Guide for Poster Session Participants
Highlights
- morning and afternoon sessions, Monday to Thursday = 8 sessions
- presenters will be designated a session (date/time) and poster board number/location for each presentation
- presenters prepare, bring, mount and remove their poster presentations
- poster boards are 8 feet (240 cm.) wide x 4 feet (120cm) high
- plan to be in attendance (with handouts!) to meet visitors who will want to know about your presentation
- poster set-up and take-down times must be strictly adhered to (particularly during the lunch hour 'switch' – see details below)
- morning posters set up 0715-0745 – remove by 1300
- afternoon posters set up 1300-1330 – remove by 1700
The Poster Presentation Program
Posters will be displayed during 8 'poster sessions' to be held throughout the conference beginning on Monday, June 11th through Thursday, June 14th (see Poster Program Schedule below).
The poster sessions provide an opportunity for a graphic presentation of a presenter’s research and/or work. Presenters illustrate their findings/work by displaying graphs, photos, diagrams, and a small amount of text on the poster boards that will assembled in the poster hall (part of the conference ‘town centre’). Presenters are encouraged to hold discussions with the registrants who will be circulating among the poster boards. Accordingly, presenters should be in attendance at their poster boards during their designated poster session/time (see below).
Please note: Audio-visual equipment will be NOT provided for poster presentations.
Preparing and Mounting Your Poster Presentation
All materials should be prepared in advance. Bring all your required illustrations with you - figures, tables, colour photographs, charts etc. We do NOT have facility for receiving and storing poster materials shipped ahead of your arrival.
You will be required to mount your presentation onto a poster boards that will be provided for you. The number on your poster board will correspond to your presentation number in the final program. The poster board will be 8 feet (240 cm.) wide x 4 feet (120cm) high. Materials will be provided on site to affix your presentation.
Content should include the title of the presentation and the list of authors. The content should be well labeled and legible from a distance of 2 meters. Lettering should be bold, approximately 1 cm high - ie. A large, bold font like Helvetica 20-30 point is recommended. Letters in the title should be at least 5 cm high.
We suggest you also display an envelope containing 20-30 copies of your summary abstract for delegates to take away with them (including your complete mailing address and other contact information). Also, bring notepaper so that people can leave you messages.
Poster Program Schedule
There will be 2 poster sessions per day (morning and afternoon) on each of Monday, Tuesday, Wednesday, and Thursday. The morning sessions will begin after 0700 each day and end over the lunch hour. The afternoon sessions will begin over the lunch hour and end at 1700.
Consequently, posters will be on display concurrently with plenary, debate & dialogue, and/or concurrent presentations. It is anticipated that ‘peak’ traffic times will during the morning and afternoon ‘nutrition breaks’ that will also be taking place within the conference ‘town centre’. Poster ‘presenters’ are, therefore, encouraged to be available during those times (at a minimum) to meet and interact with interested visitors.
Poster Set-Up Times
Presenters are responsible for bringing their own displays to, mounting the displays onto, and removing them from their designated poster boards. Volunteers will be on hand to coordinate and assist but they will not be responsible for mounting or removing your presentations.
Set up for a morning session can begin any time after 0715 and we suggest that they be mounted before 0745. The ‘poster hall’ will be visited by registrants coming to the town centre for their morning coffee before the 0830 start of the plenary sessions.
Morning posters MUST be removed over the lunch hour (important: see below!).
Set up for the afternoon sessions will take place over the lunch hour (important: see below!)
Afternoon posters MUST be removed by 1700. The poster boards will be removed at that time to make room for evening events in the ‘poster hall’.
The lunch hour ‘switch’ will provide the most challenges, therefore, we ask for your understanding and cooperation.
One hour only (1230 to 1330) is designated for lunch and lunch will be served within the ‘town centre’ adjacent to the poster hall. Also, during that time, the morning posters must be removed and the afternoon posters mounted.
Therefore, we ask that morning posters be removed and the area vacated to make way for afternoon presenters no later than 1300 and that afternoon poster presenters wait until 1300 to begin mounting their presentations.
As mentioned, we will ensure that an adequate number of volunteers will be present to assist presenters with their tasks.