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Presenters

Presenters’ information for the SOT 2017 Annual Meeting

Abstract Submissions

Abstracts for the 2017 Annual Meeting were accepted until October 7, 2016. Late-breaking abstracts were accepted until January 12, 2017.

Acceptance notifications for abstracts submitted by October 7, 2016 were made in December 2016. Decision notices for late-breaking abstracts will be sent by early February 2017. Authors are permitted as presenting author on only one abstract for the meeting, which includes invited presentations for scientific sessions; there is no restriction to the number of co-authorships or sponsorships.


Presentation Instructions

Platform presenters and Poster presenters should follow the instructions and guidelines below in preparing their materials and presenting them at the 2017 SOT Annual Meeting and ToxExpo.

SOT also had provided instructions and tips for Platform Session Chairpeople and Poster Session Chairpeople to assist you in your preparations and running of your session.

Scientific ePosters

SOT is pleased to offer our poster presenters the opportunity to share their research electronically as well as in their assigned poster session at the 2017 Annual Meeting. Poster Authors receive an email about uploading the posters in mid-February. You will be able to upload your ePoster via the link provided up to, and throughout, the Annual Meeting. You can also upload your ePoster in the Speaker Ready Room, Room 327, in the Baltimore Convention Center.

Instructions for Platform Presenters

16–20 minute presentation, including discussion
The Platform Chairperson will not allow extra time, and no scheduling changes can be made. If you are unable to make your presentation, you must arrange a substitute presenter, notifying the Platform Chairperson and SOT Headquarters.

Slide presentations should be in widescreen (16:9) presentation format. Click here for instructions on how to convert a 4:3 presentation format to a 16:9 format. 

Slide presentations should include the following:

  1. Title slide
  2. Conflict of Interest disclosures slide
  3. Slide stating the question or hypothesis to be addressed
  4. Slide describing the approach used to address the question
  5. “Methods” slide, but do not include details about the method unless your presentation is on the method
  6. Research results slides
  7. Conclusions of study slide

Tips for Effective Slide Presentations



Platform Session Chairperson Guidelines

Please consult and follow the Session Chair Standard Operating Procedures http://www.toxicology.org/images/pdficon.gif. You should review all of the abstracts in your session prior to the Annual Meeting. Session abstracts will be available for review in the SOT Online Planner beginning in January 2017 and the SOT Mobile Event App in February.

Prior to your session, please familiarize yourself with the emergency instructions stated in the SOT Annual Meeting Program. Should a fire or medical emergency occur during your session, please remain calm and follow those instructions.

AV and Logistics Information

The audiovisual (AV) equipment will include a digital projector for slide presentations, a podium with microphone, and a floor microphone. During your session, make certain that all persons addressing a topic or question use the floor microphones provided and identify themselves by name and institution.

To minimize setup and transition delays, each presenter has been encouraged to preload their presentations using the online speaker management site. Each speaker received specific instructions with their login, password, and web link to upload his/her presentation files.

Each presentation room will be staffed with an AV technician, who will assist in starting each presentation, which has been loaded on the computer in the meeting room. Once the presentation is launched, the speaker will control the program from the podium using a computer mouse and/or keyboard, which will also be used in lieu of a laser pointer. At the conclusion of the event, all files will be destroyed, and the computer hard drives will be reformatted. The computers in the presentation rooms will be Windows 7-based PCs with Microsoft PowerPoint® (Office 2013 installed).

 

Speaker Ready Room

If a presenter needs technical assistance with their presentation on-site, needs help uploading it, or is having compatibility issues, the PSAV staff in the Speaker Ready Room is available for assistance.

Each speaker is encouraged to utilize the Speaker Ready Room to make sure all fonts appear as expected and all sound/video clips are working properly on-site. They can also edit their presentations up to two hours prior to the start of each session.


Poster Session Instructions

Preparing Your Poster

Poster Preparation Tips and Layout Suggestions http://www.toxicology.org/images/pdficon.gif

1' x 8' (122 cm x 244 cm) Display Area
Posters are mounted horizontally on usable space of 45" x 91" (114.3 cm x 231.1 cm). All poster material should be confined to the space provided and should not exceed it.

Headers Come First
At the top of each poster you should post a label stating the title, authors, and author affiliations in addition to the abstract final ID number. The lettering of this title strip should be at least 1" (2.54 cm) high.

