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POSTER PREPARATION GUIDELINES

Important Notes:

• All abstract presenters must register as an attendee.
• Poster Presentations can be presented in-person or virtually.
• To change the presenting author, a listed author must email abstracts@idweek.org and provide either the submission ID, Poster ID, or title to your abstract and the name of a listed Co-author who will serve as the new presenting author. Requests made after October 5th will not be updated in conference materials.
  
  

Poster presentations give authors an opportunity to acquaint conference attendees with the fundamentals of their program, special project, or study analysis quickly and easily.

ePosters (required for in-person and virtual presenters)

All presenters are required to upload a PDF of their poster to be viewed on the IDWeek Interactive Program website. In addition to uploading your poster, poster presenters will also record a 5-minute presentation that will be made available to registered attendees on-demand for IDWeek 2023 through the Interactive Program (this website).

All electronic posters and narration will be uploaded prior to the conference and made available to attendees in the Interactive Program Planner (this website). Attendees will be able to browse through all ePosters with the ability to filter and sort based on author name and category. Posters and audio will be available online for a minimum of three years.

Virtual Poster Presenters

Virtual Poster Presenters will not be presenting "live" online. Virtual presenters will not need to log on at the scheduled presentation time that is listed on the preparation email. The audio recording will be the only way for you to speak about your poster to attendees. Additionally, Presenters who opted into the Q&A and Discussion feature (more information below) will be asked to log in to the site between the dates of Oct. 11 - Oct. 25 to answer questions and participate in the discussion on their presentation page. IDWeek recommends that presenters who are not able to attend the meeting in-person, ask a colleague who is attending in-person to bring and hang your poster onsite to ensure maximum exposure to your poster.

In-Person Poster Presenters

In order to hang your poster, you must be registered for IDWeek and have a badge that will give you access to Exhibit Hall B and C.  All posters must be posted on the boards by Thursday, October 12th at 10 a.m. and must remain posted until Saturday, October 14th at 6 p.m.

Poster set-up: Thursday, October 12 from 8 a.m. – 10 a.m.
Poster removal: Saturday, October 14 from 6 p.m. – 6:30 p.m

IDWeek is not responsible for any posters left after 6:30 p.m. on Saturday, October 14.

Please note that presenters must be at their poster boards during the poster session on their assigned days.

Q&A and Discussion Board

IDWeek continues to encourage interaction and discussion between abstract presenters and viewers by enabling Q&A and Discussion functionality on the site. Presenters can opt in to this functionality, it is not mandatory. This feature will allow registered attendees only to post questions directly on your presentation page, and you will be able to login and answer them. There will also be a discussion board where attendees can leave comments regarding the presentation. Presenters who opt in will be asked to login to the site during specified dates to answer questions and participate in the discussion on their presentation page. Download information regarding the Q&A and Discussion Board

How do I Upload my ePoster?

View the video below on how to upload an ePoster and record a 5-minute audio narration in the Poster Harvester. The poster upload must be a single page PDF document with no back. Poster orientation can be portrait or landscape.

How do I Record my Poster Narration?

Poster Narration will be entirely recorded and collected in the Poster Harvester.

*Please view the video below for a walkthrough of upload a poster and recording audio narration.

Can I include a QR Code on my poster?

Yes, a QR Code can be included in the poster to link to additional resources and information that is housed in another location, however, the QR code cannot lead to commercial content.

Produce Your Poster

IDWeek has partnered with Fern Expo to offer a poster production service. This service is highly recommended for poster presenters who are presenting virtually as Fern will print and hang your poster for you. The discounted price is $395 per poster for posters submitted by September 18, 5 p.m. EST.  Posters submitted after September 18 will be $495. Posters submitted after October 9 and On-Site will be $595.

Fern will:

• Print your scientific poster for you on glossy or matte finish in your designated dimensions—No transport or shipping hassles.
• Secure your poster to your assigned board within the poster hall before you arrive to IDWeek 2023—No struggling to hang your bulky poster.

Fern facilitates IDWeek exhibits, posterboards and signs, and provides this service at a reduced cost for IDWeek poster presenters. Plus, Fern offers you the full service of hanging the poster which is a great option for virtual presenters

Ordering is easy...

