Contributed Papers and Posters Logistical Information
Submissions are now closed. Notifications of acceptance were issued January 2014.
For information about the submission process, see the Frequently Asked Questions for Submissions.
FAQ for Contributors
Preparing for the Meeting: General
1. My proposal was accepted. Now what? Are there other deadlines?
Travel arrangements should be made as soon as possible. This is especially critical for international presenters who may need additional time. At least one author MUST be available and registered to present the paper or poster at the conference on the date and time assigned. You are encouraged to register before the early bird deadline of March 15. See the USAIN 2014 conference website for meeting registration and travel and lodging information. Presenters who need to request a letter of invitation in order to make travel arrangements should contact Jessica Page.
By February 28, 2014, please update your abstract information in EasyChair. Navigate to your submission and click Update Information. You only need to update the information in the submission form, not in the attached document. This update must include: unblinding all sections of the abstract (note that some blinding was done by the committee chair); updating results and conclusions to reflect work completed since the original submission; and ensuring the paper title and author information is correct and final. The abstract may not exceed 300 words.
For papers, presentations will be limited to 15 minutes, followed by a 5 minute Q&A. Before the meeting, you will be contacted by the conference organizers to upload your biographies to the conference website. Your session moderator will contact you before the meeting to discuss your AV needs.
2. Is there an electronic file of the USAIN logo that I can use in my presentation or on my poster?
Yes, the official USAIN logo is available from the Member Login area of the USAIN website.
Preparing for the Meeting: Papers
3. What are some general guidelines I should follow when preparing my contributed paper presentation?
4. What AV or computer equipment will be available for my paper presentation?
A computer, projector, microphone and podium should all be standard. Requests for other equipment should be directed to Elizabeth Berman at [email protected] no later than April 1, but they cannot be guaranteed.
5. I’m planning to demo my new website/online tool. Will internet access available during my presentation?
Yes, speakers will have internet access.
6. Should I upload my presentation in advance, or bring it with me?
You can do either. You may submit your presentation file by email as an attachment no later than Thursday, May 1. Alternatively, you may submit your presentations to Jessica Page the morning of your presentation between 7:30 and 8:00am.
7. Whom should I contact for contributed paper assistance?
Inquiries about programs, contributed paper abstracts, or the EasyChair submission system should be directed to Contributed Paper & Poster Session Committee Chair Jessica Page at 614-688-8474 or [email protected].
Preparing for the Meeting: Posters
8. When is the poster session?
The poster session will be on Monday, May 5 from 3:15-4:15pm. You will need to be present with your poster to answer audience questions during the poster session.
9. How big can my poster be?
Posters must be no larger than 36” x 48” and should be in a landscape orientation.
10. What equipment is supplied for each poster?
Each poster presenter will have an easel with a backdrop measuring 48” wide by 36” tall. Internet access will be available during the poster session. If you require other equipment such as tables, chairs, or a power supply, you must make your request one in advance to Elizabeth Berman at [email protected] no later than April 1. The availability of this equipment cannot be guaranteed.
11. What kind of equipment do I need to attach my print poster to the display board?
Binder clips can be used to attach your poster to the provided display board. These will be provided for you.
12. Can I ship the poster ahead of and after the meeting?
Yes. You may ship your poster to:
2014 USAIN Conference
c/o Elizabeth Berman
Bailey/Howe Library
538 Main Street
Burlington, VT 05405
If shipping ahead, your poster must arrive by Thursday, May 1. The conference organizers will confirm when your package arrives, but is recommended that you pay to track your package.
To ship your poster home after the conference, you may use the campus print and mail center. There is also a UPS and post office downtown. If you bring a pre-paid shipping label, the conference organizers will drop your package off for you.
13. What if my poster is lost?
It is advisable to bring a stored electronic copy with you to the meeting. It is likely you would be able to find a facility, such as the campus print center, that can print a fresh copy for you in the worst-case scenario.
14. Should I bring handouts and other giveaways?
In an effort to keep the meeting as green as possible and limit paper waste, only bring handouts if they are absolutely necessary. If you do opt to bring handouts, bring a limited number because you will need to transport them. Because electronic versions of poster presentation materials are expected to be deposited in the USAIN Conference Proceedings repository, you can refer your audience to this online copy of your poster instead. Information can also be linked in the online conference schedule.
15. I have never done a poster before. Can you point me to some practical tips?
Fred Stoss developed an excellent resource for clients at the Arts and Sciences Library at State University of New York–Buffalo. This comprehensive resource includes practical tips on creating, developing, and presenting a poster in print or electronic format.
16. What are some general guidelines I should think about when designing a poster?
Preparing for the Meeting: General
1. My proposal was accepted. Now what? Are there other deadlines?
Travel arrangements should be made as soon as possible. This is especially critical for international presenters who may need additional time. At least one author MUST be available and registered to present the paper or poster at the conference on the date and time assigned. You are encouraged to register before the early bird deadline of March 15. See the USAIN 2014 conference website for meeting registration and travel and lodging information. Presenters who need to request a letter of invitation in order to make travel arrangements should contact Jessica Page.
