Instructions for Poster Presenters

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If you need assistance with the Poster upload site, please contact, and you will receive a prompt response. Be sure to include your poster title and/or presentation number.

Poster Display/Viewing: Friday through Sunday, November 2 – 4, 2018

Location: Chantilly Ballroom

Poster Awards: Awards will be presented designating the best poster in each clinical category. The Program Committee will select the poster winners. To be considered for an award, files must be uploaded to the ePoster site on or before Friday, October 12.

Set Up: Posters must be hung on Thursday, November 1 between 1:00 – 5:00 p.m.

Dismantling: Posters must be removed On Sunday, November 4 at 12:00 p.m. Remaining posters will be discarded.

Display: Posters will be displayed on 4′ high x 8′ wide tack boards; push pins are supplied. Contact Information for the presenter including last name, and poster number should be placed on the back side of the poster in the upper left corner. Attach the poster with push pins. Tape, glue, or other messy or permanent substances are not appropriate for use on tack boards. You will have the option to order a mailing/hanging service when you upload your poster.

The AAHKS Shop located by the Registration area can assist you on-site. The AAHKS Shop will store your tubes or shipping material and provide pushpins. – be sure tubes are clearly marked with your name.

Printing Your Poster: A professional poster printing service is available to all poster presenters. Your poster will be shipped onsite and hung on your designated poster board 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 ePosters.

Transporting: If possible, do not mail your poster yourself unless it is addressed to you as a Hotel Guest. It is best to hand-carry it to the meeting or use the printing/hanging/mailing service available through the ePoster website.

ePosters: In addition to a physical poster, all presenters are required to upload an ePoster. Posters should be in PowerPoint or PDF format and no more than 8 slides, excluding Title and Disclosures slides (first two slides). Scannable 2D barcodes will be placed beside your printed poster to allow attendees with mobile devices immediate access to your abstract, poster, and audio narration if provided.

The online viewer allows attendees to examine every detail of your poster while protecting content from download or re-use. The presenting author will receive a link and login credentials (email address and presentation number) from with instructions to upload the ePoster in mid-September.

Audio/Video Supplement to Poster: Presenting authors are encouraged to include a five-minute, pre-recorded audio or video file to accompany your poster presentation. You will be able to record your audio or video file on the ePoster website. The presenting author can upload audio/video after uploading and approving their ePoster using the same link, login credentials and instructions that are sent to them from These are sent in mid-September. You will not be required to be physically present next to your poster for a live presentation, but certainly are welcome to engage with viewers at any time during the exhibit.

Online Poster Forums: To enhance attendee interaction with authors, we have included a forums feature. While viewing an online poster, attendees may submit questions or comments to the author. The poster author may then either respond privately to the attendee or publicly by posting the comment and response in the forum displayed on the abstract page for that poster. In this way, other attendees viewing the online poster may read and benefit from the responses.

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.

HIPAA Compliance: Ensure that your poster complies with HIPAA (Health Insurance Portability and Accountability Act) to protect a patient rights and confidentiality.

Commercialism: Funding of poster exhibits is limited to individuals, educational facilities and hospitals. Commercial funding is not allowed.

AAHKS does not assume any responsibility for poster content.


Elements of a Poster

  • 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 4-6 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

Artwork and Lettering

  • 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.
  • Avoid USING ENTIRELY CAPITAL LETTERS IN ALL INSTANCES; otherwise the text will be too difficult to read.
  • Color is very useful for creating interest and accentuating specific parts of any presentation.
  • 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.