.
      • Play Across Slides – Plays one audio file across all slides.
      • Loop until Stopped – Plays an audio file on loop until it’s stopped manually by clicking the Play/Pause button.
      • To have the audio play continuously across all slides in the background, select Play in Background.

NOTE:  Time will be strictly enforced so be sure your talk fits in the three-minute time frame. If your video goes beyond three-minutes, it will be stopped no matter where you are in your presentation.

Step 5: Using Annotations (optional)

While you are recording your presentation, you can also add annotations to your ePoster. You can use a digital pen, highlighter or laser pointer to add markings. This feature is good when wanting to gesture towards something specific on the slide during your presentation. To use annotations, hover in the lower left corner of your presentation while recording the presentation. There are extra tools that you can choose from. For an annotation, click on the third icon of the left to choose from one of the tools.

Step 6: Export your presentation as a video in a .MP4 format. Click on File > Export > Create a Video > Full HD (1080p)

 

Questions?

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