December 8-11, 2012

Poster Presenter FAQs

ASH is committed to offering the best continuing medical education in hematology, and as a presenter, you play a key role in that effort. Disclosure of potential conflicts of interest helps maintain the integrity of the information presented at ASH meetings. Additionally, the Accreditation Council for Continuing Medical Education (ACCME) requires that presenters disclose potential conflicts in writing for the poster sessions.

To ensure full disclosure, we ask you to do the following:

• All first authors whose abstracts were chosen for poster presentation need to list conflict of interest disclosures for him/herself and all co-authors on the bottom of the poster.
• If an author has nothing to disclose, the statement should read, “There are no relevant conflicts of interest to disclose.”
• In addition to the disclosure on your poster, a conflict-of-interest statement will be provided and posted on the poster board by ASH staff.

Guidelines

• One poster board will be provided for you. The poster board is approximately 4 feet high and 8 feet wide.
• Prepare a title board for the top of your poster, indicating the title and author(s) of your presentation. Ideally, the lettering for the title should not be less than 1-1/2 inches high.
• We will provide a printed “number,” identifying each poster board. Push pins will also be provided.
• Display of commercial/product sales posters is prohibited. Any poster that is deemed to be a commercial advertisement is unacceptable and will be removed from the poster hall.
• All illustrations should be made up beforehand. Remember that your illustrations must be read from a distance of at least 3 to 5 feet.
• Charts, drawings, and illustrations should be similar to those you would use for slide presentations, but more heavily drawn. Remember to keep illustrated and written material simple.
• Do not mount illustrations on a heavy board because they may be difficult to keep in position on the poster boards.
• Do not use normal "typewriter-size" type (10–12 point font size).
• One or two authors should be in attendance at each poster during the entire presentation time.
• Do not allow yourself to be monopolized for an inordinate period of time by a single individual.
• Please remove your materials from the poster board immediately after the session. Materials left on the boards after the session will be discarded.
• The only handouts allowed in the Poster Hall include exact copies of your poster or business cards; all other types of handouts are not allowed in the Poster Hall.

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Poster Presentation Schedule

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FAQs

Q:What is my poster board number?
A: This year that the poster board numbers in the Poster Hall will be the same as the final abstract numbers (only ONE number to remember)! This has been done to avoid the confusion of having two sets of numbers (abstract number and board number) for every poster. Your poster should be hung on board number [Paper_FinalPaperNumber] on [Slot_Date].

Q:Do I need to check in at the Poster Hall Desk?
A: DO NOT CHECK IN. There is no need to check in when you get to the poster hall (Halls B1-B2, Georgia World Congress Center, Building B, Level 1). When you enter the hall during the morning set-up time, take your poster directly to your assigned board. PUSH PINS ARE PROVIDED on the boards.

Q:What time to I need to hang my poster by?
A: Posters should be hung in the early morning on the day of presentation, as attendees will visit the hall all day. (PINS are provided on the boards.) View more schedule details for poster presentations.

• Saturday or Sunday: 7 a.m. - 9 a.m.
• Monday: 8 a.m. - 10 a.m.

Q:Can I remove the conflict-of-interest sign that’s on my board?
A: In addition to the COI information that you included on your poster, ASH will include the authors’ COI statements on each board number. Do NOT remove or cover the board number. If there is not room for your poster AND the board number, tape is available at the poster hall information desk to attach the board number on top of your poster.

Q:Where/when do I pick up my poster?
A: If you ordered your poster through Marathon Multimedia’s Call4Posters printing program, the poster can be picked up in the Poster Hall on the morning of presentation.

Q:Is there somewhere I can store my poster tube?
A: Poster tubes should not be stored in the poster hall; ASH does not guarantee the safety of any tubes left unattended in the hall. Tubes may be checked at the Bag/Coat Check located in the International Boulevard Concourse between Building A and Building B, for $2. Hours of operation for baggage check are:

• Saturday, December 10: 6:30 a.m. – 8:00 p.m.
• Sunday, December 11: 6:30 a.m. – 8:30 p.m.
• Monday, December 12: 6:30 a.m. – 8:30 p.m.

Q:When do I take my poster down? Can I leave it overnight?
A: It is your responsibility to remove your poster at the end of the presentation time. Posters remaining in the Poster Hall more than 15 minutes after the presentation time will be disposed of overnight and will NOT be available for retrieval in the morning.

Q:My poster was lost/damaged in transit. Where can I print a new copy?
A: Bring an electronic copy of your poster with you in case something happens to your poster en route. The Georgia World Congress Center (FedEx Kinko’s Office and Print Center) MAY be able to print a new poster same-day at your expense. The business center is located in the Building B Lobby and is open every day from 8:00 a.m. to 5 p.m. Visit https://printonline.fedexkinkos.com/ to place an order, or contact the FedEx Office at the Georgia World Congress Center by calling 1-404-223-4660. If you cannot replace your poster in time, you MUST notify ASH of your cancellation (ashabstracts@hematology.org) as soon as possible to avoid penalty.

Q:I need to cancel my poster presentation. How do I do that?
A: If you will not be able to hang your poster on your scheduled day, you MUST notify ASH of your cancellation immediately (ashabstracts@hematology.org). There is NO penalty for canceling a poster presentation if you notify ASH. Presenters that fail to notify ASH of a cancellation may face a penalty at future ASH annual meetings.

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