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Poster/Platform Presentation Instructions

Scientific ePosters

SOT is pleased to offer poster presenters the opportunity to share their research electronically as well as in their assigned Poster Session at the 2018 Annual Meeting. Poster authors receive an email about uploading the posters in mid-February. You will be able to upload your ePoster up to and throughout the Annual Meeting. You can also upload your ePoster in the Speaker Ready Room, Room 305, in the Henry B. González Convention Center.

Instructions for Platform Presenters

16–20 minute presentation, including discussion
The Platform Session 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 chairperson and SOT Headquarters.

Slide presentations should be in widescreen (16:9) presentation format: Instructions for Converting to a Widescreen (16:9) Presentation 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
  8. Laser pointers: Green laser pointers will be provided. Please develop your slide presentation ensuring the green laser is visible to the audience.

Tips for Effective Slide Presentations

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 the 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 is encouraged to preload his/her presentations using the online speaker management site. All speakers receive specific instructions with their login, password, and web link to upload his/her presentation files.

Each presentation room is 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 a presentation on-site, needs help uploading it, or is having compatibility issues, the PSAV staff in the Speaker Ready Room (Room 305) 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 their session.


Instructions for Poster Session Presenters

Preparing Your Poster

Poster Preparation Tips and Layout Suggestions

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 all day.

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 for figures and tables.

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 Velcro
The poster board surface consists of fabric over cork board. Pushpins or velcro can be used to mount the poster, with pushpins being the preferred method. Pushpins are provided on-site.

Choose Photographs with Caution
Illustrative drawings should be used to depict 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.

No Active Promotion of Exhibitor Booths
SOT policy prohibits the active promotion of ToxExpo exhibitors on scientific posters (e.g., “visit xxx in Booth Number 1005”). SOT reserves the right to remove scientific posters that specifically promote a ToxExpo booth. Listing of author affiliations in the poster title is not considered active promotion.

Presenting Your Poster

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 Mounting Information

The presenting author of each poster abstract is responsible for the proper assembly, mounting, and presentation of his/her poster.

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


Date

Poster Display Times

Begin mounting posters

Monday, Tuesday, and Wednesday 9:15 AM–4:30 PM 7:30 AM
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. The final Program and SOT Mobile Event App include 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. Posters must be removed immediately at the end of each day, so that the boards may be prepared for the next day’s Poster Sessions.


Presentation Times and Expectations

Beginning with the 2018 Annual Meeting, all accepted poster abstracts will be programmed into all-day Poster Sessions.

Presenting author poster attendance times are assigned by blocks. Assigned attendance times are available in the SOT final Program, the SOT Mobile Event App, and with the Poster Session chairs. Presenters are required to stand by their posters during their assigned 90-minute attendance time block. The four time blocks are:

  • Block A: 9:15–10:45 AM
  • Block B: 10:45 AM–12:15 PM
  • Block C: 1:30–3:00 PM
  • Block D: 3:00–4:30 PM

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.

All-Day Poster Sessions FAQ

Why is SOT changing from the previous format (morning and afternoon Poster Sessions) to an all-day format?

Based on attendee comments in the Annual Meeting surveys, many attendees were often unable to attend Poster Sessions due to busy schedules. SOT leadership agreed to follow other scientific society models and offer all-day Poster Sessions to maximize the experience of all attendees.

Will authors be asked to attend their posters all day?

No. Presenting authors will be assigned one of four 90-minute time blocks to attend their posters, but the poster will remain displayed for the entire day.

The four 90-minute time blocks:

Block A: 9:15 to 10:45 AM
Block B: 10:45 AM to 12:15 PM
Block C: 1:30 to 3:00 PM
Block D: 3:00 to 4:30 PM

The presenting authors are encouraged to include an email address or other contact information in their poster so attendees who view the poster when the author is not in attendance can contact the authors with questions or other information.

All authors in a single Poster Session as defined by topic (e.g., Carcinogenesis, Metals, etc.) will be assigned to the same time block so that attendees interested in that topic have access to the authors at the same time. In addition, the Scientific Program Committee will ensure that no Scientific Sessions, including Platform Sessions, related to a specific topic are occurring during the same time period as the author-attended block for that topic.

How will the four different author-attended time blocks be defined in the printed materials and in the SOT Mobile Event App?

As in previous years, the Program, SOT Mobile Event App, and other materials will include annotations and keys to indicate the author-attended time periods. In addition, signs will be placed on the ToxExpo floor to explain and define the time blocks.

What time in the morning should authors mount their posters?

Authors may enter the ToxExpo as early as 7:30 AM to mount their posters. As always, pushpins will be provided.

What time in the afternoon should authors remove their posters?

Poster “tear down” will occur between 4:15 and 5:00 PM Monday through Wednesday.

What if an author forgets to remove his or her poster in the afternoon?

On Monday and Tuesday, posters that are left on the boards after 5:00 pm will be placed in a poster retrieval area near that Poster Session’s presentation area and can be picked up by the author the following morning. Any posters in the retrieval area that are unclaimed by 10:00 am the day following the poster presentation will be destroyed.

On Wednesday, posters left on the boards after 5:00 pm will be removed and placed on tables outside the ToxExpo entrance. Any posters unclaimed by 10:00 am on Thursday will be destroyed.

How will author compliance to the all-day poster policy be monitored?

Authors are required to have their poster mounted on the board for the entirety of the all-day Poster Session. Four Poster Chairs will be assigned to each Poster Session (one per time slot) to monitor the sessions (including monitoring for photography, which is not allowed of posters without the express permission of the author) and to note any empty boards.

What if my poster is programmed for presentation on Thursday?

Only late-breaking posters will be programmed for Thursday from 8:30 am to 11:45 am.