COI and Logos
Conflict of Interest Disclosures should be included on your poster. Institutional logos, but not product logos, are allowed on your poster.

Aim for Clarity & Readability
Make sure your poster is understandable without an oral presentation and readable from five feet away. Remember that your poster will be on display for several hours.

Keep Visual Balance in Mind
Make an initial rough layout, paying attention to the proportions of figures, tables, and text. Try to maintain a balance of using ~50% of the poster board area.

A Good Poster Is Like a Good Paper
Include your objective, the design/methods, the results, and conclusion, but avoid displaying a short manuscript. Experimental details should be concise. Tables and conclusions should be clearly stated.

Keep It Simple
Don’t overload your poster with excessive text and data. Where possible, organize tables and figures chronologically in vertical progression.

Bring Handouts and Pushpins
The poster board surface consists of fabric over cork board. Push pins or velcro can be used to mount the poster, with pushpins being the preferred method. You must provide your own pushpins.

Choose Photographs With Caution
Illustrative drawings should be used to depict treatment of animals. Photographs of animals should be used only where absolutely necessary for the scientific presentation. Because the Society of Toxicology does not condone inhumane treatment of animals, photographs depicting such treatment (as well as data derived from such treatment) will not be permitted under any circumstances. Posters for which human subjects data are presented should indicate on the poster that protocols were reviewed and approved by a Human Subjects Institutional Review Board.

Presenting Your Poster

The first author of each poster abstract is responsible for the proper assembly, mounting, and presentation of his/her poster. Presenters are expected to discuss their work with scientists visiting their poster. Should circumstances prevent you from making your presentation, you must arrange for a co-author or colleague to present your poster and you must notify your session chairperson as well as SOT Headquarters.

Presenters will be allowed to begin mounting their display on their assigned board per the following schedule:

 

Date

Poster Display Times

Begin mounting posters 
(AM Sessions)

Begin mounting posters 
(PM Sessions)

Monday, Tuesday, 
and Wednesday

9:30 AM–12:45 PM and
1:15 PM–4:30 PM

7:30 AM

12:45 PM

Thursday

8:30 AM–11:45 AM

8:00 AM

 


Poster presentations have unique identifying numbers known as the abstract number (also known as abstract final ID number). Abstract numbers do not specify poster board locations. Presentations have separate Poster Board Numbers. Poster presentations are mounted on pre-numbered boards throughout the Exhibit Hall for the week. The final Program and SOT Mobile Event App includes an Exhibit Hall layout listing both the poster board number preceded by the abstract final ID number. Poster board numbers are preceded by a “P.” Example: 279–P101, reflecting Abstract #279 and Poster Board Number P101.


Presenters should display posters ONLY on the assigned date and times. Posters must be removed immediately at the end of each session, so that the boards may be prepared for the next session. 


The chairperson of each poster session will be present at the session and available to provide assistance and answer any questions. This individual will be wearing a “Session Chair” ribbon.

Poster Session Chairperson Guidelines

Objectives

The primary objective of the Poster Session is to foster and encourage discussion and debate of important scientific questions relevant to the major themes of the session. Secondary objectives include providing specific feedback to the authors concerning their data and its interpretation and to foster interchange between the presenters and observers of the poster material.

Rationale

Poster Sessions are comprised of related abstracts, which are presented in a poster format. There can be anywhere from 10 to 40 abstracts programmed together under one of several themes. Authors are assigned a specific time to be present at their posters, during which the viewers can discuss the work with them on a one-to-one or small group basis. There is no formal discussion period; however, poster Chairpersons are assigned to each of these sessions. Chairpersons will be expected to attend and foster discussion among the authors and the viewers. Since the majority of abstracts presented at the meeting will be scheduled in this format, the role of the Chairperson is extremely important.

 

Preparation before the Annual Meeting

Chairpersons will be assigned to each Poster Session before the Annual Meeting and should have some degree of expertise in the theme being presented. The abstracts to be presented during the Poster Sessions can be downloaded by using the SOT Online Planner and SOT Mobile Event App prior to the meeting. It is highly recommended that the Chairperson be familiar with the abstracts being presented during his/her Poster Session.

Chairpersons are encouraged to contact their colleagues to inform them of the Poster Session and the major themes and to ask that they attend the session. These colleagues should have specific expertise in the major areas being addressed, and when possible, new investigators specifically should be invited.