By February 28, 2014, please update your abstract information in EasyChair. Navigate to your submission and click Update Information. You only need to update the information in the submission form, not in the attached document. This update must include: unblinding all sections of the abstract (note that some blinding was done by the committee chair); updating results and conclusions to reflect work completed since the original submission; and ensuring the paper title and author information is correct and final. The abstract may not exceed 300 words.
For papers, presentations will be limited to 15 minutes, followed by a 5 minute Q&A. Before the meeting, you will be contacted by the conference organizers to upload your biographies to the conference website. Your session moderator will contact you before the meeting to discuss your AV needs.
2. Is there an electronic file of the USAIN logo that I can use in my presentation or on my poster?
Yes, the official USAIN logo is available from the Member Login area of the USAIN website.
Preparing for the Meeting: Papers
3. What are some general guidelines I should follow when preparing my contributed paper presentation?
- Make your presentation interesting and informative.
- Include a financial disclosure slide to inform the audience that you have a financial or other beneficial interest in the information being presented, if applicable.
- Do not read your paper; present your paper!
- Use presentation software, like PowerPoint (if appropriate), to help organize your presentation logically and succinctly and highlight major points.
- Use well-planned visual aids, for example, charts, graphs, and illustrations to demonstrate or display information in ways that will captivate your audience and enhance your presentation.
- Avoid the top six PowerPoint annoyances by reading and applying: What Annoys Audiences about PowerPoint Presentations? by Dave Paradi.
- Practice your presentation.
4. What AV or computer equipment will be available for my paper presentation?
A computer, projector, microphone and podium should all be standard. Requests for other equipment should be directed to Elizabeth Berman at [email protected] no later than April 1, but they cannot be guaranteed.
5. I’m planning to demo my new website/online tool. Will internet access available during my presentation?
Yes, speakers will have internet access.
6. Should I upload my presentation in advance, or bring it with me?
You can do either. You may submit your presentation file by email as an attachment no later than Thursday, May 1. Alternatively, you may submit your presentations to Jessica Page the morning of your presentation between 7:30 and 8:00am.
7. Whom should I contact for contributed paper assistance?
Inquiries about programs, contributed paper abstracts, or the EasyChair submission system should be directed to Contributed Paper & Poster Session Committee Chair Jessica Page at 614-688-8474 or [email protected].
Preparing for the Meeting: Posters
8. When is the poster session?
The poster session will be on Monday, May 5 from 3:15-4:15pm. You will need to be present with your poster to answer audience questions during the poster session.
9. How big can my poster be?
Posters must be no larger than 36” x 48” and should be in a landscape orientation.
10. What equipment is supplied for each poster?
Each poster presenter will have an easel with a backdrop measuring 48” wide by 36” tall. Internet access will be available during the poster session. If you require other equipment such as tables, chairs, or a power supply, you must make your request one in advance to Elizabeth Berman at [email protected] no later than April 1. The availability of this equipment cannot be guaranteed.
11. What kind of equipment do I need to attach my print poster to the display board?
Binder clips can be used to attach your poster to the provided display board. These will be provided for you.
12. Can I ship the poster ahead of and after the meeting?
Yes. You may ship your poster to:
2014 USAIN Conference
c/o Elizabeth Berman
Bailey/Howe Library
538 Main Street
Burlington, VT 05405
If shipping ahead, your poster must arrive by Thursday, May 1. The conference organizers will confirm when your package arrives, but is recommended that you pay to track your package.
To ship your poster home after the conference, you may use the campus print and mail center. There is also a UPS and post office downtown. If you bring a pre-paid shipping label, the conference organizers will drop your package off for you.
13. What if my poster is lost?
It is advisable to bring a stored electronic copy with you to the meeting. It is likely you would be able to find a facility, such as the campus print center, that can print a fresh copy for you in the worst-case scenario.
14. Should I bring handouts and other giveaways?
In an effort to keep the meeting as green as possible and limit paper waste, only bring handouts if they are absolutely necessary. If you do opt to bring handouts, bring a limited number because you will need to transport them. Because electronic versions of poster presentation materials are expected to be deposited in the USAIN Conference Proceedings repository, you can refer your audience to this online copy of your poster instead. Information can also be linked in the online conference schedule.
15. I have never done a poster before. Can you point me to some practical tips?
Fred Stoss developed an excellent resource for clients at the Arts and Sciences Library at State University of New York–Buffalo. This comprehensive resource includes practical tips on creating, developing, and presenting a poster in print or electronic format.
16. What are some general guidelines I should think about when designing a poster?
- Your poster should be about 20% text, 40% graphics, and 40% white space.
- Use the active voice on all text.
- Keep text to the absolute minimum.
- Text should be at least 28 or 32 points in size. The bigger, the better for text to be readable from a distance.
- Posters are graphical presentations. Special emphasis should be placed on charts, tables, and photos.
- Backgrounds using light colors work best.
- If you decide to laminate your poster, consider using a matte or low-glare finish. People will be able to read your poster more easily from a distance regardless of the lighting angle. There will also be less glare if a picture is taken.