• Email Cynthia Barton at cbarton@fernexpo.com to receive a link and log-in to the poster order website.
• Within 24 business hours, you will receive a link and your login information to enter our site to place your order and upload your file. Enter the email address of the presenting author for the abstract.
• Click on the link titled: "Poster Production Order"
• Upload your poster file as a pdf or ppt. ALL FILES MUST BE CMYK.
• Please name your file with your poster # and show acronym, i.e., 267_IDWPOSTER.
• Order your poster online and pay via credit card.
• Arrive at IDWeek with your poster already expertly and carefully hung.

Approval process...

Fern will send a PDF proof of your poster to the email you provided. You will then review the proof. If it is acceptable, sign and email the approved PDF proof back to Fern. If changes are required, email a revised PDF file and a new proof will be sent. No poster will be produced without your approval. Approval is requested within 48 hours of receipt of the proof. There are no additional charges for 1 new edited file made prior to you approving the poster.  Additional poster layout editing will be charged $70 per hour (1 hour minimum per round).

The first deadline to submit is 5 p.m. EST on September 18 for the discounted price of $395. Posters submitted after September 18 and by October 9th will be $495. Posters submitted after October 9th and On-Site will be $595.

Need Help?

Email cbarton@fernexpo.com or call (800) 774-1251 x 1.

How to Prepare Your Poster

• Poster boards are 4 feet tall x 8 feet wide. Draw a rough sketch of your poster first.  You may find it helpful to use graph paper and small pieces of paper to better visualize where the components of your poster should be placed.
• Your material must be readable from distances of approximately three feet or more.
• Use simple fonts and font sizes that are easy to read; use bold type to ensure legibility.
• Use arrows, numbers, bullet points or other devices to show those who will be viewing your poster the preferred sequence in which your poster should be reviewed.
• Keep your text to a minimum.  Your emphasis should be on graphics, charts, graphs and photos.  Save what you might put into text for handouts.
• When composing your poster, use blank space to highlight or offset information.  Be sure to align all edges of paper.  Place related materials (e.g., photo with accompanying text) close together, and then off-set each item by surrounding it with blank space.  Space your information proportionally.  A good way is to divide your poster either horizontally or vertically into three or four sections and place your materials within those spaces.
• Avoid crowded and cluttered posters; they are difficult to read and are often disregarded.  Your poster should stimulate discussion, not give a long presentation.
• When choosing a background, remember that neutral or grayish colors will be easier on the eyes than a bright color.  Dark backgrounds will make a dark photo seem brighter, and vice versa.  Color photos look best when mounted on a gray backing.
• Your presentation number is your poster number. Your poster number can be found in your presenter portal. The number is located before the title of your abstract. The poster number will be assigned to the poster boards and MUST be kept on the upper-left-hand corner of the display.  Be sure to include the title of the presentation in large letters, the institution where the work was completed, and the authors’ name(s) at the top center of the poster.  Place your mailing and e-mail addresses, telephone numbers and fax numbers in the upper-right-hand corner.
• A reproduction of the abstract placed in the upper-left side of the poster is suggested, as are “Introduction” and “Summary” or “Conclusions” sections for your poster.
• Your poster presentation should be educational, scientific and balanced.  Be prepared to answer questions or discuss topics that an attendee may have regarding your abstract.
• If presenting in-person at IDWeek, at least one of the authors must be at the assigned space during the designated time to discuss the work presented.
• Poster handouts are popular and encouraged; however, compilations of abstracts organized by pharmaceutical companies or medical meeting planning firms are not allowed.  Place your handouts or extra copies of your abstract in an envelope large enough to accommodate the materials, and post it on the board marked “HANDOUTS.”
• Use a mailing tube or portfolio case for transporting your poster to the meeting.  Most presenters carry their posters with them, but if you want to ship your materials ahead, you must ship them to yourself in care of the hotel at which you will be staying.  It is a good idea to contact the hotel in advance to let them know to expect your shipment.  DO NOT MAIL YOUR POSTER TO IDWEEK HEADQUARTERS.
• Be sure to bring your own thumbtacks, pins or Velcro, as they are NOT provided at the poster sessions.

Poster Presentation Requirements:

1.  For publishing purposes, the poster upload must be a PDF file at the highest resolution possible.

2.  The aspect ratio when designing your poster for printing (ratio of width to height) should ideally be set to ’16:9′ (Widescreen). Printed posters should be approx. 4ft (tall) x 8 ft (wide).

3.  The complete poster is limited to one slide only. That means one single page for your PDF file.

4.  Fonts should be sans-serif (e.g., Arial, Calibri, etc.)

5.  Minimum font size should not be smaller than 6pt