Presenter Information

Important Dates:

For additional information or inquiries about abstracts, please contact the AADR Meetings Department at meetings@aadronline.org.

• IADR/AADR Policy on Full Disclosure - all presenters must abide by this policy. All speakers of oral presentations should include a slide listing any conflict of interest disclosures.
• Poster notifications were emailed on October 9 to all presenters. Please email meetings@aadronline.org if you did not receive your notice.
• View Presenter Regulations

POSTER PRESENTATION INFORMATION

Presentation Times

Presenter Guidelines

Poster Design

Option to Add a Quick Response (QR) Code to your Poster

Poster Size

• Dimensions of the poster board are 4 feet high x 8 feet wide. The board will be used HORIZONTALLY. These are the maximum dimensions to follow when creating your poster but you may make your poster smaller.
  Please include your Presentation # (provided approximately one week after the presenter pre-registration deadline) in the top right corner in your poster materials; make it large enough to make it easy for people to find your presentation.

POSTER PRESENTATION GUIDELINES

• You will use your presentation number to locate your poster board. DO NOT remove the number sign, since others will need to use that information to find their poster location. Meeting delegates will look for the "Presentation Number" to find your work.
• You are required to stay at your poster at your assigned presentation time only but not during the entire viewing time. AADR keeps track of "no-shows", so to be counted as present, you must stay at your poster for the duration of the session. Co-authors and/or mentors may be available to assist in answering questions; however, they may not present the paper.
• Posters must remain up until the time specified.
• AADR will not be responsible for posters and materials left on poster boards after the stated hours.
• You must set up and tear down your poster during the designated times. No exceptions will be allowed.
• Please make every attempt to bring your own pushpins or thumbtacks to mount your poster as a limited supply will be available.
• You must be knowledgeable in your subject and answer questions during your presentation.
• Presenters should mention the sponsors of their research, if applicable, in their presentation.
• Presenters are requested to have copies of their presentation available as handouts. This is not mandatory, just an option for the presenter, to increase the impact of the presentation.

POSTER PRESENTATION TIMES

The poster session will be held at the University of Pittsburgh in the O’Hara Hall Student Building. Use the schedule below for mounting and removing posters:

Presentation/set-up Date: Friday, November 16

Poster Set-up: 11 a.m. – 12 p.m. (the program will begin at 12 p.m.)

Poster Presentations: 5:15 p.m. – 6:15 p.m.

Poster Tear-down Time: After 6:15 p.m.

POSTER DESIGN

Use the following instructions when preparing your poster:

• Your display should include your "presentation number" of the abstract, title, and author(s).
• You have complete freedom in displaying your information in figures, tables, text, photography, etc. Figures should be designed to be viewed from a distance and should use clear visible graphics and large type. Color can be effective if used sparingly; use saturated dark colors on white background and rich, bright colors on dark backgrounds.
• The presentation must cover the same material as the abstract.
• Briefly describe procedures and materials. Define all trade names first, then use generic names throughout. All compounds and drugs must be identified.
• Prepare all illustrations neatly and legibly beforehand, in a size sufficient to be read at a distance of 8 feet (240 cm). Hand-lettering should be at least 3/8 inch (1cm) high. Shade block letters if possible. Typed material should be prepared with large type. Remember -- a series of typewritten sheets attached to the poster board is not an acceptable poster.
• It is helpful to viewers if the sequence to be followed is indicated by numbers, letters, or arrows.
• Please do not write or paint on the poster board.
• Attach a small photograph of yourself to the poster so that other participants can recognize you as the presenter.

Quick Response (QR) Codes

QR codes are two-dimensional bar codes that are intended for rapid decoding of content. Through the use of a QR code reader, QR codes can be scanned by smartphone users to quickly import information into their mobile phone or device. You will need a QR code reader to get the encoded information. QR codes can contain URLs, contact information, coordinates, email addresses, phone numbers, SMS messages, and even just plain text.

Though it is not required, AADR permits you to create and use QR codes in conjunction with your poster as a method of sharing more information with meeting delegates. 

QR Code Readers:

Android mobile device: http://market.android.com/details?id=com.google.zxing.client.android

Apple mobile device: http://itunes.apple.com/us/app/semacode-free-qr-code-scanner/id347501083

BlackBerry mobile device: http://appworld.blackberry.com/webstore/content/1102

If you do not have an Android, Apple and BlackBerry mobile device, enter “QR Code Reader” into your search engine to find one for your specific device. Or visit your mobile device maker’s Website for instructions. To create a QR code, enter “QR Code Generator” into your search engine to find the right one for you. 

Please contact Ingrid Thomas, IADR marketing and communications manager, at ithomas@iadr.org or +1.703.299.8084 if you have any questions about using or setting up QR codes.

PRESENTER REGULATIONS

Participation

• Submission of your paper carries with it the obligation for you to present your abstract at the time and in the mode indicated in your acceptance letter.

Failure to present:

• October 22, 2012 is the deadline to withdraw an abstract without penalty. Unwarranted withdrawals after this deadline may be subject to penalty. Presenters who fail to present accepted papers may not submit papers for the next annual meeting, unless acceptable explanations are provided to the Global Headquarters in writing prior to the start of the meeting (DO NOT notify the session chair). Lack of institutional or grant travel funding is not an acceptable explanation.

Registration Requirement:

• All presenters must register and pay the appropriate registration fee by the presenter pre-registration deadline date of October 22, 2012. If you do not register by October 22, 2012, you will not be allowed to present and your abstract was withdrawn from the online Scientific Program and any program materials.

Visa/Invitation Letter:

Presenters who need a visa to travel to the US and who need an invitation letter from IADR/AADR in order to initiate the visa application process, should request a letter as soon as possible online when registering or via the printed registration form. If you have already registered and need a copy, please submit your request to IADR/AADR Registration at registration@aadronline.org or by phone at +1.703.548.0066 (membership department) from 9 a.m. to 5 p.m. ET, Monday through Friday. You will need to provide your full legal name, date of birth, nationality and passport number. Letters of invitation are sent to only registered delegates and you can request a letter on the pre-registration form.