Poster Sessions

Poster Sessions are all day with authors in attendance during one of four designated author-attended times. Presentations cover new areas, concepts, or data. Individuals who are interested in presenting during a Poster Session should submit an abstract during the Abstract Submission Period, August 15–October 19, 2018, and designate their abstract for a Poster Session as part of the submission process. Presenters will be notified by early December of acceptance to Poster Sessions.

Below are instructions and tips for accepted poster presenters, including how to prepare/design your poster, when and how to display your poster, author attendance expectations, and FAQs. SOT also has provided guidelines and information for Poster Session chairpeople, such as pre-meeting preparation and on-site roles and responsibilities.

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 2019 Annual Meeting. Poster authors will receive emails about uploading ePosters beginning in mid-February. This email will be sent to presenting (first) authors only. Additionally, you will be able to upload your ePoster throughout the Annual Meeting.

Please note uploading an ePoster does not replace your physical poster. ePosters should be provided in addition to your physical poster, which must be displayed at the assigned time. Your ePoster and physical poster should be identical.

Instructions for Poster Session Presenters

Preparing Your Poster

Poster Preparation Tips and Layout Suggestions

4' x 8' (244 cm x 122 cm) Display Area
Posters are mounted horizontally on usable space of 91” x 45” (231.1 cm x 114.3 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.

Poster Board Details
The poster board surface consists of fabric over a cork board. You may use pushpins or velcro to mount the poster. 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.

Poster Retrieval after All-Day Poster Display
The all-day poster session format requires all posters to be displayed during ToxExpo hours (9:15 am to 4:30 pm).

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.

Scientific Poster Printing Services

SOT offers poster presenters the ability to have a poster printed and picked up on-site in Baltimore, instead of carrying to the meeting. Shepard Exposition Services is the official general service contractor providing this service on behalf of SOT. Please complete this form to take advantage of this service.

If you are not a scientific poster presenter but wish to have a poster printed, please contact Shepard directly via email at baltimore@shepardes.com.

Orders must be received by February 18, 2019. Please direct questions about this service to baltimore@shepardes.com.

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 Location Entrance for Mounting
Monday, Tuesday, and Wednesday 9:15 AM–4:30 PM 7:30 AM Exhibit Hall Pratt Street only (under registration)
Thursday (Late-Breaking Session) 8:30 AM–11:30 AM 8:00 AM Hall A Main doorway

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 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

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 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.

If authors are not standing by their posters all day, how can photography be monitored?

SOT policy is to not allow any photography of posters unless permission is expressed by the author. SOT staff and security staff will be enforcing the “no photography” policy onsite to curtail concerns about the all-day display format. No Photography signs will be displayed on all poster boards. Attendees who violate the No Photography policy risk ejection from the Annual Meeting.

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., Neurotoxicology, 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 make every effort to 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 Event App?

As in previous years, the Program, SOT 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. Up to four Poster Chairs will be assigned to each Poster Session 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 11:30 am.

I am chairing a Poster Session that I am presenting a poster in, and I am required to be by my poster during my assigned time block. How should I handle this?

It is very common for poster chairpersons to present a poster in the Poster Session they are chairing; that is why SOT assigns up to four chairpersons per poster session. You may split the poster chair duties with the other chairpersons. If the other chairpersons are also presenting posters in your Poster Session, you are authorized to leave your poster for a few minutes during the session to fulfill the chair duties explained on the website.

Register for the SOT Annual Meeting and ToxExpo

Early-bird registration rates are available through January 11, 2019. You can register anytime using the SOT Online Registration System.

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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 90-minute time block (blocks A, B, C, D) 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, but chairpersons are 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.

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


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 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.


All-Day Poster Sessions

The scientific poster sessions Monday, Tuesday, and Wednesday will be all-day poster sessions. Posters must be displayed between 9:15 AM and 4:30 PM Monday through Wednesday. However, presenting authors are only asked to stand by their posters during their time block (A, B, C, D). Due to the all-day poster session format, up to four chairs may be assigned to each poster session, depending on the number of posters in the session. Duties may be split between Chairpersons. For example, one or two chairs may tend to the session during the presenting author time block, and the other chair(s) may visit the session during the rest of the session, to ensure all posters are in compliance and being displayed. Chairs are not asked to monitor the poster session all day.


Responsibilities as a Poster Chairperson

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.

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.

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

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 the Annual Meeting. Any information received should be noted on your Chairperson Evaluation Form (sent electronically by SOT Headquarters).


Presenting Responsibilities during the Poster Session Author Block

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.

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.

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

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