Drug Information Association Logo

Professional Poster Guidelines

2013 PROFESSIONAL POSTER RESOURCE GUIDE

  1. CONFIRM YOUR PARTICIPATION – APRIL 4
  2. PUBLICATION CONFIRMATION  – APRIL 4
  3. POSTER BOARD SPECIFICATIONS AND POSTER LAYOUT
  4. SUBMIT YOUR POSTER – JUNE 6
  5. WHAT TO EXPECT ONSITE
  6. DIA POLICY CONCERNING PROMOTION OF PRODUCTS AND SERVICES FROM THE PODIUM AT DIA-SPONSORED PROGRAMS
  7. INSTRUCTIONS ON HOW TO UPLOAD YOUR POSTER

CONFIRM YOUR PARTICIPATION
Registration Deadline: Thursday, April 4

The primary author/submitter is required to pay the applicable meeting registration fee, related expenses, and must be onsite during the DIA 2013 49th Annual Meeting Professional Poster Session.  To confirm your participation, complete the registration online at www.diahome.org by Thursday, April 4, 2013. 

Co-authors who would like to be present with your poster must register by the deadline as well.  If none of the authors are able to attend the meeting, your poster must be withdrawn from the session. If you are already registered, you do not have to register. Please note that an author may not represent more than one poster.

Once your registration is received, DIA will issue your poster board number to you.  The poster board number will be displayed onsite to indicate where you should display your poster.


PUBLICATION CONFIRMATION FORM
Deadline: Thursday, April 4

New this year, accepted abstracts will be published in an upcoming edition of the Global Forum, DIA’s digital association news magazine. In order to ensure that the abstract and details are correct, please be sure to submit any changes to the abstract by this time.


POSTER BOARD SPECIFICATIONS AND POSTER LAYOUT

DIA will provide the following for poster presentations:

  • (1) 4 feet high and 8 feet wide poster board.
      • Poster boards will be freestanding, with a surface that will allow push pins to secure the display.  
      • Presenters must prepare a poster to fit a usable space of 3.5 ft x 7.5 ft poster board (three and a half feet high by seven and a half feet wide). Please note that posters made of heavy laminated materials usually take more than one person to set up and require many push pins to hang.  Please consider lighter weight materials.
  • One chair
  • Push pins

SUGGESTED ARRANGEMENT FOR A POSTER PRESENTATION

DIA 2013: Suggested Arrangement for a Poster Presentation 

**AUTHOR DISCLOSURE

When you submitted your abstract online, you were asked to provide full disclosure information for the submitting author.  A summary of this information (including “Nothing to disclose”) should be displayed on your poster.

Display a Disclosure Panel on the lower right corner of your poster.  Please use the following verbiage and format:

DISCLOSURE

Author(s) of this presentation have the following to disclose concerning possible financial or personal relationships with commercial entities that may have a direct or indirect interest in the subject matter of this presentation:

  • John Doe:  Nothing to disclose
  • Jane Brown: Consultant – Apex Pharmaceuticals
  • Carl Jones: Nothing to disclose
  • Michael Smith: Member – ABC Speaker’s Bureau

SUBMIT YOUR POSTER – JUNE 6

Submitted posters will be uploaded to DIA’s Annual Meeting Presentation website for attendees to download and review prior to the DIA 2013 49th Annual Meeting.  This is a great opportunity to encourage pre event opportunity for registered attendees to view your poster and ask you questions during your session.

The deadline to submit an electronic version of your poster is June 6, 2013. Instructions on How to Upload Your Poster.

Please ensure you have your company’s approval to provide an electronic copy of your poster before the deadline of June 6, 2013.

WHAT TO EXPECT ONSITE

All poster presentations must be noncommercial and scientific in nature and may not be used as a marketing opportunity.  Any mention of drug products must be limited to generic names, and not include brand names in any area of the poster, including poster titles and handouts.  Please refer to the DIA Policy Concerning Promotion of Products and Services from the Podium at DIA-Sponsored Programs.

One advantage of the poster session is the “no lecture” format.  It is not necessary to prepare a formal presentation – just be prepared to discuss any aspect of your poster on a one-to-one basis.

SET UP AND LENGTH OF SESSION
Set up begins at 11:00 AM in the Exhibit Hall. Please be sure to set up your poster at your designated poster board number.

All posters must be displayed and presenter must be available during the entire length of the session.  Please note peak times for traffic will be at lunch and break times.

  • Professional Poster Session #1 (Tuesday, June 25, 2013 | 11:45 AM – 4:00 PM)
  • Professional Poster Session #2 (Wednesday, June 26, 2013 | 11:45 AM – 4:00 PM)
CONCLUSION OF POSTER SESSION
No special arrangements for security will be provided.  Therefore, all presenters must remove their posters immediately at the conclusion of the poster session.  Any posters that are not removed are not the responsibility of the DIA or the Convention Center.

