2021 APAN Poster Guidelines

APAN - Poster presenter guidelines
We appreciate everyone’s patience as we continue to hold APAN in an online environment. Below are guidelines for poster presenters. Please read all the instructions carefully, as the online format has different requirements than a traditional poster session!

To attend the conference, you must register, even if you have already submitted an abstract. Registration is free and only takes a minute here: https://www.med.upenn.edu/apan/registration.html

Presentation times
There will be four virtual poster sessions (Nov 4 11:15AM-12:15PM, Nov 4 1:15PM-2:15PM, Nov 5 11:15AM-12:15PM, Nov 5 1:15PM-2:15PM, all times EDT / GMT - 4). Poster PDFs will be available to conference participants through the entire meeting. Presenters are expected to be available for a real-time presentation and discussion of their poster during their assigned session, but are free to check out other posters or hang out at their virtual posters during the other three sessions. The full conference schedule is available here.

Virtual poster materials
Materials are due Oct 29, one week before the meeting. Presenters will receive poster session assignments and instructions for uploading poster materials in mid-October. Be aware that guidelines are subject to change, and we will alert you to these changes as soon as possible.

Required (2 items)
1)    Email: Address for presenting author.
2)    Videoconference link. Presenters should provide the URL of a virtual meeting room they will host during their scheduled presentation time. Presenters are responsible for arranging their own meeting on Zoom or Jitsi. If you are unable to host your own meeting, email APAN Chair <apanchair@apanhearing.org> and we will help arrange a Jitsi room for you. Be sure to remove restrictions that only allow attendees from within your institution. For example, in Zoom meeting options, “Only authenticated users can join” should be changed to “Sign into Zoom (Guest)“.

1)    Poster PDF: Your poster can be formatted as a traditional large single sheet or as a series of slides, but it must be in a PDF file format.  It should provide enough information to be understood without live narration, but at the same time minimize unnecessary text or spurious figures. Maximum file size for hosting on APAN server: 30 MB. Optionally, you can host the PDF on your own server and provide a link.
a)  Tip 1: If, during a practice session, you can present your entire poster from start to finish at a normal speech rate in 5-7 minutes, you’ve probably settled on the right amount of content.
b) Tip 2: Use large fonts, as visitors will likely be viewing your PDF with a variety of screen sizes.
2)    Video preview: A brief (3 minutes or less) video tour of your findings that highlights key methods and/or results of the study.  We suggest adding voice-over narration to 2-3 PowerPoint slides, similar to a traditional poster teaser. The point is not to provide a full narration of your poster, but to provide a summary that will help visitors decide whether to see a more detailed, live presentation. PowerPoint, Keynote and other presentation software allow you to record a presentation and save to a standard video format (.mp4 is preferred). You may also record an audio-only preview that can be played while a visitor views your poster (.mp3 format), though video is strongly encouraged. Please save in a compressed format to limit bandwidth requirements (e.g., use “Internet Quality” in Powerpoint). Alternatively, you can record a presentation with Zoom or Quicktime video screen capture. If the video is < 30 MB, we can host it on the APAN server. Alternatively,  you may host on your own server or a third-party server (e.g., YouTube) and provide a link. A few additional guidelines and suggestions:
a)  Tip 1: Introduce yourself at the start of your preview while showing a first slide with the title of your poster, the author names, your affiliation and your APAN poster number.
b) Tip 2: People may be viewing on small screens/viewing windows. Simplify your slides and choose an appropriate slide layout (aspect ratio).
c)  Tip 3: Check the audio quality before you try to record that perfect take. If the microphone is not close to your mouth and you are recording in a small, reverberant room...it will sound like you are in a small, reverberant room.
d) Tip 4: It might be more engaging if the viewer can see you in an inset window, instead of a disembodied voice going through the slides. An example poster preview recorded with Zoom can be found here.

Code of conduct
         Although the meeting is online, it is still a professional conference and we expect all registrants to be inclusive and respectful in their interactions with other attendees and in the selection of graphic, audio and video files affiliated with their posters or presentations. APAN reserves the right to remove participants or their files from the meeting if they are judged to be inconsistent with typical standards of professional decorum.