Instructions for Poster Presentations

Review specs and deadlines. Home

Poster Checklist

Congratulations on your poster acceptance! You will receive a follow-up email in mid-September with specific instructions from our poster exhibition partner, Digital Acumen.

Poster Specifications

  1. The required poster size and orientation is 42″ W x 46″ H (portrait orientation).
  2. Posters must not be larger, smaller or landscape orientation. 
  3. Any posters that deviate from this specification will not be displayed on site at the AAHKS Annual Meeting.
  4. See tips for good content and layout below.

Printing

A professional poster printing service is available to all poster presenters. Your poster will be shipped onsite and affixed to the museum display panel for you. Use of this poster printing and hanging service is optional. You can order this service by logging in to the same website for ePoster uploads.

  1. $85 print cost for 42W x 46H
  2. $35-$115 shipping and handling (standard, rush or overnight affects pricing)
  3. Cost includes printing, shipping and hanging
  4. Tubes left near display for transport home
  5. Refer to deadlines on ePoster submission site and emails from Digital Acumen.

AAHKS encourages use of the printing/hanging service to ensure the correct sizing, printing, shipping and mounting.

Displaying

  1. Hand-carry poster (do not mail to hotel) or use ePoster service.
  2. Velcro dots will be supplied for mounting.
  3. Place last name and poster number on the back side of the poster in the upper left corner.
  4. Do not use tape, glue, or other messy or permanent substances on the display panels.

You do not need to be physically present next to your poster.

Set Up and Take Down

  1. The exhibit takes place in the Chantilly Ballroom.
  2. Posters must be hung on Thursday between 1:00 – 5:00 p.m.
  3. Posters must be removed on Sunday by 12:30 p.m. Remaining posters will be discarded.

ePosters and Award Consideration

  1. Presenters are required to upload an ePoster.
  2. ePosters submitted by October 9 will be considered for poster awards. Awards will be presented designating the best poster in each clinical category at the Poster Reception on Saturday night.
  3. Format in PowerPoint or PDF
  4. No more than 8 slides, excluding Title and Disclosures slides (first two slides)
  5. QR codes will be placed beside your printed poster to allow attendees with mobile devices immediate access to your abstract, poster and audio narration if provided.
  6. Poster website allows attendees to examine every detail of your poster while protecting content from download or re-use.
  7. The author listed as the main contact will receive a link and login (email and poster number) from Digital Acumen with upload instructions. If you need to change the main contact, email meeting@aahks.org

Record Audio and Video (optional)

  1. Include a five-minute, pre-recorded audio or video file to accompany your poster presentation
  2. Record your audio or video after logging in to the ePoster website
  3. Upload and approve ePoster file first; then upload audio or video file.

Engage with Attendees Online

  1. Interact with viewers using the forums feature on the abstract page for your poster
  2. Attendees submit feedback to the author
  3. Author responds privately or publicly using the forum feature tools

Rules and Regulations

  1. Food and Drug Administration Status: If a device or drug requiring FDA approval is included in the poster content, the poster must include the FDA clearance status of the medical devices and pharmaceuticals for the uses discussed or described. “Off label” uses of a device or pharmaceutical may be described so long as the lack of FDA clearance for such uses is also disclosed. Posters exhibiting a Class III device or pharmaceutical require signage indicating the FDA status of the product.
  2. HIPAA Compliance: Ensure that your poster complies with the Health Insurance Portability and Accountability Act (HIPAA) to protect patient rights and confidentiality.
  3. Commercialism: Funding of poster exhibits is limited to individuals, educational facilities and hospitals. Commercial funding is not allowed.
  4. AAHKS does not assume any responsibility for poster content.

Help?

Email Digital Acumen at
upload@scientificposters.com
Include your title and poster number.

Tips

Elements of Good Content

  • Relevant topic
  • Data displayed clearly and concisely allowing readers to make own interpretation
  • Photos, figures, diagrams, charts reflecting pertinent points
  • Findings and conclusions clearly discernible from the text
  • Useful information for clinical practice
  • Good science – case controlled study
  • Focused – makes a statement, offers proof, and draws conclusions
  • Legible – large enough print to be read 4 feet away
  • Quality – professional and appropriate for national scientific presentation
  • Definition of clinically meaningful problem
  • Hypothesis and purpose
  • Succinct take-home message in conclusion
  • Limited verbiage, use photos to substitute for words
  • State the problem, solution, work and results
  • Conclude only what data supports. Speculation is OK, but let the reader know what you speculate and what your data supports
  • Avoid abbreviations and acronyms without giving their full form in first reference

Elements of Good Layout

  • Creative artwork with an uncluttered layout will encourage attendees to stop and examine your poster presentation.
  • Use self-explanatory drawings, photos and charts to express ideas.
  • When captions are used, limit them to a couple of sentences.
  • DON’T USE ALL CAPS.
  • Color creates interest and accents key points.
  • Use only a few common colors.
  • Generally, it is best to use light lettering (e.g., white, yellow, golden yellow, ivory, light blue, cyan) on dark backgrounds (e.g., royal blue, navy blue, teal green, forest green or purple). Colors like red, magenta, and orange can work well, as accents, but they are too “hot” for use over large areas of a display.
  • Fluorescent colors, while eye catching, do not carry the professional image you want to project.
  • Most importantly, make sure the color combinations you select are visually appealing.
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