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2023 General Poster Instructions and Guidelines

OCTOBER 6, 2023 - OCTOBER 9, 2023 | HUNTINGTON CONVENTION CENTER OF CLEVELAND | CLEVELAND, OH

2023 General Poster Instructions and Guidelines

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Important Reminders for Poster Presenters:

  • REGISTRATION. Poster presenters must register for the meeting. To receive the trainee rate, a verification letter from your program director must be included with the registration form. For additional information on registration, please visit the HFSA website: HFSA Annual Scientific Meeting 2023 Registration.
     
  • EPOSTERS: HFSA will be utilizing ePosters, that will be viewable at the ePoster Hub in the Exhibit Hall, and on the meeting app. All poster presenters are required to submit an ePoster in a PDF format. Submissions to the portal will be due by September 22.
     
  • LOCATION: Abstracts will be displayed as an ePoster on the meeting app AND made available for on-site viewing from Friday, October 6 – Sunday, October 9, 2023, at the ePoster Hub located in the Exhibit Hall. Abstracts will be viewable throughout the meeting hours and not restricted to Exhibit Hall hours.
     
  • POSTER VIEWING SESSIONS: All poster presenters, with the exception of award finalists and oral posters, 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. Poster presenters should arrive at their station 10-minutes prior to the start of their presentation time. Their poster will be featured for thirty minutes on their assigned kiosk. 


    Specific time and session slots in the General Poster Viewing Sessions will be available in the poster directory, found here.

    General Poster Viewing Session I:  Friday, October 6th, 6:30 PM – 7:30 PM
    General Poster Viewing Session II: Saturday, October 7th, 8:00 AM – 9:00 AM
    General Poster Viewing Session III Saturday, October 7th, 1:00 PM – 2:30 PM
    General Poster Viewing Session IV Saturday, October 7th, 4:45 PM – 5:45 PM 
    General Poster Viewing Session V Saturday, October 7th, 6:00 PM – 7:00 PM 
    General Poster Viewing Session VI Sunday, October 8th, 8:00 AM – 9:00 AM
    General Poster Viewing Session VII Sunday, October 8th, 12:15 PM – 1:45 PM

General Information

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Location and Schedule

Abstracts will be displayed as an ePoster on the meeting app AND for on-site viewing from Friday, October 6 – Sunday, October 9, 2023, at the ePoster Hub located in the Exhibit Hall.

POSTER VIEWING SESSIONS: 

All poster presenters, with the exception of award finalists and moderated posters, 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 - regardless of registration type. Poster presenters should arrive at their station 10-minutes prior to the start of their presentation time. Presenters will have their abstracts featured for 30 minutes on their assigned kiosk. Session scheduling will be sent via notification later in June, and will be available in a directory here.

Poster Formats

HFSA will be utilizing ePosters at HFSA 2023. ePosters should be submitted as a PDF document. Poster presenters are encouraged but not required to record a 5-minutes audio narration to accompany their ePoster, which will play at the ePoster kiosk.

Submission to the portal deadline: September 22, 2023

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

Meeting Registration

Poster presenters must register for the meeting. To receive the trainee rate, a verification letter from your program director must be included with the registration form. For additional information on registration, please visit the HFSA website: HFSA  Annual Scientific Meeting 2023 Registration.

Journal of Cardiac Failure

Your abstract will be published in an electronic special supplement issue of the Journal of Cardiac Failure. We encourage you to consider the Journal of Cardiac Failure, the official journal of the HFSA, for publication of papers.

Embargo Policy

Abstracts accepted are embargoed for release until the first meeting day of the HFSA Annual Scientific Meeting, at 6:00 PM ET.

The standard is that any company can announce at any time the following:

  1. Announcement that trial is completed
  2. That results will be presented at so and so date in such and such a meeting
  3. What did the trials assess – basic design, questions, study population, interventions etc.
  4. NO RESULTS AT ALL OR ANY HINT OF RESULTS INDIRECTLY
Poster Presenter Disclosure Information

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

ePoster Preparation

Submission Deadline: September 22

HFSA2023 ePoster Submission Site

HFSA will be utilizing ePosters, and all poster presenters are required to submit an ePoster in PDF file format.

How to Upload
  • First, please create a log-in code following this link. (Please use the email address provided during the submission as your username).
     
  • Second, please use this link to access the submission platform. Select the ePoster you wish to submit (if you have more than one).
     
  • Follow the easy steps for ePoster submission, and you will receive an email notification once your digital ePoster is processed.

You can then review it and add audio narration, which is encouraged, but not required. Edits can also be made prior to the meeting, subject to HFSA approval.

AUDIO NARRATION – STRONGLY ENCOURAGED

You will be able to add audio narration to your ePoster sections, during the final review step. To learn more about this feature, see this demo: ePoster with audio narration on sections & embedded video. You can view this 1 minute video tutorial on how to record your audio narration per section: https://youtu.be/uhgf_Pd-VVE

Audio narration is not mandatory, but it’s strongly recommended, as it allows you to showcase your work in an even more comprehensive way and connect with attendees who may visit the ePoster Hub and view your abstract when you are not present.
Should you have any questions, contact our team at support@multilearning.com or via the support widget found at the bottom right corner of the submission log-in page found here.

Poster Formats
Poster File Format Type Reminder:
  • ePoster  = .PDF File Format Only


Reminder: 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 

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.

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 example e-poster template here and here. Using this template is not required.
  • 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 

View Photos of the 2022 ePoster Hub

ePoster Hub ASM2022
ASM 2022 ePosters 3
ePoster Hub ASM2022
ePoster Hub ASM2022

Register to Attend ASM

ASM 2023 brings you the latest research in heart failure. With more science to explore at this year's meeting, you don't want to miss it!