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2014 STUDENT POSTER RESOURCE GUIDE

  1. CONFIRM YOUR PARTICIPATION – APRIL 14
  2. SUBMIT YOUR POSTER – MAY 30
  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

CONFIRM YOUR PARTICIPATION
DEADLINE: Monday, April 14

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 San Diego, CA. 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 San Diego, CA, 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 Maureen.Lamplugh@diahome.org as soon as possible.

REIMBURSEMENT
DIA will reimburse you up to 3 days per diem to be submitted post meeting with authorized receipts (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 30

Posters are to be submitted by Friday, May 30

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

Submitted posters will be uploaded to DIA’s Annual Meeting Presentation website for attendees to download and review prior to the DIA 2014 50th Annual Meeting.

WHAT TO EXPECT ONSITE

Student Posters will be located in the lobby of the Sails Pavilion.

SET UP
Set up is on Sunday, June 15 from 3:00-5:00 PM.

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.    

LENGTH OF SESSION

The student poster session will be on Monday, June 16.  Please be sure to set up your poster on Sunday at the designated time noted above. The location of the poster boards is in a high traffic area where attendees will be transitioning between program offerings.  Below are the designated times where Students should plan on standing near their poster.

  • 7:45 – 8:30 AM
  • 10:30 – 2:30 PM  (judging period)

Times that are not noted are open for students to attend program offerings.  Students are strongly encouraged to attend the Student Forum on Monday from 8:30-10:00 AM as this is an excellent opportunity to network with other students that are attending this year’s program.  The opening plenary with keynote speaker Jamie Heywood, co-founder of PatientsLikeMe will be held at 2:30pm.  Visit www.diahome.org/dia2014 for the program schedule.

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 11:30 AM; therefore, students should be at their poster during this time.

JUDGING PERIOD
Judges will begin their review of posters at 10:30 AM and conclude by 2:30 PM.

AWARD CEREMONY
Announcement of awards will begin at 4:30 pm. All students report to the DIA booth #1531 at 4:15pm.

CONCLUSION OF POSTER SESSION
Posters can be removed between 2:30-4:00 PM on Monday. 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

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

(Updated December 6, 2013)

DIA Fifty Years: 1964-2014

The Drug Information Association (DIA) encourages the exchange of knowledge and supports the dissemination of information pertaining to the full spectrum of medical product development.  The Association does this by providing its members a neutral forum for education and discussion opportunities.  Preservation of the neutrality of this forum, fostering collaborative efforts among stakeholders such as academia, contract research organizations, governmental agencies, industry, practitioners, patients and vendors, is essential to the success of DIA. The Association draws a clear distinction between the dissemination of information and outright commercial promotion.  

At DIA-sponsored activities, presentations by persons affiliated with organizations or 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, handouts and other presentation aids should not promote a commercial product or service. DIA designated presentation templates will be provided to its presenters and the first slide of the template may include the use of a company logo.  In addition, speaker clothing may not carry logos or other company specific emblems.   In this way, DIA activities will be educational, rather than commercial and promotional.

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

The DIA Membership is encouraged to provide feedback regarding potential violations of this policy.  A DIA staff-led investigation utilizing program evaluations and other related tools will be used and appropriate action will be taken if necessary.