Convention 2023
Convention 2023
Convention 2023



The Presenter Acceptance Policy reflects the expectations of all presenters for this event.


Please upload your e-poster PDF and mp4 recording no later than 11:59 p.m. (2359) Eastern Time on Wednesday, 16 August 2023 using the button below:

Please note the PDF and mp4 file size limit: 300MB

Upload your poster PDF and mp4

You will need your abstract ID and password to sign into the system.
Virtual Poster Preparation

Virtual posters provide viewers high-quality resolution of images and text. Like traditional posters, virtual posters provide a concise snapshot of your work, but instead of a physical poster pinned to a board, virtual posters are a single slide presentation which is viewed on a computer.

Presenters have the option of submitting a PDF version of their poster AND an mp4 version with an audio recorded file (maximum of 5 minutes) to accompany their virtual poster presentation. We recommend using the recording feature through PowerPoint.

  • Prepare your virtual poster as an electronic version replicating what a physical poster would look like.
  • No animations or embedded video are permitted.
  • We recommend using PowerPoint to prepare your virtual poster. Your virtual poster should be created on a single slide (one slide only).
  • There is no required virtual poster size.
  • Poster orientation can be either horizontal or vertical.
  • Include title, authors, and institutional affiliation at the top of the virtual poster.
  • A brief but clearly worded “Introduction” as well as “Summary and Conclusions” are key features for understanding the data presented.
  • Text and legends for figures should be short. Make sure to use large, clear, easy-to-read print for text and legends.
  • The use of color adds emphasis and draws interest to the presentation.

Guidelines for Including Audio Recording File With Virtual Poster Presentations
Presenters have the option to include a short audio file (maximum of 5 minutes) to accompany their virtual poster presentation. We recommend using the recording feature through PowerPoint.

  • Before recording, make sure your microphone is plugged in and ready to record.
  • To record narrations in PowerPoint, find the Slide Show tab on the ribbon. Click on the Slide Show tab to change the available option.
  • Click Record Slide Show and a new window will pop up with two options to set before you start recording. Leave both options checked and click Start Recording.
  • Recording will start immediately. The recording may be a maximum of 5 minutes long. You can see the length of time recording on the screen.
  • When you have finished, click the X button on the upper right corner of the Recording window to complete the audio recording.
  • Export the PowerPoint as a video to be uploaded to the Speaker's Corner link at the top of this page. Be sure that when you save the "Use Recorded Timings and Narrations" option is selected.
  • Verify that the file will save as an mp4 file before saving.

Best Practices and Tips When Recording
Creating good quality audio is all in the details. Please follow the steps below to ensure your audio is clear.

  • Find a quiet place where you can control the environment.
  • Mute computers, cell phones, etc.
  • Avoid public areas where background noise may be present.
  • Be prepared and have an outline of what you want to say.
  • Speak 6-12 inches away from the microphone.
  • Maintain the same distance from the microphone throughout your recording.

Tutorial Resources

Download these useful resources to help you prepare.

Virtual Poster Viewing

Virtual Poster presentation viewing will have no specific presentation date and time. These presentations will be available on-demand to all registered attendees from Tuesday, 28 November through Thursday, 30 November, and will be made available, with author permission, on the Sigma Repository.

Recommendations for Effective Scientific Poster Communication
  • Don’t overload your poster. Please remember that you are not writing an article.
  • Seek simplicity; keep text to a minimum and avoid redundancies.
  • Be sure that your poster attracts attention, emphasizes important points, reads easily, and stimulates interest. Use, but don’t overuse, bold fonts and colors.
  • Facts should be single phrases or words.
  • Define unfamiliar or complex terms as simply as possible.
  • Use pictorial or graphic illustrations to clarify and enhance a message. Figures and tables should cover approximately 50 percent of the poster area.
  • Use a consistent font throughout.
  • Use a minimal amount of punctuation. Avoid abbreviations and acronyms where possible, especially in the conclusions.
  • The viewer should be able to grasp the total message in five minutes.
  • Feel free to provide one or more key references.