Poster Guidelines

Below are some guidelines and pointers on how best to video your presentation and send to the organisers in advance of your talk.

Key Dates

October 23, 2020 – Submissions Open

December 20, 2020 – Poster Submissions Due

March 1, 2021 – Poster Acceptance confirmation

April 1, 2021 – Poster Presenters registration deadline

April 7, 2021– Upload poster docs including video presentation

April 28 – May 1, 2021 – Conference Dates

Poster submitters already accepted, please note

2020 submissions that were already accepted will not complete an additional review process but will still need to:

  • Submit through the form, identifying themselves as a 2020 accepted poster.
  • You will receive an email detailing these instructions.

Note: You will not be asked to pay the submission fee again.

Submission Guidelines

Please Note: There is a submission fee of $25 for new submissions.
  • Ensure your membership is in good standing
  • Select a theme that most closely aligns with your submission
  • Enter your contact name, affiliation/institution name and email address (please note authors may specify only one affiliation)
  • Enter all corresponding authors in the order they should appear in the program. Please note – author names and affiliations will appear in the program EXACTLY as they are entered into the submission form.
  • Prepare an abstract title (max 225 character limit)
  • Prepare the abstract (max 2000 character limit, including spaces)
  • By submitting an abstract, you agree to present at the Annual Conference, should your abstract be selected for the program
  • You may only be the first author on one submission
  • Abstracts should not report findings that will be published elsewhere prior to the meeting, although presentation of the work at a recent meeting (e.g., within a year) of another society is acceptable
  • Use standard abbreviations for units of measure. Other abbreviations should be fully spelled out on first mention, followed by the abbreviation in parentheses.
  • Abstracts should be submitted in plain text and they will be formatted for the program.
  • $25 submission fee can be paid via online submission process at the end of the form.

We are continuing our Open Science initiative of offering poster submissions for preregistration summaries of analyses of completed or soon to be completed datasets. You will be given two options for submission of your abstract:

* Standard submission: A standard abstract for data analysis that has already been completed for the study. The abstract should state the study’s objective, briefly describe the methods used, summarize the results obtained, and state the conclusions. Ideally, these sections will be indicated explicitly. Abstracts should emphasize the significance of results and general principles rather than describe common methods and procedures.

* Pre-registration: Abstract for study that you plan to conduct (or have collected already but not analyzed), and pre-register your hypotheses & data analysis plans. The abstract should state the study’s objective, describe the methods and analysis plans for each hypothesis, and discuss general implications of the study. The data analysis should be completed before the conference to include the results and conclusion in the presentation.



Virtual Presentation Guidelines

As a poster presenter, you will be required to upload the following information into your Poster ‘stand’ by April 7, 2021

  • PDF of your Poster (landscape format)
  • Pre-recorded (3-5-minute) video presentation summarising the following:
  1. study’s objective
  2. methods used
  3. results obtained
  4. conclusions

Please note: this video will be ‘on demand’ from your virtual poster stand, in order that attendees can visit your poster, even when you are not available.  You may also choose to upload (optional):

  • Email address for poster contact
  • Handouts/supplementary documents in support of your poster (optional)

Watch an example of a great poster presentation below!

Live Chat & QA

Poster presenters will be asked to be available to ‘stand’ at their posters during a scheduled live poster session, to take part in interactive Q&A sessions via text chat box, in much the same way an onsite poster hall operates.

It is also encouraged that you incorporate Zoom (or equivalent) video chat into your poster session, where possible, for a virtual face to face discussion.

When a poster presenter is not at their stand (due to time zone issues or other commitments), their poster information will be available for virtual attendees to browse and review. There will also be a ‘contact’ button, allowing individuals to connect directly with poster presenters at any time to ask questions and start follow-up discussions.

How To Create & Record

Step 1: Create your Presentation using PowerPoint Slides

Please include an intro slide below at the beginning of your presentation (include the title of your talk, your name and your affiliation)

Ensure that any graphs/charts/figures you include are large enough to be viewed on a screen, and there’s space at the bottom of your slides for closed captioning.

Practice going through your talk to confirm that the timings are accurate, and that the number of slides correlates with your allotment of time (3-5 minutes for posters). Remember to take a few moments at the start of your talk to introduce yourself, in lieu of a chair.

You may consider including a contact email address and/or twitter handle in your final slide, to make it easy for attendees to contact you with any follow up questions post event.

Step 2: Record Your Video

To record your presentation, you are welcome to use any platform you feel comfortable with (as long as the final file is in mp4 format). We have outlined instructions for two options, which are both user-friendly and free to use. Please click on the button below to review these options:

Option 1: ZOOM (preferred option)

Please click here to view the ‘recording a zoom meeting’ video. Further step by step instructions are included below:

      1. Open the slides you wish to present, then minimise.
      2. Install the software or application on your computer or device from Once the application has installed, click Sign In (for existing account users) or Sign up to create a free account.
      3. Once logged in, click on the ‘Host a Meeting’ tab at the top and select ‘With Video On. Then click ‘open link’.
      4. The meeting will then launch, and you will be asked to ‘join with computer audio’.
      5. If your audio isn’t working, check your settings by clicking on the arrow next to the mute icon on the bottom left of the screen.
      6. If your video isn’t working, check your settings by clicking in the video icon at the bottom left of the screen.
      7. Once you are in video mode and can see yourself on your computer monitor, make any changes required to the location/orientation of the camera etc., to ensure your appearance is how you would like to be recorded.
      8. Move your mouse to the bottom of the screen, where the following will appear. Click on the share screen icon and select the PowerPoint slides that you opened previously.
      9. Once you have shared your screen, you should be able to see yourself in the top right of the screen, with the main image being your slides. Click next through the slides to make sure you have control over the content.
      10.  Once you are ready, go to the top of the screen, and click on the ‘More’ button, where you will then see the ‘record’ button. Click on this to start the recording.
      11. Once you’ve finished your recording, go back up to the same ‘more button’ and click ‘Stop Recording’ (please note that this tab won’t show up on the recording).
      12. As soon as you end the meeting, your zoom video clip will download and appear in your documents folder in a folder named ‘Zoom’.
      13. Once you are happy with your recording, please rename your final video [SESSION ID_LASTNAME].
      14. We will be in touch with you on how to submit your final video. 


Option 2: Microsoft PowerPoint

Please click here to view a brief ‘How to Make a Video in PowerPoint’ video. Further step by step instructions are included below:

  1. Go to the video and audio settings on the device you plan to record your presentation, to ensure your microphone and camera are connected and working properly.
  2. Open the PowerPoint slides you wish to present.
  3. Whether you are using Mac or PC, there will be a ‘record slide show’ button, under the slide show tab.
  4. Once you have clicked on the record slide show, you will see the below view, with your Ppt slides in present mode, with your image at the bottom right of the screen. Once you are ready to present, you simply click on the red record button located at the top left of the screen.
  5. If you wish to highlight any graphs or specific information, you can do so using the tools at the bottom of the screen.
  6. Once you are finished recording your presentation, click on the stop button at the top left of the screen, beside the record button.
  7. Once you are satisfied with your recording, please go to file -> export -> create a video, to save your presentation as an mp4 video file.
  8. Ensure you select the ‘use recorded timings and narrations’ to save your video. Once you are happy with your recording, please name your final video file [SESSION ID_LASTNAME].
  9. We will be in touch with you on how to submit your final video.



Step 3: Upload Your Presentation

Poster presenters must upload all their poster presentation video to YouTube and update any other appropriate poster details via their individual url in Whova (these detailed instructions will be communicated via email)

by April 7, 2021