CERTIFICATE OF PRESENTATION
A Certificate of Presentation will be presented to you onsite.

WHAT TO BRING

  • Presenters are encouraged to prepare 25 copies of their poster and/or abstract for attendee distribution at the meeting.
  • Bring your business cards for distribution and for networking opportunities.
SHIPPING
The presenter must organize any special shipping arrangements needed.  DIA will be unable to ship or store any material.

**DO NOT SHIP YOUR POSTER TO THE CONVENTION CENTER

DIA POLICY CONCERNING PROMOTION OF PRODUCTS AND SERVICES
FROM THE PODIUM AT DIA-SPONSORED PROGRAMS


The Drug Information Association encourages and supports the exchange and dissemination of information pertaining to research and development of health care products, regulatory processes, emerging technologies, and information management. The Association does this by providing its members a neutral forum for education and discussion opportunities concerning the latest technologies and processes. Preservation of the neutrality of this forum, fostering collaborative efforts among academia, contract houses, contract research organizations, health regulatory authorities, industry, practitioners, and vendors, is essential to the success of DIA. The Association draws a clear distinction between the dissemination of information and outright commercial promotion of a consultant, commercial product, research institution, or service.

At DIA-sponsored programs, presentations by persons affiliated with commercial organizations or educational institutions that provide services or products must be limited to scientific, technical or process issues. Presentations should not overtly endorse or recommend a specific product or service. The theme and content of slides, overheads, handouts and other presentation aids should not promote a commercial product or service. This also applies to the use of company logos, which may only appear on the first slide of a slide presentation. In addition, speaker clothing may not carry logos or other company specific emblems. In this way, DIA meetings will be educational, rather than commercial and promotional.

The DIA Office will create and disseminate publicity pertinent to a DIA meeting, workshop, training course, tutorial, or any other DIA-sponsored activity. All such publicity will be distributed directly from the DIA Office. Individuals and organizations can, at their option, make tasteful announcements of their participation in DIA-sponsored meetings, but should refrain from doing so until confirmation of participation has been received from the DIA Office. Any advertising of participation in a DIA-sponsored meeting by an individual or an organization shall not use any copyrighted material from DIA or the DIA trademark.

The DIA Board of Directors encourages the membership to provide feedback to the DIA Executive Director regarding violations of this policy. The Executive Director will address such violations.


INSTRUCTIONS ON HOW TO UPLOAD YOUR POSTER

  1. To upload your poster presentation, access the DIA 2013 49th Annual Meeting web page.  
  2. Click on the Speakers' Corner tab, and then select “Upload Presentations.” 
  3. You will need to log in with a current DIA username and password (this has been automatically generated). If you do not know or have forgotten this information, please click on the link for “Forgot User ID?” or “Forgot Password?”  An email will be automatically generated providing you with this information. 
  4. After login you will arrive at your EP@C My Conferences home page. In the Upload File(s) box, use the pull down arrow to select for which presenter and presentation (in this offering only) you wish to upload a file or files to. By default your name will show in the selection box automatically. The offering Chair may upload files to the “Chairman introduction / wrap-up” title which is the default listing for offering chairs. They may also have a presentation title listed as well.
  5. To upload a single file - In the Choose File(s) box click Select. A new dialogue box will open showing the files on your computer. Navigate to the file you wish to upload then select it by double clicking the file. The file name selected will appear in the Choose File(s) box. To upload the selected file; click the Upload File(s) Button. A window will open to show the upload Progress and estimated time. When completed the Window closes and the file uploaded will now appear below in the My Presentation File(s) Box.
  6. To upload multiple files to the same presentation click the Add another file button to add additional Selection items. When you have completed your multiple selections click the Upload File(s) button. The upload progress box will show progress and estimated upload time. Depending on file size and your connection speed this process may take anywhere from a few seconds to much longer. When the Uploading Progress window closes, the upload is complete and the file name will now be listed below under your name in the My Presentation Files area.
  7. When the Uploading Progress window closes, the upload is complete and the file name will now be listed in the My Presentation File(s) area below.
  8. NOTE: If you are presenting in OTHER offerings, click Home at the top right of the page to return to “My Conferences” and select the next offering to work on.
  9. To Delete an existing file:  Click the red “X” (delete button) to delete a file (You can only delete files you uploaded or files uploaded on your behalf to your presentation). “Deleted” files are removed from the listing system but retained as backup until the end of the event.

© 2014 DIA