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HFSA Annual Scientific Meeting 2021

September 10, 2021 - September 13, 2021 | Gaylord Rockies, Denver, CO + Virtual

2021 Clinical Trial Row General Instructions and Guidelines

Important Reminders for Clinical Trial Row participants:

  • EPOSTERS & AUDIO NARRATIONS: To accommodate both in-person and virtual attendees, HFSA will be utilizing ePosters with a 5-minute audio narration accompaniment. All clinical trial abstracts are required to submit an ePoster and a 5-minute audio narration in a PDF and MP3 file format. Deadline to submit your ePoster is Monday, August 16, 2021. Submit your Clinical Trial Row ePoster Here.
     
  • LOCATION: Clinical Trial Row abstracts will be displayed as an ePoster in the virtual platform AND made available for on-site viewing from Friday, September 10 – Sunday, September 12, 2021, at the ePoster Hub located in the Exhibit Hall. 
     
  • POSTER VIEWING SESSIONS: All clinical trial row abstracts will be assigned a date, time, and station at the ePoster Hub to present their poster during one of the Poster Viewing Sessions in the Exhibit Hall. Clinical Trial Row representatives should arrive at their station 10-minutes prior to the start of their presentation time. If a poster presenter is attending the meeting virtually, the ePoster will still be displayed on-site during their assigned date and time.

    Clinical Trial Row Representatives will be assigned a data, time, and station during one of the following Poster Viewing Sessions: 

    • Poster Viewing I: Friday, September 10th, 6:15 PM – 7:15 PM MDT

    • Poster Viewing II: Saturday, September 11th, 12:15 PM – 1:30 PM MDT

    • Poster Viewing III: Saturday, September 11th, 6:15 PM – 7:15 PM MDT

    • Poster Viewing IV: Sunday, September 12th, 11:30 AM – 1:00 PM MDT

 

General Information

Location and Schedule

Clinical Trial Row ePosters will be displayed in the virtual platform AND for on-site viewing from Friday, September 10 – Sunday, September 12, 2021, at the ePoster Hub located in the Exhibit Hall. 
 

POSTER VIEWING SESSIONS: 

Clinical Trial Row ePosters will be assigned a date, time, and station at the ePoster Hub to present their poster during one of the Poster Viewing Sessions in the Exhibit Hall. Clinical Trial Row Representatives should arrive at their station 5-minutes prior to the start of their presentation time. If for some reason the none of the representatives are available to present in-person, the ePoster will still be displayed on-site during their assigned date and time.

Clinical Trial Row Representatives will be assigned a data, time, and station during one of the following Poster Viewing Sessions: 

  • Poster Viewing I: Friday, September 10th, 6:15 PM – 7:15 PM MDT

  • Poster Viewing II: Saturday, September 11th, 12:15 PM – 1:30 PM MDT

  • Poster Viewing III: Saturday, September 11th, 6:15 PM – 7:15 PM MDT

  • Poster Viewing IV: Sunday, September 12th, 11:30 AM – 1:00 PM MDT

Poster Formats

HFSA will be utilizing ePosters at HFSA 2021. ePosters should be submitted as a PDF document. To accommodate our virtual attendees, poster presenters are also required to record a 5-minutes audio narration to accompany their ePoster. Guidelines for general ePosters be found here: 2021 Clinical Trial Row Instructions and Guidelines.

The HFSA 2021 ePoster submission portal will open July 30, 2021. You will receive an email from our abstract management vendor CTI OASIS when the portal is open. The deadline to submit is Monday, August 16, 2021. We strongly encourage poster presenters to begin preparing your ePoster and audio narrations. 

View Poster Preparation at the bottom of the page for more information.

Meeting Registration

The Clinical Trial Representatives identified in your application includes two (2) on-site representatives included in the cost.

Please Note:

  • Clinical Trial Row Representatives will ONLY have access to the HFSA exhibit hall during hall hours. Access to the HFSA Educational Sessions are not included in the Clinical Trial Row registration. Individuals interested in participating in the full conference can find registration information on the 2021 HFSA Annual Scientific Meeting website.

