Docstoc

2011 ARVO Annual Meeting Poster Presentation Guidelines

Document Sample
2011 ARVO Annual Meeting Poster Presentation Guidelines Powered By Docstoc
					                                       2011 ARVO Annual Meeting
                                      Poster Presentation Guidelines

POSTER SESSION HOURS:
     Sunday                               8:30 - 10:15 AM
                                          10:15 - 11:15 AM – ALL POSTERS*
                                          11:15 AM – 1:00 PM
                                          3:15 – 5 PM

        Monday – Wednesday:               8:30 -10:15 AM
                                          11:00 AM – 12 PM – ALL POSTERS*
                                          1:45 – 3:30 PM
                                          3:45 – 5:30 PM

        Thursday                          8:30-10:15 AM
                                          10:15– 11:15 AM – ALL POSTERS*
                                          11:15 AM – 1 PM

Each presenter has been scheduled to present a poster during one of the above day/session timeslots when they must be at
their Poster. In addition, poster presenters must be present at their poster during the ALL POSTERS session on the day of
their scheduled poster presentation. Presenters are expected to be at their posterboards during both the assigned session
time and also during the ALL POSTERS session that day. Log on to the Online Abstract Search and Itinerary Builder
through the 2011 ARVO Annual Meeting website for complete program details.

ARVO Staff and Session Moderators will monitor poster displays and poster presentations during scheduled
poster sessions and the ALL POSTERS session each day and will record “No Shows.” First (presenting) Authors
of “No Shows” will not be allowed to submit an abstract for 2012. See below for the Withdrawal Policy.

Presenters must mount their posters between 7:30 AM and 8:30 AM on their scheduled day of presentation. Posters must
remain on display all day. Posters scheduled on Sunday are expected to remain on display until 5:00 PM, and removed by
5:30 PM. Posters scheduled Monday-Wednesday are expected to remain on display until 5:30 PM, and removed by 6:00
PM. Posters scheduled Thursday are expected to remain on display until 1:00 PM, and be removed by 1:30 PM.

ARVO is not responsible for poster materials left after each day’s removal deadline. Posters remaining on the
posterboards after the removal deadline will be removed by ARVO and discarded.

*ALL POSTERS SESSION
Each presenter is expected to be at their poster during the ALL POSTERS session on their scheduled day of presentation.
Attendees have the expectation of access to authors of ALL POSTERS during this session time. The Board of Trustees
expects compliance with this element of a poster presentation along with leaving the poster up all day and being at
the poster during the assigned presentation session time.

PRESENTATION
It is expected that the First Author will present the same work described in the abstract, with the same title and content,
and will reveal the essential structure (DNA sequence), elements of a novel compound, or sufficient identification of new
gene compounds.

DISCLOSURES
First Authors must disclose any Commercial Relationships, including the name(s) of the firm(s) with which a commercial
relationship exists, conflicts of interest, and/or patents or patent applications, associated with the abstract at the time of
their presentation. Indicate “None” if applicable. All Commercial Relationships must be indicated on your poster.
Additional Commercial Relationships that were not indicated at abstract submission must be disclosed at presentation. See
www.arvo.org/CommercialRelationships for the ARVO Commercial Relationships Policy.
                                                              1
WITHDRAWAL POLICY
As First Author, you are obligated to present your abstract. Changes in the presentation type, time, and location
cannot be made. If you cannot present, you must withdraw following the withdrawal procedures at
www.arvo.org/withdrawal. Failure to comply will result in automatic rejection from the 2012 Annual Meeting abstract
submission process.

ARVO RECORDING POLICY
Recording (photographing, audiotaping, or videotaping) any presentation/session is PROHIBITED, except by an ARVO-
authorized agent or by First Authors who want to photograph their poster presentations.

ANNUAL MEETING REGISTRATION
All presenters must register and pay the fees to attend the Annual Meeting. (Membership Dues do not include
Meeting Registration). Go to www.arvo.org/Registration to register online. Early pre-registration discounts end Friday,
March 18.


POSTERBOARD DETAILS AND AUDIO/VISUAL EQUIPMENT

POSTERBOARD DIMENSIONS
The image area of the posterboard is 1.1 meters (3’8”) high by 1.7 meters (5’6”) wide. Materials, including the title, may
not extend beyond the image area. Mounting: Do not use foam core or any thick or multi-layered materials. Do not use
adhesives (glue, tape, spray adhesives, Velcro, etc.) directly on the posterboards.

POSTER DESIGN
  • Keep materials clear and concise.
  • Produce material that is legible from a distance of at least three feet.
  • Use large print and shade or color block letters when possible.
  • For legibility, a minimum font size of 28 points and a maximum of 600 words are recommended.
  • Avoid the use of blue-green and magenta-violet, which appear gray to your red-green color blind colleagues.
  • Avoid using red or green - up to 5% of the population is red-green color blind: Sample Use of Color Slides
  • Use a layout for your poster that follows the main headings used in your abstract, i.e., Purpose, Methods, Results,
     and Conclusion.

    •   Post your abstract’s unique Program Number in large type adjacent to the title of your poster. Your Program
        Number was provided in your Abstract Acceptance Notification email. Log on to the Online Abstract Search and
        Itinerary Builder through the 2011 ARVO Annual Meeting website for your Program Number, if not known.
    •   The Posterboard Number will be posted by ARVO along with the commercial relationships designated on your
        abstract. Leave space on your display for your colleagues to leave notes.
    •   Include your e-mail address on your poster to assist viewers with contacting you later.
    •   You may want to provide printouts of your poster as handouts.

POSTERBOARD LOCATION
Posterboards are located in Hall B/C of the Convention Center. Each posterboard is marked with a unique number that
begins with either an “A” or a “D.” Posterboards beginning with an “A” will be located in the Hall A side, to the right of
the main Hall entrance. Posterboards beginning with a “D” will be located in the Hall D side, to the left of the main Hall
entrance. For the exact location of your posterboard, consult signage in Hall B/C and the map in the ARVO Pocket Guide,
distributed on-site.

POSTER SESSION AUDIO/VISUAL INFORMATION
If you require equipment for your poster presentation, such as electrical service or video equipment, you must submit a
Poster AV/Electrical Order Form by Monday, April 4, 2011, to Ashley Engel, Meetings Coordinator at aengel@arvo.org
or via fax to +1-240-221-0370. The Poster AV/Electrical Order Form can be found on the ARVO Annual Meeting website
under the Presenter/Moderator Information tab.
                                                             2
Limited supplies of pushpins will be available at the Poster Management Desk in Hall B/C. Presenters must bring any
other supplies for mounting, such as scissors. Tape, Velcro, or spray adhesive must not be applied to posterboards or you
will be charged for the damage they cause.

REMOVAL OF POSTER MATERIALS
Posters must remain on display all day. Posters scheduled Sunday are expected to remain on display until 5:00 PM, and
removed by 5:30 PM. Posters scheduled Monday-Wednesday are expected to remain on display until 5:30 PM, and
removed by 6:00 PM. Posters scheduled Thursday are expected to remain on display until 1:00 PM, and removed by 1:30
PM.

ARVO is not responsible for poster materials left after each day’s removal deadline. Posters remaining on the
posterboards after the removal deadline will be removed by ARVO and discarded.

CONTACT INFORMATION
For general questions about the ARVO Annual Meeting program, your presentation, etc., contact Lorraine Birks, Annual
Meeting Program Manager, at lbirks@arvo.org or +1-240-942-2932.




                                                            3

				
DOCUMENT INFO