Original Science Abstract Sessions Guidelines
Platform / Oral Presentation Guidelines
Session:
You will have 10 minutes to present your prepared presentation. This will be followed by 5 minutes to answer questions from the audience. The time schedule will be adhered to strictly out of respect for the other presenters. If you exceed your 10 minutes, the moderator will interrupt you and open the floor to questions.
Design:
If possible, please prepare PowerPoint slides to accompany your presentation.
Recommendations for Slides:
- Must include Conflict of Interest disclosure slide even if there is nothing to disclose.
- Create your slides in a 16 x 9 format
- Estimate 45-60 seconds for each slide and therefore have no more than 10-14 slides.
- Use bullet points, not full sentences
- Edit your slides to essential words
- Use tables, lists, figures and diagrams whenever possible. Science makes for a good poster; visuals make for a good presentation.
- Font sizes < 20 should be avoided
Recommendations for Presentations
- Talk slowly and clearly – if you have too many slides, you will feel rushed
- Face the audience, not the computer or slides
- When presenting graphs, figures or tables, orient the listener to them. For example, stating things like “the y axis represents concentration of breast milk. The x-axis represents time… “
- Practice in advance to make sure your talk is no longer than 10 minutes
Conflict of Interest
- You must state whether you have any conflict of interest at the beginning of the talk.
- Must include Conflict of Interest disclosure slide even if there is nothing to disclose.
Presenter’s Submission and Check In:
All presentations must be uploaded to the PAS Meeting server prior to the meeting (preferred) –or– hand carried on flash drive or CD and checked into the Speaker Ready Room at least 24 hours in advance of presentation. ALL presenters are required to check in at the Speaker Ready Room (Toronto Convention Center) at least six hours in advance of their presentation to ensure compatibility, prepare, rehearse, and finalize your presentation before submitting it to the attendant in the Speaker Ready Room.
Note: You are required to check-in with the Speaker Ready Room even if you have pre-submitted your presentation. All media submitted to the speaker ready room will be destroyed post show unless other arrangements are made.
PAS Speaker Ready Room in the Metro Toronto Convention Centre
There will not be a PAS Speaker Ready Room at the hotels
Make use of the help Site: A web site has been created to assist presenters with various aspects of the presentation creation and submission process. https://pas2018.sessionupload.com/Home/Guidelines
Preparing your presentation for transfer:
- You are required to include a disclosure slide at the beginning of your presentation. Samples on AV Guidelines.
- Make sure you include any external files utilized in your presentation, i.e. video files, graphics and pictures.
- Place your presentation and support files in a folder and then copy the entire folder to a “finalized” CD or DVD-R, or USB memory stick.
- Please read, very important! If you have two or more presentations in the same session, it is essential to provide separate presentation files for each talk. Combining talks on one file for the same session will cause a delay in the session and potential loss of information.
Proper Naming of Files: Files names must include the following information separated by underscores:
Format: Date_Room_Time_LastName_FirstName.ppt
Example: 050509_Rm33_1300_Smith_John.ppt
There are four options for submitting your presentation:
Online: Preferred Method, submit to: https://pas2018.sessionupload.com/Home/Guidelines
Onsite: Take your presentation and all related files on disc/USB to the Speaker Ready Room at the Metro Toronto Convention Centre at least 24 hours prior to your session
Bring a backup copy with you: Remember to make a backup copy of your files and transport that media in a separate piece of luggage.
Making Changes To Your Presentation: Once your presentation is loaded on the PAS Network Presentation Manager server in the Speaker Ready Room you will be allowed to return to make changes up to 24 hours in advance of the session where you will be speaking.
Please see additional AV Guidelines.
If you have any questions, please contact the PAS Program Office.
Email: info@pasmeeting.org
Poster Symposia Presentation Guidelines
Your abstract has been selected for presentation in a poster symposium format. Following the viewing period, a discussion session (for both authors and interested attendees), will be chaired by one or two previously selected session moderators. The moderators determine the exact format for the discussion period. You will receive detailed instructions regarding the format of the symposium from the moderators soon. The schedule below indicates the set-up time for your symposium.
