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Student Poster Guidelines

2013 STUDENT POSTER RESOURCE GUIDE

  1. CONFIRM YOUR PARTICIPATION – APRIL 15
  2. SUBMIT YOUR POSTER – MAY 31
  3. HOTEL AND TRAVEL
  4. POSTER BOARD SPECIFICATIONS AND POSTER LAYOUT
  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
DEADLINE: Monday, April 15

Please read and review your acceptance email that includes a Student Poster Checklist.  Please complete the necessary information and return the form following the instructions provided.

Once you have completed and returned the Student Poster Checklist, you will receive your poster number.  Your poster will be displayed onsite by the corresponding poster board number.

HOTEL AND TRAVEL

DIA will cover a maximum of three (3) nights’ hotel accommodations (room and tax only) at the DIA assigned hotel.  Any additional room nights will be charged to your personal credit card.  DIA will cover one (1) round trip, coach airline/train ticket to Boston, MA.  DIA will provide instructions on how to book your hotel and travel.  Reservations must be made utilizing the sources provided; otherwise, self reservations or bookings will not be reimbursed.

TRAVEL DOCUMENTATION
If you are traveling from outside the United States to Boston, MA, we kindly request that you check your travel documentation and requirements to travel to the United States.  If an official letter of invitation is required to participate, please send an email with your request to Joanne.Wallace@diahome.org as soon as possible.

REIMBURSEMENT

DIA will reimburse you up to 3 days per diem (maximum US $50.00 per day for meals and incidentals related to the Annual Meeting).  Breakfast and lunch will be provided Monday, Tuesday and Wednesday.  Thursday will include breakfast only.  DIA will not reimburse for expenses when meals are provided. 

Expenses related to the printing and/or shipping of your poster will not be reimbursed.  A reimbursement form is to be sent to the DIA office post-event and all receipts need to be attached.  DIA offers to reimburse your expenses that are related to attending the DIA Annual Meeting and has the right to refuse processing a reimbursement when the amount on the receipt exceeds the cost for one person or is not related to your participation.


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 7.5ft 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 – MAY 31, 2013

Posters are to be submitted by Friday, May 31

All authors must upload an electronic copy of their final poster via the DIA EP@C system.  Instructions on How to Upload Your Poster.

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. 

WHAT TO EXPECT ONSITE

The Student Poster area will be in the Exhibit Hall and offered on  Monday, June 24, 2013, from 10:00 AM to 5:30 PM. Set up will begin at 9:30 AM.

Please be sure to set up your poster with your poster number at that time.   Once you have returned your Student Poster Checklist, DIA will provide you with your poster number.  The poster number is your board number.

PRESENTATION
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.

Each author will need to prepare a 2-3 minute presentation of their work, including questions and answers from the judges.  The judges will begin their review at 1:30 PM; therefore, students should be at their poster during this time.

JUDGING PERIOD
Judges will begin their review of posters at 1:30 PM and conclude by 4:00 PM.

AWARD CEREMONY
Announcement of awards will begin at 4:30 pm. All students should be at their posters at this time.

LENGTH OF SESSION
All posters must be displayed and presenter must be available during the entire length of the session and after the award ceremony.  Students are to stay until 5:30 PM.

CONCLUSION OF POSTER SESSION
No special arrangements for security will be provided.  Therefore all presenters must remove their posters immediately upon closure of the poster session at 5:30 PM.  Any posters that are not removed immediately 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 for their poster abstract for distribution at the meeting.
  • Bring your business cards for distribution.
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

Students are strongly encouraged to attend the DIA Student Forum, which is scheduled for Tuesday, June 25, 2013, 10:15-11:45 am.  The topic for 2013 is “Getting a Job and Developing a Career.”

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.

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