 

Poster Printing Service

SOT offers a poster printing service, provided by Shepard Exposition Services. Using this service will allow presenters to avoid the hassle of traveling with your poster and the risk of the poster getting lost in the mail. If you wish to use this service, complete the form and return to Shepard by February 20, 2017.

 

Poster Numbers and Locations

The first author of each poster abstract is responsible for the proper assembly, mounting, and presentation of his/her poster. Presenters are expected to discuss their work with scientists visiting their poster. Should circumstances prevent you from making your presentation, you must arrange for a co-author or colleague to present your poster and you must notify your session chairperson as well as SOT Headquarters.

Presenters will be allowed to begin mounting their display on their assigned board per the following schedule:

Date

Poster Display Times

Begin mounting posters 
(AM Sessions)

Begin mounting posters 
(PM Sessions)

Monday, Tuesday, 
and Wednesday

9:30 AM–12:45 PM and
1:15 PM–4:30 PM

7:30 AM

12:45 PM

Thursday

8:30 AM–11:45 AM

8:00 AM

 


Poster presentations have unique identifying numbers known as the abstract number (also known as abstract final ID number). Abstract numbers do not specify poster board locations. Presentations have separate Poster Board Numbers. Poster presentations are mounted on pre-numbered boards throughout the Exhibit Hall for the week. The final Program and SOT Mobile Event App includes an Exhibit Hall layout listing both the poster board number preceded by the abstract final ID number. Poster board numbers are preceded by a “P.” Example: 279–P101, reflecting Abstract #279 and Poster Board Number P101.

 

Responsibilities during the Poster Session

Interact with each poster presenter.
Welcome the author’s participation and make him/her more comfortable at the presentation. This function is particularly important when the poster’s author is a new or young investigator.

Encourage attendees to view the posters.
Guide viewers to posters that will be of particular interest to them, and foster discussions between attendees and authors.

Guide experts to relevant posters.
Expert feedback is important to presenting authors. Again, this function is particularly important when the author is a new or younger investigator.

Serve as a bridge between authors of different posters.
Often, presenting authors are not able to review other posters at the same session because they are committed to standing by their own poster during this session. Help facilitate the interact between presenting authors.

Check all displayed materials for appropriateness.
Photographs that depict inhumane treatment of animals are not permitted and must be removed if necessary. If there are any questions regarding the appropriateness of any presented material, contact the SOT Office.

Ensure posters are attended by authors.
It is expected that each board will be attended by the presenter or alternate during the assigned time. Any unattended displays should be listed on your session evaluation form.

Solicit feedback from presenters and attendees.
The Scientific Program Committee asks that you inquire of those participating in your session for comments, concerns, and suggestions to improve our Annual Meeting. Any information received should be noted on your Chairperson Evaluation Form (sent electronically by SOT HQ).

Keep it clean.
Make sure that the area around your session is kept clean and free of refuse.

 

On-Site Resources

Scientific Poster Printing Services

SOT is pleased to offer our poster presenters a convenient printing service through Shepard Exposition Services, the official general service contractor for the SOT Annual Meeting and ToxExpo. Shepard will produce your poster for a reasonable price (rates available on the Poster Printing Order Form), which will include transportation and storage for the show. Preordered posters should be picked up on-site at the Exhibitor Service Center in the ToxExpo Exhibit Hall.

The deadline to take advantage of this service is February 20, 2017. To place an order for poster printing, complete the Poster Printing Order Form and email or fax (410.737.9274) it to Shepard Exposition Services. For further information, contact Shepard at 410.737.9270, Monday–Friday 8:00 am–5:00 pm (ET).

Speaker Ready Room

All presenters are strongly encouraged to preload their presentations before traveling to Baltimore for the Annual Meeting. SOT provides all confirmed Scientific Session presenters with login credentials to access the meeting’s AV portal to remotely load your presentations. Links to the AV portal will be available in February 2017.

Once in Baltimore, all presenters should visit the Speaker Ready Room to view their presentation and ensure that everything is working properly. If you were unable to preload your presentation, you also may use the Speaker Ready Room to upload your presentation. The Speaker Ready Room is staffed with experts available to answer any presentation-related questions and address any presentation concerns.

NOTE: Presentations should be loaded and previewed in the Speaker Ready Room—not in the Scientific Session rooms—at least 30 minutes prior to Session start times.