Posters provide an opportunity for interchange of ideas between the presenter and audience interested in his/her study. The poster should be outlined so the research can be understood without an oral explanation.
Session:
Poster symposia are 2 hours in length and comprise a viewing period and a discussion session. Authors should be in attendance at the poster site during the designated viewing time. Please remain by your poster for the time specified below and discuss research personally with interested individuals.
Set-Up: Each poster board is numbered sequentially in your session. Locate your assigned poster board and mount your poster within the time noted on these instructions. Pushpins will be provided in the area.
Take-Down: Please disassemble your posted materials at the end of the session. Any materials left on the poster board at the end of the session will be removed and discarded. PAS will not be responsible for posters left at the end of session.
Design:
Poster Board Dimension: Surface of the Board: 4 feet high and 8 feet wide [1.22 metres and 2.44 metres].
Header: Prepare a headline that identifies your research to be mounted at the top of the poster board. Lettering should be 1 ½ “ [3.81 cm] high or more. Include authors and their affiliations under the header. Disclosure information should be visibly notated on poster presentation immediately following the poster title and authors.
Organization: The key is to achieve clarity and simplicity. Do not overload or overcrowd the poster. Use a coherent sequence (top to bottom or left to right) to guide the viewer through the poster. Use figures, tables, graphs and photographs when appropriate; keep text brief. It may be helpful to have materials pre-mounted on mounting boards. All materials should be legible from a distance.
Typography: Avoid using abbreviations, acronyms and jargon. Font should be consistent throughout.
Completion: Now ask,
➊ What do I want the viewer to remember?
➋ Is the message clear?
➌ Do important points stand out?
➍ Is there a balance between words/illustrations?
➎ Is the pathway through the poster clear?
➏ Is the poster understandable without oral explanation?
Date | Symposia Time | Poster Set Up |
Saturday, May 5 | 8:00 am – 10:00 am
5:00 pm – 7:00 pm |
7:00 am – 8:00 am
4:45 pm – 5:00 pm |
Sunday, May 6 | 10:30 am – 12:30 pm
1:00 pm – 3:00 pm |
10:00 am – 10:30 am
12:30 pm -1:00 pm |
Monday, May 7 | 8:00 am – 10:00 am
10:30 am – 12:30 pm |
7:00 am – 8:00 am
10:00 am – 10:30 am |
Tuesday, May 8 | 12:15 pm – 2:15 pm | 11:45 am –12:15 pm |
Poster Session Presentation Guidelines
Poster presentations provide an opportunity for interchange of ideas between the presenter and audience interested in his/her study. The poster should be outlined so the research can be understood without an oral explanation as a poster may also be viewed when the author is not present.
Session:
Posters will be presented during 4 sessions at the Metro Toronto Convention Centre Exhibit Hall. Please remain by your poster for the time specified below and discuss research personally with interested individuals. Poster facilitators will visit each poster during the author attendance time.
Set-Up: Each poster board is numbered sequentially in your session. Locate your assigned poster board and mount your poster within the time noted on these instructions. Pushpins will be provided in the area.
Take-Down: Please disassemble your posted materials at the end of the session. Any materials left on the poster board at the end of the session will be removed and stored at the Poster Concierge located in the exhibit hall. PAS will not be responsible for posters left at the end of each session.
Design:
Poster Board Dimension: Surface of the Board: 4 feet high and 8 feet wide [1.22metres and 2.44 metres].
Header: Prepare a headline that identifies your research to be mounted at the top of the poster board. Lettering should be 1 ½ “ [3.81 cm] high or more. Include authors and their affiliations under the header. Disclosure information should be visibly notated on poster presentation immediately following the poster title and authors.
Organization: The key is to achieve clarity and simplicity. Do not overload or overcrowd the poster. Use a coherent sequence (top to bottom or left to right) to guide the viewer through the poster. Use figures, tables, graphs and photographs when appropriate; keep text brief. It may be helpful to have materials pre-mounted on mounting boards. All materials should be legible from a distance.
Typography: Avoid using abbreviations, acronyms and jargon. Font should be consistent throughout.
Completion: Now ask,
➊ What do I want the viewer to remember?
➋ Is the message clear?
