Thank you for submitting an abstract to the 9th Annual OSUMC Trainee Research Day. We are
delighted to confirm that your abstract has been accepted for a poster presentation. This email contains
important information regarding the event. Please read this and all instructions posted on our website
IF YOUR PLANS HAVE CHANGED AND YOU WILL NOT BE
PRESENTING AT RESEARCH DAY ON APRIL 8, 2010, PLEASE
RESPOND TO THIS EMAIL IMMEDIATELY SO WE CAN PLAN
Research Day is April 8, 2010 from 7:30 am until 6:30 pm.
Abstract Numbers and Presentation Times
You can find your abstract number, category, and room assignment in the attached document, simply
search for your name. At registration, you will be given this information again.
Presentation times have been assigned according to trainee level. They are as follows:
Morning Poster Session: 8:30-10:00 a.m.
Afternoon Poster Session: 1:30-3:00 p.m.
-Residents and Clinical Fellows
You are required to be available for the entire hour and a half period to which your poster is assigned.
During this time, you will be judged by two faculty members. If you are not present at your poster
during the time to which you are assigned and a judge arrives to evaluate your presentation, you will
receive an automatic zero from that judge. There will also be thirty minutes after each poster session
for an open display of posters to allow trainees to view their peer’s posters.
Setting up posters
In order to prevent overcrowding, traffic congestion, and also to accommodate the increase in this
year’s number of posters, we have found it necessary to utilize the same poster easels for both morning
and afternoon sessions. Therefore, there will be two registration times for poster presenters. The
morning registration is for those trainees presenting in the first poster session and will take place from
7:30 a.m. until 8:30 a.m. on April 8. The afternoon registration is for trainees presenting in the second
poster session and will take place from 12:00 p.m. until 1:30 p.m.
You are not required to bring your poster to the BRT before your designated presentation time.
However, your poster must be pinned up by the start time of your poster session.
If you would like to bring your poster to the BRT early, you may do so on Wednesday, April 7th
between 4 and 6 p.m. If you are a morning presenter, you may pin your poster to the easel at this time.
If you are an afternoon presenter, you may drop off your poster at your easel, but you may not pin it
up. Please bring your poster neatly rolled up with a rubber band. You should label the poster with your
abstract number. (Post-its will be available for this.) You may then place it neatly under the easel with
your abstract number.
If you drop off your poster early, please do not leave any sort of poster carrier at the BRT. This
includes any form of cardboard holder or other carrying cases. We cannot be responsible for poster
carriers or holders that are left behind.
Location and arrangement of poster presentations
Spatially, posters will be arranged by research category. This enables visitors to most effectively find
the presentations that meet their highest level of interest. Your abstract number has been assigned
based on the category you ranked first in the abstract submission process. Please see the second
attachment to find out which category you belong and in which room you will be presenting.
Judging and travel Awards
Your poster presentation will be judged by two faculty members. After each judge completes his or her
evaluation, he or she will place a colored sticker on the assigned abstract number hanging above your
poster to indicate that your poster has been judged.
Do not be concerned if two judges do not place stickers on your abstract number. The organizing
committee has several ways to determine who has not been judged and will be working hard to ensure
that all presenters are seen by two judges.
Travel awards will be distributed based on those abstracts that receive the highest scores from their two
judges. Each trainee will be competing only against trainees of his or her same trainee level. Therefore,
medical students will be competing against medical students, post-docs against post-docs, etc.
Approximately one out of ten trainee presenters will be selected to receive a travel award.
In addition, please be prepared to discuss your work with attendees representing a variety of
backgrounds who may be interested in your research. Remember, this is an opportunity for you to gain
valuable feedback on your experimental design and presentation skills!
Tearing down Posters
Since we are using the same easels for the morning and afternoon sessions, morning participants must
remove their posters at the completion of their presentation sessions. We have allotted time for this
from 10:30 a.m. until 11:00 a.m. in order to ensure that everyone is finished removing posters by the
start of the keynote speech. Please note that the judging session ends at 10:00 a.m.; however, we would
like the posters to stay up for an open poster viewing from 10:00 a.m. to 10:30 a.m. Please use this
time to view your peer’s posters.
If you are a morning presenter and would like to leave your poster at your easel for the rest of the day,
you may do so. However, please take down the poster, roll it up neatly and rubber band it. You may
then leave it at the foot of the easel until the end of the day.
Afternoon presenters may leave their posters up until 5 p.m.
Any poster that is not picked up by 10 a.m. on Friday, April 9, will be discarded. We cannot be
responsible for posters that are left at the BRT.
Poster Design and Printing
Instructions for poster design are available under the “Participants” menu on the Research Day Web
site (http://www.medicine.osu.edu/researchday). Please adhere to these instructions carefully. In
particular, please make sure that your poster does not exceed the size recommendations of five feet by
three feet. Also, if you plan on including center logos on your poster (Medical Center, Nationwide
Children’s, James, etc), please make sure you use the most current logos for your design. Medical
Center logos can be found at http://webster-
There are various options for printing both on and off-campus. Located in the Sullivant Library, in the
computer room in Thompson room 160 you can print posters up to 48 X 36 on heavy coated HP paper
for $7.35 (entire poster, not per foot). CKM located in the Prior Library also has printing services with
a 10 day lead time. Find more information at http://ckm.osu.edu/print/. Additional print services such
as FedEx/Kinko’s are also available off-campus.
Please send any questions, comments or suggestions to firstname.lastname@example.org.