2013 ARVO Annual Meeting Poster Presentation Guidelines

2013 ARVO Annual Meeting
Poster Presentation Guidelines
ANNUAL MEETING REGISTRATION
All presenters must register and pay the fees to attend the Annual Meeting. (Membership dues required to submit an
abstract DO NOT include Meeting Registration). Register online. Pre-registration discounts end Friday, March 22.
POSTER SESSIONS SCHEDULE
Sunday
Monday – Wednesday:
Thursday
8:30 - 10:15 AM
10:30 AM – 12:15 PM
1 – 2:45 PM
4:30 - 5:30 PM – ALL POSTERS*
8:30 -10:15 AM
11 AM – 12:45 PM
2:45 – 4:30 PM
4:30 - 5:30 PM – ALL POSTERS*
8:30-10:15 AM
10:30 AM – 12:15 PM
12:30 - 1:30 PM – ALL POSTERS*
Each presenter has been scheduled to present a poster on one day during one of the above day/session time slots 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 Planner for
complete program details. The Online Planner will be linked from the Annual Meeting home page on March 12.
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 take note of “No Shows.” First (presenting)
Authors and any approved Substitute Presenters of “No Show” presentations will be ineligible to submit an
abstract for 2014 as First Author. See below for the Abstract Withdrawal Policy.
Presenters must mount their posters between 7:30 AM and 8:30 AM on their scheduled day of presentation and posters
must remain on display all day. Posters scheduled on Sunday through Thursday are expected to remain on display until
5:30 PM and removed by 6:30 PM. Posters scheduled on Thursday are expected to remain on display until 1:30 PM and
removed by 2:30 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 must 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 on display during this session time. The ARVO
Board of Trustees expects compliance with this element of a poster presentation along with being at the poster
during the assigned presentation session time.
New this year, a Networking Happy “Hour” with snacks and cash bars is scheduled during each ALL POSTERS session.
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.
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All presenters are expected to:
* Fully disclose any personal financial interest or relationship that you, your co-authors, and authors’ spouse/life
partners may have with any commercial interests
* Design a presentation that is independent, objective, scientifically rigorous, balanced and free of bias
* Assure that scientific studies utilized or referenced in your presentation are from sources acceptable to the
scientific and medical community
In addition, the U.S. Food and Drug Administration (FDA) requires disclosures be made to course participants of
unlabeled or unapproved uses of drugs or devices contained in presentations. Please be sure to disclose any such uses
when you are discussing unlabeled or unapproved uses of drugs or devices.
DISCLOSURES
Disclosures must be orally stated at the beginning of your presentation and all Commercial Relationships must be
indicated on your poster. First Authors must disclose any and all Commercial Relationships for each author of the
abstract, 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.
Additional Commercial Relationships that were not indicated at abstract submission must be disclosed at presentation.
Please refer to the ARVO Commercial Relationships Policy.
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 follow ARVO Abstract Withdrawal Policy procedures to withdraw the
abstract or request approval for a co-author substitute presenter. Failure to comply will result in ineligibility for the 204
Annual Meeting abstract submission process as First Author.
ARVO RECORDING/PHOTOGRAPHY POLICY
Recording by any means (photographing, audiotaping, videotaping) of any presentation/session is prohibited, except by an
ARVO-authorized agent or by First Authors who wish to photograph their own poster presentation. Violators risk
confiscation of their equipment and/or dismissal from the Annual Meeting as deemed appropriate by ARVO.
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.
• Use of the ARVO logo on your poster is prohibited.
• Post your abstract’s unique Program Number (Presentation 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
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Online Planner, available from the Annual Meeting home page after March 12, for your Program Number, if not
known.
• The Posterboard Number will be posted by ARVO along with the commercial relationships designated on your
abstract.
• A QR code that meets the following requirements may be used on a poster:
o The PDF must be a copy of the exact same poster that is displayed.
o The QR code must be set up so that it wouldn’t work until the scheduled poster presentation day to ensure
that embargoed data is not available before the poster presentation.
o The size of the QR code must be 1”x1” maximum.
o The QR code must be placed in the upper right corner of the poster.
• 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.
POSTER PRINTING
Poster printing is the responsibility of the presenter and WILL NOT be available through ARVO this year. For your
convenience, there is a FedEx/Kinko’s office located on the ground floor of the convention center. You may want to
check on the availability of other poster printing services in the area.
See Poster Pricing and Order Form for details.
FedEx Office – Full-service business center. Pick-up and delivery services are available. E-mail your
documentation preparation requests right from your PC. Located on Level 1 of the Washington State
Convention Center. Hours: Monday - Thursday, 7am-10pm; Friday, 7am-9pm; and weekends from 7am-6pm.
Telephone: (206) 467-1767; website: http://local.fedex.com/wa/seattle/office-5161/
POSTERBOARD LOCATIONS
Posterboards are located within in one of four quadrants - A, B, C or D - in the Exhibit Hall, 4 th Floor, of the Convention
Center. Each posterboard is marked with a unique number that begins with an A, B, C or D, indentifying its quadrant
location. For the exact location of your posterboard and its quadrant, consult overhead signage in the Exhibit Hall and the
map in the ARVO Pocket Guide, distributed on-site.
Note: An Information Desk is located in each poster/exhibit quadrant - A, B, C or D - in the Exhibit Hall.
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 Friday, April 12, 2013, 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 from the Annual Meeting home
page > For Attendees > Presenters/Moderators.
POSTERBOARD MOUNTING
Limited supplies of pushpins will be available at the Information Desks located in each poster/exhibit quadrant. 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.
E-POSTER OPTION
The E-Poster option will not be offered for 2013.
CONTACT INFORMATION
For general questions about the ARVO Annual Meeting program, your presentation, etc., contact Lorraine Birks, Senior
Program Manager, at lbirks@arvo.org or +1-240-221-2932.
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