➌ Do important points stand out?
➍ Is there a balance between words/illustrations?
➎ Is the pathway through the poster clear?
➏ Is the poster understandable without oral explanation?
Poster Session Schedules
Please wear your badge for entry. (Schedule is subject to change)
Date |
Set Up
(all posters) |
Available for Viewing |
Author
Attendance Required |
Remove Poster |
Saturday, May 5 | 12:00 pm – 1:00 pm | 1:00 pm – 4:00 pm | 1:15 pm – 2:30 pm | 4:00 pm – 4:30 pm |
Sunday, May 6 | 12:00 pm – 4:15 pm | 4:15 pm –7:30 pm | 5:45 pm – 7:30 pm | 7:30 pm – 8:00 pm |
Monday, May 7 | 12:00 pm – 4:15 pm | 4:15 pm –7:30 pm | 5:45 pm – 7:30 pm | 7:30 pm – 8:00 pm |
Tuesday, May 8 | 6:00 am – 7:00 am | 7:00 am –11:00 am | 7:30 am –9:30 am | 11:00 am – 12:00 pm |
LDI, Call4Posters™, who, for a fee, can assist poster presenters with the production of their posters, may contact you. LDI will contact you via email at a later date. Should you not be interested in this service, please disregard the email that will be sent to the contact person on the abstract. Visit our website to link to Call4Posters for information on their services.
Moderator and Chair Guidelines
Thank you for accepting our invitation to moderate at the PAS 2018 Meeting in Toronto, Canada. Copies of the abstracts and program order, as well as your co-moderator’s contact information are provided in your invitation details in the PAS Program and Events Center.
On the basis of the Disclosures provided, we have determined in advance that neither you nor the presenters have relevant financial relationships with commercial interests that create a conflict of interest to their role with this session. In addition, every presenter must have a Slide at the beginning of their presentation outlining their disclosures or documented “nothing to disclose.” The PAS Audio Visual team has worked with each presenter to ensure this disclosure was included when they submitted their PowerPoint, but there may be occasions in which the presenter has not followed the Audio Visual Guidelines and his/her disclosure is not included. Therefore, it is imperative that as the moderator you make the following announcements at the beginning of the session:
- Remind the audience and presenters of the required disclosure at the beginning of each presentation (verbally and on a slide).
If a presenter fails to include the disclosure slide, ask the presenter to verbally disclose commercial relationships to the audience or indicate that they do not have any relevant financial relationships to disclose. In addition to commercial/financial relationships, disclosure is required for discussion of off-label, unapproved, experimental, or investigational use.
- Academic and scientific discussion and debate are always encouraged. However, questions directed by or to commercial interests are not permitted at a CME-certified educational session because these questions potentially become a platform for promotion (SCS 4.2).
If an issue arises, please request that the individual rephrase the question in a non-promotional way.
For platform sessions, each paper is allocated a total of 15 minutes (10 minutes for presentation of the work followed by 5 minutes of discussion or questions). Please review the abstracts in advance by accessing your PAS Program and Events Center invitation under the “Session Information” section of the invitation. If you are co-moderating, please contact your co-moderator in advance. If a presentation is canceled or an author does not attend, it is important to either take a 15-minute break or to use the time for questions and discussion which will enable the remaining presentations to stay as scheduled.
If you have not yet registered for the meeting, please do so as soon as possible at www.pas-meeting.org.
Moderator Onsite Instructions:
No Podium Folders with session information will be available. Please preprint all session information needed or access via your PAS Program and Events Center account invitation. There will be a floating PAS Room Manager available to assist with any needs.
Introduce Yourself: Familiarize your audience with your professional credentials.
Award or Special Recognition: Announce award recipients and recognize joint sponsorships as noted on the session details published in the final program guide and placed on the head table.
Stay on Schedule: So sessions/presentations that follow are not delayed.
Room Sets and Sizes: Session rooms are assigned per the estimated audience attendance, session requirements, and proximity to sessions of similar content.
Presentations: All presenters received advance notification on procedures for computerized presentation and are advised to come to the meeting prepared.
