Poster Preparation

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Poster Presentation Guidelines
Upload Your Poster
Produce Your Poster
Display Your Poster


Poster Presentation Guidelines

All abstract presenters must register as an attendee.

Poster presentations give authors an opportunity to acquaint conference attendees with the fundamentals of their program, special project, or study analysis quickly and easily.  Your poster should be designed to:

 

    1. Catch the viewer’s attention
    2. Quickly acquaint the viewer with the basics of your subject
    3. Make the viewer want to learn more about the topic

 

In order to hang your poster, you must be registered for IDWeek and have a badge that will give you access to IDExpo in Exhibit Hall C.  Any posters that are left will be removed and placed to the side until IDWeek staff clears the floor. IDWeek is not responsible for any posters left after 6:30 p.m. on Saturday, October 6.

 

Posters will be on display in Exhibit Hall C of the Moscone Convention Center (South Building) and will be open:

 

Thursday, October 4, 10 a.m. – 6 p.m.
Friday, October 5, 10 a.m. – 6 p.m.
Saturday, October 6, 10 a.m. – 6 p.m.

 

Poster presenters will be notified in their disposition notifications as to which day they will be asked to present.  Please note that presenters must be at their poster boards during the poster session on their assigned days.

How to Prepare Your Poster

    • Poster boards are 4 feet tall x 8 feet wide. Draw a rough sketch of your poster first.  You may find it helpful to use graph paper and small pieces of paper to better visualize where the components of your poster should be placed.
    • Your material must be readable from distances of approximately three feet or more.
    • Use simple fonts and font sizes that are easy to read; use bold type to ensure legibility.
    • Use arrows, numbers, bullet points or other devices to show those who will be viewing your poster the preferred sequence in which your poster should be reviewed.
    • Keep your text to a minimum.  Your emphasis should be on graphics, charts, graphs and photos.  Save what you might put into text for handouts.
    • When composing your poster, use blank space to highlight or offset information.  Be sure to align all edges of paper.  Place related materials (e.g., photo with accompanying text) close together, and then off-set each item by surrounding it with blank space.  Space your information proportionally.  A good way is to divide your poster either horizontally or vertically into three or four sections, and place your materials within those spaces.
    • Avoid crowded and cluttered posters; they are difficult to read and are often disregarded.  Your poster should stimulate discussion, not give a long presentation.
    • When choosing a background, remember that neutral or grayish colors will be easier on the eyes than a bright color.  Dark backgrounds will make a dark photo seem brighter, and vice versa.  Color photos look best when mounted on a gray backing.
    • Your presentation number is your poster number. The poster number will be assigned to the poster boards and MUST be kept on the upper-left-hand corner of the display.  Be sure to include the title of the presentation in large letters, the institution where the work was completed, and the authors’ name(s) at the top center of the poster.  Place your mailing and e-mail addresses, telephone numbers and fax numbers in the upper-right-hand corner.
    • A reproduction of the abstract placed in the upper-left side of the poster is suggested, as are “Introduction” and “Summary” or “Conclusions” sections for your poster.

Additional Tips

    • Your poster presentation should be educational, scientific and balanced.  Be prepared to answer questions or discuss topics that an attendee may have regarding your abstract.
    • At least one of the authors must be at the assigned space during the designated time to discuss the work presented.
    • Poster handouts are popular and encouraged; however, compilations of abstracts organized by pharmaceutical companies or medical meeting planning firms are not allowed.  Place your handouts or extra copies of your abstract in an envelope large enough to accommodate the materials, and post it on the board marked “HANDOUTS.”
    • Use a mailing tube or portfolio case for transporting your poster to the meeting.  Most presenters carry their posters with them, but if you want to ship your materials ahead, you must ship them to yourself in care of the hotel at which you will be staying.  It is a good idea to contact the hotel in advance to let them know to expect your shipment.  DO NOT MAIL YOUR POSTER TO IDWEEK HEADQUARTERS.
    • Be sure to bring your own thumbtacks, pins or Velcro, as they are NOT provided at the poster sessions.

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Upload Your Poster

The Benefits of Uploading Your Poster:

    • People who were unable to view your poster at the meeting will be able to view it after the meeting.
    • Your poster will become a permanent part of the IDWeek records and will be archived along with the oral presentations.

How to Upload Your Presentation:

    • Your poster can be uploaded as a PDF, PNG, GIF, or JPG.  The maximum file size is 64 MB.  There is no requirement for dimensions, but 1024 x 768 pixel size is optimal for online viewing.  However, most browsers will condense a larger file to allow it to be viewed easily in a browser window.
    • Presenting authors will receive an email in mid-August.  This email will contain a custom link and instructions for uploading your poster into the Interactive Program.

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Produce Your Poster

IDWeek has partnered with NexxtShow to offer a poster production service. The discounted price is $225 per poster.  The deadline to submit is 5 p.m. Eastern time on September 14.  Posters submitted after September 14 will be $325

NexxtShow will:

    • Print your scientific poster on semi-gloss paper in your designated dimensions up to 91” x 45”.
    • Ship your posters to showsite with no hassles.
    • Secure your poster to your assigned board within the poster hall before you arrive at IDWeek. (No struggling to hang your bulky poster.)

NexxtShow facilitates IDWeek exhibits, posterboards and signs, and provides this service at a reduced cost for IDWeek poster presenters. Plus, NexxtShow offers you the full service of hanging the poster.

Ordering is easy…

    1. Go to the NexxtShow website to register.
    2. Within 24 hours, you will receive your login information to enter our site to place your order and upload your file. Enter the email address of the presenting author for the abstract.
    3. Click on the tab titled: “Products and Services”
    4. Upload your poster file as a pdf or ppt. ALL FILES MUST BE CMYK.
    5. Please name your file with your poster # and show acronym, i.e., 267_IDWPOSTER.
    6. Order your poster online and pay via credit card.
    7. Arrive at IDWeek with your poster already expertly and carefully hung.

Approval process…

NexxtShow will send a PDF proof of your poster to the email you provided. You will then review the proof. If it is acceptable, sign and email the approved PDF proof back to NexxtShow. If changes are required, email a revised PDF file and a new proof will be sent. No poster will be produced without your approval. Approval is requested within 48 hours of receipt of the proof. There are no additional charges for 1 new edited file made prior to you approving the poster.  Additional poster layout editing will be charged $50 per hour (1 hour minimum per round).

The deadline to submit is 5 p.m. Eastern time on September 14.  Posters submitted after September 14 will be $325

Need Help?

Email help@nexxtshow.com or call (877) 836-3131.

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 Display Your Poster

To properly prepare your poster presentation, please take a moment to review the Poster Presentation Guidelines.

 

You must be at your poster board during your assigned time.  During this time, expert attendees may ask questions about your abstract.  You are encouraged to prepare handouts of your poster.  All posters must be posted on the boards by Thursday, October 4 at 10 a.m. and must remain posted until Saturday, October 6 at 6 p.m.

 

Poster set-up: 

Thursday, October 4 from 8 a.m. – 10 a.m.

Poster removal: 

Saturday, October 6 from 6 p.m. – 6:30 p.m.

 

IDWeek is not responsible for any posters left after 6:30 p.m. on Saturday, October 6.

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