Coming Soon: HFSA Virtual Annual Scientific Meeting 2020 September 30th - October 6th 2020.

Clinical Trial Row

Clinical Trial Row provides a research focus opportunity at HFSA Virtual ASM 2020 to share information through an ePoster on:

  1. Trial in the recruitment or follow-up phase
  2.  How to get involved in company-supported research

All Clinical Trial Row ePosters can viewed in the Poster Hall Directory and will be available in the ePoster Hall in the online meeting platform.

2020 Clinical Trial Row
Deadline: Closed

Clinical Trial Row ePoster

Clinical Trial Row ePoster 

Clinical Trial Row participants will be provided an electronic poster in the Virtual Poster Hall. In addition to creating an ePoster, Clinical Trial Row eposters may also include a recorded audio narration to accompany the ePoster. This narration cannot be longer than 5 minutes.

All electronic posters will be uploaded prior to conference and made available to attendees through the virtual poster exhibition platform. Attendees will be able to browse through all ePosters with the ability to filter and sort based on author name and category.

Examples of information included on ePoster:

  • How to become a center
  • Inclusion/exclusion criteria
  • List of centers participating
  • Name of trial
  • Payments to centers
  • Protocols
  • Recruitment dates
  • Reporting requirements
  • Source of financial support
  • Sponsor
  • Statistical power
  • Trial design
  • How to become involved in company-based research

Clinical Trial Row Poster Guidelines and Instructions

Submission Portal Open: Monday, August 24, 2020
Submission Deadline: Friday, September 18, 2020

We ask for your understanding that posters sent by email will not be accommodated in the system and will be considered as not submitted. It is the responsibility of the poster presenter to upload their poster by the deadline.

Overview of Instructions

  1. Create your electronic ePoster in PowerPoint 
  2. Create an audio narration (maximum 5 minutes long) presenting your poster.
  3. Submit your ePoster with audio narration to the HFSA 2020 presentation management system. File must be in an .MP4 format

    If accessing the presentation management for the first time:
    A new user account was created under the address of the submitter. Click "Forgot Your Password?" and enter the email. Reset the password.

Note: If you would like to submit only an ePoster without a 5-minute audio narration, please submit your file in a .PDF format. 

HFSA ePoster Design Requirements

  • REMINDER! 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 accomodated)
  • Versions - Your e-poster must be prepared in MS PowerPoint 2010, 2013 or 2016.
  • 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 - 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.
  • Flash animations & macros - Please refrain from using macros and flash animations, as they are not supported.
  • 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

Create your audio narration with PowerPoint

Record narration through PowerPoint

Step 1: Create ePoster in PowerPoint

Step 2: To record 5-minute narrative, start off by finding the Slide Show tab on PowerPoint's ribbon.

Step 3: Click on the Record Slide Show button. A new window will pop up with two option to set before you start recording - leave both options checked. As soon as you click start Recording, PowerPoint will go into a full screen presentation view. 

Step 4: In the presentation view mode, click the record button. In the upper left corner of the window, you will see a Recording window with a runtime counter and other buttons. Use this to keep track of the length of your presentation. It also begins recording audio from your microphone. In the upper left corner of the window, you will see a Recording window with a runtime counter and other buttons. Use this to keep track of the length of your presentation.

Step 5: Using Annotations (optional)
While you are recording your presentation, you can also add annotations to your ePoster. You can use a digital pen, highlighter or laser pointer to add markings. This feature is good when wanting to gesture towards something specific on the slide during your presentation. To use annotations, hover in the lower left corner of your presentation while recording the presentation. There are extra tools that you can choose from. For an annotation, click on the third icon of the left to choose from one of the tools.

Step 6: Export your presentation as a video in a .MP4 format. Click on File > Export > Create a Video

 

Tips for the Editing Recording

  • Change playback options:  Select the audio icon on your slides and then the Playback tab in the navigation menu of PowerPoint. Next, select which options you would like to use:
  • To trim the audio, select Trim Audio from the navigation menu and use the red and green sliders to trim the audio file accordingly.
  • To fade the audio recording in and out, modify the numbers in the Fade Duration boxes Fade In: and Fade Out:.
  • To adjust the volume, select Volume and then setting (Low, Medium, High or Mute) you prefer.

 

Best Practices for Recording

  • Be sure to be in a quiet room or space with the fewest audio/visual distractions as possible (i.e. people, pets, tv, music, etc.). Ensure your computer, alarm, and device notifications/ring tones are turned off (silent) throughout your recording.
  • Try to avoid playing with noisy objects that might distract from your presentation (ex. clicking pens, fidget toys, etc.). If you plan to wear earrings, we recommend studs. Hanging earrings can often distract due to movement and occasionally bump against microphones and effect the audio
  • Your mic should be a desk microphone (a.k.a. a ‘podcast mic’), Bluetooth earpiece, earbuds, etc. Please avoid using the desktop or laptop microphone as it adds ambient noise to the audio. 
  • The tone of your voice will go A LONG WAY to engaging content and excited attendees. Be sure to speak up and have good energy while presenting. 
  • Don’t worry, if you make a joke, even though it is silent in your space, people will laugh along with you. Avoid only reading from your PowerPoint - much like a live session, people want to hear what you have to ADD. ​

How to upload your file in the Presentation Management System

Step 1: Login to the HFSA 2020 presentation management system.

Step 2: Upon entering the presentation management system, click on the "ePoster Upload" menu option at the top of the screen. 

Step 3: Find the abstract your are uploading a file to and click on the abstract title

Step 4: At this point, you can click the red "Upload" button to upload your file. Once the upload is complete, a green “Edit Files” button appears next to the title. It can be clicked to download the file for editing or to delete the file.

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 program.

Publicity
  • All Clinical Trial Row applications received by the deadline will be available at HFSA Virtual ASM 2020
  • Clinical Trial Row information will be included in email announcements to attendees 
  • All Clinical Trial Row posters will be accessible following the HFSA Virtual ASM 2020
Submission Process

Cost:

  • Industry Submissions: $950
  • Non-Profit Submissions: $500
  • NIH Funded Submissions: Complimentary


All other rules for exhibiting apply. Payment must be received by August 14, 2020 to have submissions included in the 2020 HFSA Annual Scientific Meeting program and posted in the virtual exhibit hall. If you have questions, please contact Gudrun Echterhoff at gudrun@gmimeetings.com. If interested, please complete this form and send it to gudrun@gmimeetings.com. You will be invoiced for payment.