Disclosure Formalities: Moderators and Presenters have been notified that before they address the audience, they must disclose both verbally and on a presentation slide, information regarding conflict of interest disclosure and/or unapproved or off-label discussions relevant to their participation. If a presenter has not included the disclosure slide, as moderator, you must ask the speaker to verbally disclose commercial relationships to the audience or inform the audience if he/she has documented that he/she has no relevant financial relationships to disclose. A complete disclosure listing is accessible via a link on the message center screen, the PAS Website and a hard copy will also accessible at the information desk.
Academic Discussion: Academic and scientific discussion and debate are always encouraged; however, commercial interest directed questions are not permitted at a CME certified educational session because these questions potentially become a platform for promotion. If an issue arises, request the individual to rephrase the question in a non-promotional way.
Photos of Posters and Slides are NOT Permitted: The use of cameras (including but not limited to cellular phones, film, digital, video taking or image or sound capturing) or audio taping equipment is prohibited anywhere during the Conference without prior permission from the Pediatric Academic Societies and the author.
Problems? PAS and audio visual staff will roam and monitor rooms during the session. Please do not hesitate to ask monitors for assistance.
Assistance Options: Please contact a staff or AV hall monitor, Press the “Help” button on computer screen or visit the PAS Information Desk located in the lobby.
Poster Symposia Moderator:
Poster Facilitator Guidelines
Goals:
- Assure that all posters in the session, especially those of young investigators, are viewed and discussed by at least one facilitator.
- Foster and encourage discussion of important scientific and clinical questions relevant to the theme of the session.
- Offer specific feedback to the author(s) concerning their data and its interpretation.
- Foster interchange between the presenters and observers of the poster material.
Rationale
Posters in each session are programmed together under one or more themes. Authors are given a specific time to be present at their poster, when the viewers can discuss the work with them on a one-to-one or small group basis. Facilitators will be expected to attend the session during the viewing time and foster discussion among the authors and the viewers.
Pre-Conference Preparation
Discussion facilitators will be assigned to each thematic poster session. These facilitators should have some expertise in the theme being presented. Each facilitator will be assigned 7-10 abstracts by the coordinating chair of that particular theme (or subspecialty) topic. All abstracts to be reviewed during the session will be sent to the discussion facilitators prior to the conference. Although each facilitator is directly responsible for 7-10 abstracts, it is highly recommended that the facilitators be familiar with all the abstracts, especially to identify those abstracts that focus on the same or similar issues.
Responsibilities:
Lead Facilitator (May be Coordinating Chair):
- Thoroughly review all the abstracts assigned to the session, paying particular attention to the 7-10 specific abstracts assigned to them.
- Contact other facilitators prior to the session to discuss the common themes of the posters and possible strategies for fostering discussion at the session.
- Reassign abstracts to a new facilitator if an assigned facilitator doesn’t show up.
During the Poster Session:
Lead Facilitator:
- Contact with facilitators in group just prior to the session to answer any remaining questions (and to monitor whether facilitators have shown up.
- Reassign abstracts to other facilitators if a facilitator doesn’t show up.
Facilitator role:
- A specific time will be assigned for authors to have specific discussion with the facilitators. Approximately 45 minutes will be allotted for this discussion to occur. A specific time will also be assigned for authors to interact with attendees independent of the facilitators review although facilitators could remain present to encourage further discussion. The facilitator should be mindful of not interfering with discussions already in progress since the purpose of this process is to ensure that all authors have the opportunity to discuss their project with colleagues.
- The Facilitator should introduce him/herself to each author and explain that they are the facilitators for this session.
- Encourage scientific exchange and point out similarities and differences between posters by interacting with the authors and audience.
- Facilitators could consider conducting the poster review as in walk rounds, where each facilitator and the authors visit each poster with the group, could be one method for stimulating discussion.
- Facilitators may wish to bring a colleague, Fellows, a resident or student to participate in the facilitated review.
- Encourage viewers’ participation and discussion.
- Encourage experts to view posters so that they may give the authors feedback on their work and presentations.
Post Conference:
All participants will have the opportunity to provide comments on the successes or problems as well as the effectiveness of the facilitators.