For additional information on registration, please visit the HFSA website: HFSA Virtual Annual Scientific Meeting 2020 Registration

Poster Presenter Disclosure Information

Disclosure information for poster presenters and co-authors should be included in each ePoster. 

ePoster Preparation

Submission Deadline: Monday, August 16, 2021

Poster Formats

To accommodate both in-person and virtual attendees, HFSA will be utilizing ePosters with a 5-minute audio narration accompaniment. All poster presenters are required to submit an ePoster and a 5-minute audio narration in a PDF and MP3 file format. Deadline to submit your ePoster is Monday, August 16, 2021.

Click here to submit a Clinical Trial ePoster and audio narrative

File Formats:

  • ePoster  = .PDF File Format Only
  • 5-minute audio narration = .MP3 file format only

Reminder: When saving your ePoster, please include the Control #, Clinical Trial RowTitle (shortened if necessary) and submitter's first name initial and last name. 

Example:
Control # - Clinical Trial Row Title – Submitter First Name Initial Last Name
C 1235 – What is Heart Failure – J Doe 

ePoster Presentation - Upload Instructions
Poster File Format Type Reminder:
  • ePoster  = .PDF File Format Only
  • 5-minute audio narration = .MP3 file format only

Step 1: Go to the HFSA Clinical Trial Row Submission Site

Step 2: Add or Drag your files and upload

REMINDER: 

When saving your ePoster, please include the Control #, Clinical Trial RowTitle (shortened if necessary) and submitter's first name initial and last name. 

Example:
Control # - Clinical Trial Row Title – Submitter First Name Initial Last Name
C 1235 – What is Heart Failure – J Doe 

Note: When agreeing to publish your presentation and recording, please make sure that you remove any confidential data that you do not want shared with the public (for example, data behind tables/graphs, speaker notes) before submitting them for uploading on the online programme.

ePoster Preparation

HFSA ePoster Design Requirements

  • Disclosures - Disclosure information for poster presenters and co-authors should be included in each ePoster. 
  • Format - ePoster files will be accepted in MS PowerPoint format only (ppt. or pptx. extensions). Macintosh presentations (i.e. Keynote cannot be accommodated)
  • Versions - Your e-poster must be submitted in a .PDF format. The audio narration must be submitted in an .mp3 format.
  • Template - Please find an e-poster template here.
  • E-poster layout - Your e-poster should be laid out in landscape style. 16:9 is the preferred aspect ratio
  • File name - When saving your ePoster, please include the Control #, Abstract Title (shortened if necessary) and presenter’s first name initial and last name. Also, to avoid any compatibility problems, please do not use special characters (e.g. «, Ö, Ø, ñ, ε, ®, ý, }, {,etc.) to name your file. Do not use passwords or encryption with your files.
  • File size - The size of any given e-poster should not exceed 500 MB.
  • Font - Do not use special fonts which are not part of the standard PowerPoint package.

ePoster Tips

Your e-poster should quickly orient the audience to the subject and purpose of your study. Here are some suggestions that may be helpful for the preparation of your poster:

  • Your poster should have a clear message, a logical layout and be easy to comprehend in a couple of minutes.
  • Make sure that the specific sections (such as the background, methods, results and conclusions) are easy to locate on the poster.
  • Design the individual sections of your poster so that they can be quickly read; avoid large blocks of text and long sentences.
  • Try to keep your word count as low as possible.
  • Supporting images (such as graphs, tables, illustrations, photographs) can be very helpful and are often necessary to display results. Make sure that the images are easy to understand and are not overloaded with information.
  • Make sure that there is enough contrast between the color of the text and the poster's background.
  • There are many resources available with information and tips on how to make a good poster. A YouTube presentation on abstract and poster presentation can be found here: Abstract & Poster Presentation Video

 

How to Create an ePoster in PowerPoint

Step 1: Create ePoster in PowerPoint

Step 2: To save as a PDF click File > Save As > select PDF as the file type

IMPORTANT: When saving your ePoster, please include the Control #, Abstract Title (shortened if necessary) and presenter’s first name initial and last name. 

EXAMPLE: 
Control – Abstract Title – Presenter Last Name
C 1235 – What is Heart Failure – J Doe 

How to Create a Supplemental 5-Minute Audio Narration 

Instructions coming soon!