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2011 ARVO Annual Meeting
Poster Session Moderator Guidelines
Your role as a Poster Session Moderator includes:
1. Check in at the Poster Management Desk in Hall B/C
• Pick up a list of Withdrawals and authorized Substitute Speakers and a Session Evaluation Form.
• NEW THIS YEAR - You are strongly encouraged to complete the Moderator Session Evaluation
form online instead of submitting a paper form.
http://www.zoomerang.com/Survey/WEB22C8DU7ZGX4/
• Pick up a Moderator ribbon to attach to your name badge.
2. Attend both the Session scheduled time and the All Posters session time on that day.
• You are expected to arrive early at your designated Poster Session for both the scheduled
presentation time and the ALL POSTERS session that day. It is suggested that you circulate,
introduce yourself, remind the presenting authors about the full disclosure policies, comment on
the presented material, and promote discussion between the presenting authors and the
attendees during the designated session times. You may also need to welcome and advise any
newcomer who may be unsure about making a poster presentation.
• Remind presenters that their posters must remain displayed the entire day and to return at the
end of the day to remove their posters.
3. Unauthorized Substitutions of Presenters
• The Board of Trustees and the Annual Meeting Program Committee have expressed concern
regarding unauthorized substitutions of presenters and the practice is strongly discouraged.
• If someone else (co-author or colleague) appears to present the poster who is not already on the
approved substitute presenter list, use your judgment as to whether or not you allow the
substitution.
• If you decide to allow the substitution, you must note it on the Session Evaluation Form,
and include the name of the substitute presenter and their relationship to the scheduled
presenter (Co-author or colleague).
• No-Shows: If no one attends to present a Poster during either of the poster session times -
neither the First Author nor approved Substitute Presenter - the First Author must be listed as a
“No Show” on the Session Evaluation Form. This First Author will not be allowed to submit an
abstract for the 2012 ARVO Meeting, so be sure the presenter is not at the poster.
4. ARVO Commercial Relationships/Full Disclosure
• ARVO is asking moderators to help monitor these activities and provide reminders to speakers
and attendees to comply with the policies.
• Remind each speaker that they must make full disclosure of commercial relationships on their
poster.
o It is required that they display on the poster all applicable commercial relationships,
including the name of the firms with which a commercial relationship exists for the First
Author and each Co-author.
o If there is knowledge of additional commercial relationships that are not fully disclosed,
the moderator and/or attendee may ask the speaker to add full disclosure to the poster.
o If full disclosure is not made, note it on the Session Evaluation Form.
5. Disclosure of Essential Elements
• Remind each speaker that they must reveal the essential structure (DNA sequence, molecules,
etc.), the elements of a novel compound, or sufficient identification of new gene compounds as
part of their presentation.
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6. ARVO Recording Policy
• Remind attendees about the policy. “Recording (photographing, audio taping, or videotaping) any
poster/presentation is prohibited. Violators of this policy will be asked to stop. If the recording
does not cease, violators risk confiscation of their recording equipment, and/or dismissal from the
session or the Annual Meeting as deemed appropriate.” Note: Poster presenters are allowed to
take pictures of their own poster.
• Be prepared to ask someone who is recording/photographing to stop. If the
recording/photographing continues, the moderator should immediately contact the Poster
Management Desk in Hall B/C or Meeting Management in Room 221.
7. Evaluate the Session
• Complete the Session Evaluation Form and turn it in to the Poster Management Desk in Hall B/C
or the Meeting Management Office in Room 221 immediately after the end of the Session.
Session evaluation is required documentation for ARVO’s CME accreditation. This form can
be obtained at the Poster Management Desk in Hall B/C.
• NEW THIS YEAR - You are encouraged to complete the Moderator Session Evaluation form
online instead of submitting a paper form. From the ARVO home page select the 2011 Annual
Meeting left column navigation link, from the 2011 Annual Meeting page select the
Presenter/Moderator left column tab, scroll down to the Moderator Session Evaluation link:
http://www.zoomerang.com/Survey/WEB22C8DU7ZGX4/
• No-Shows: If no one attends to present a Poster—neither the First Author nor a preapproved
Substitute Presenter—during either of the published session times, the First Author must be listed
as a “No Show” on the Session Evaluation Form. This First Author will not be allowed to submit
an abstract for the 2012 ARVO Meeting, so be sure the presenter is not at the poster.
• Substitute Presenters: If you decided to allow a substitution, you must note it on the Session
Evaluation Form, including the name of the substitute presenter and their relationship to the
scheduled presenter (Co-author or colleague).
8. Report Problems
• Inform Meeting Management of any problems at either the Poster Management Desk located in
Hall B/C or the Meeting Management Office in Room 221, phone: 954-765-5494.
If you have any questions about the Poster Session Moderator Guidelines, please contact Lorraine Birks,
Annual Meeting Program Manager, lbirks@arvo.org.
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