PAS SUPPORT POLICIES – 2018
PAS Invited Science Programs:
- Chairs: Chairs are ineligible for complimentary meeting registration or compensation. Chairs providing an overview/presentation longer than 10 minutes will be classified as a chair and speaker and therefore will obtain the speaker support below.
- Member Speaker: (Member of APS, SPR, APA, AAP Fellow, ASPN, PES, PIDS) providing an overview/presentation longer than 10 minutes.
SUPPORT- Complimentary Meeting Registration
- Non-Member Speaker: (Is not a Member of APS, SPR, APA, AAP Fellow, ASPN, PES, PIDS as of Sept. 30, 2017) providing an overview/presentation longer than 10 minutes.
SUPPORT- Complimentary Meeting Registration
- Up to 2 Nights lodging at a conference contracted hotel
- Up to $250 for incidentals (Itemized receipts must be provided.)
- Standard Economy Air Travel to/from PAS Meeting, booked 30 days prior to the start of the PAS Meeting through Egencia, or you accept responsibility for the fare. (Prior approval needed for layovers that are non-PAS Meeting related.) Should you be unable to attend PAS Meeting after ticket is booked, you are responsible to reimburse PAS for the cost of your ticket (ticket is not transferrable and can only be used by individual for his/her personal use)
PAS Original Science (Abstract) Programs: (Platform, Poster, Symposia, Poster Session)
Participants (Moderators, Discussants, Poster Facilitators, Presenters) are ineligible for Complimentary Meeting Registrations. All participants must be a registrant of the PAS Meeting.
PAS Clubs
All participants must be a registrant of the PAS Meeting. Registration and speaker expenses are the responsibility of the Club. If sponsorship is obtained, the PAS Speaker Support Policies will apply.
PAS Workshops
(Including ASPN and PIDS Workshops)
Faculty Participants are ineligible for Complimentary Meeting Registrations. All participants must be a registrant of the PAS Meeting.
APA Special Interest Groups
Faculty Participants are ineligible for Complimentary Meeting Registrations. All participants must be a registrant of the PAS Meeting.
Abstracts Frequently Asked Questions
When is the deadline to submit a PAS abstract?
- January 3, 2018 @ 11:59 P.M. EST.
Call for Late Breaking Abstract Submissions will be from February 1 through February 28, 2018 @11:59 EST.
When will submitters find out if their abstract was accepted?
- February 2018.
What is the word or character count for submitted abstracts?
- Character count is 2,600 and includes spaces and title, but it does not include author names, figures and tables.
When/how do I complete my disclosures?
- The disclosure form is part of the account creation process when making an account to submit an abstract. Only the presenting author is required to have the disclosure form completed. If the presenting author is separate from the submitting author, then the presenting author will need to complete the disclosure form by logging into the PAS Program and Events Center using the email that was linked to the individual when the abstract was submitted.
Does the fee apply to all submissions or only if accepted?
- All.
What is the fee to submit an abstract?
- $75 for PAS.
Call for Late Breaking Abstract Submissions will be from February 1 through February 28, 2018 @ $100 Fee per submission.
Can abstracts be presented at the PAS Meeting if they are accepted into other meetings as well?
- Abstracts can be presented at the PAS Meeting as long as they are not published in a manuscript format.
May individuals support more than one abstract?
- Yes, but the submission of multiple and similar abstracts from the same individual or laboratory is strongly discouraged.
Can figures be in color?
- Yes, colored figures are acceptable.
Does the abstract submitter also have to be an author for the abstract?
- No, the person who submits an abstract does not also have to be one of the authors.
How do I contact Tech Support?
- Phone: 888-503-1050 / Email: mcsupport@thomson.com; Monday-Friday 12AM – 8:30PM ET
- Closed December 26th and January 2nd.
Will presenters need any customs documentation for posters they will present at the meeting?
Generally, if the attendee is hand carrying the poster, it should be okay to enter without customs clearance, but it should be properly declared upon entry. It is recommended that attendees have a copy of the CBSA letter. It should be noted that proper documentation such as a passport is still required for entry into Canada.
If there are issues, please have the attendee contact Mendelssohn right away. PAS Mendelssohn Representative is Michele Odhoch at 905-673-5445 ext. 268.