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Presentation Guidelines
 In order to maximize the success of the presentations at this year’s meeting, we are offering this guide as a reference to ensure the readability and effective organization of your presentation or poster. The following information gives tips and guidelines for creating presentations using Microsoft PowerPoint.

Poster Presentations

General Information
 Your hard-copy/printed poster should not be submitted prior to the meeting. You are solely responsible for your poster arriving, being mounted, and being torn down. Note there will not be facilities to print out your poster at the Meeting.

Each poster will be displayed on a bulletin board approximately 4 feet wide (1.2 meters) by 6 feet tall (1.8 meters) in size. No provisions can be made for working hardware displays or AV needs. Please note it can be difficult to read the bottom of long posters in the middle of a crowd! Therefore, you may consider making your poster shorter or ensuring critical information such as conclusions are displayed at a prominent and easily readable site on your poster.

The poster presentation is intended to communicate information rapidly. It is supposed to represent a well-designed, eye-catching, and engaging display of information. Therefore, information must be presented in an easy-to-comprehend fashion and readable from approximately 1.52 meters away. Viewers should be able to grasp the purpose of the poster within five minutes.

Poster Setup and Tear Down Times
 Posters will be set up for the entire conference, regardless of your presentation time. Any materials left up after the poster tear down period will be discarded by the Secretariat.

Poster setup will take place during the following hours:

June 3rd, 2008: 12:00 p.m. – 6:30 p.m.
June 4th, 2008: 9:00 a.m. – 2:30 p.m.

Poster tear down will take place during the following hours:

June 7th, 2008: 12:00 p.m. – 2:00 p.m.

Poster Tips
 Creating your presentation in PowerPoint will allow you to easily combine text, graphics, graphs, and photos. PowerPoint will also permit you to easily print a proof of your poster on any standard office printer and print a large format version to any standard plotter.

Creating an Effective Poster
 Below are tips to apply when creating your poster presentation.

  • Posters should stimulate discussion and present critical data, not give a long journal article presentation. Keep text to a minimum, emphasize graphics, and make sure every item in your poster is necessary.
  • Determine the key points you want to make. You want the poster to reflect these key points, and includes the data that support these key points. Numbered lists and bullet points are good ways to communicate concisely.
  • It is recommended that you roughly sketch out your poster on paper before creating it in PowerPoint.
  • Posters can be created with as many or as few descriptive sections as you desire. Always remember to keep it simple.
  • Sections should reflect your abstract format. In addition to the core content of your poster, please be sure to include:
  • Authors/Title/Affiliation
  • Poster Number
  • Abstract
  • Materials must be easily read at a distance of 1.52 meters. Typical font sizes (10-14 pt) are not effective.

Submitting Posters for the Post-Meeting Website:
 The HIV/AIDS Implementers’ Meeting will post your poster presentation on the post-meeting website in PDF format. This will allow a wider audience to have access to the innovative ideas presented at this meeting. Posters must be available in PowerPoint or PDF formats in order to upload to the website. We strongly encourage presenters to submit their presentations on-line to the Secretariat between Thursday, May 1, 2008 and Wednesday, May 28, 2008. Details on submitting your presentation on-line will be available on the meeting website by Thursday, May 1, 2008 and will also be forwarded in future e-mails. A form including your details and confirming publication on the post-meeting website will be required; details will be available on the website. Please contact the Secretariat directly with any questions. Note: presentations will NOT be posted until after the meeting.

Poster Submission Instructions:
 All poster presentations will be posted on the post-Meeting website. Note: presentations will NOT be posted until after the meeting. We strongly encourage presenters to submit their presentations on-line in PowerPoint or PDF.

The presentation upload system is now open and will remain open until May 28, 2008. Please complete the following steps in order to upload your presentations:

  1. Please go to http://www.goimage.com/hivupload/ and enter the passcode you received from the Conference Secretariat on May 1, 2008. If you did not receive that email, please contact the Secretariat at hivimplementers@courtesyassoc.com and we will send you the passcode.
  2. Once you enter the passcode, you will be required to create a user name and password for the system.
  3. When uploading your presentation, you will be required to enter your session number, abstract control number and presentation name. The email you received with your passcode also contained all the details mentioned above. If at any time you wish to upload a revised presentation, please log back in to the system to upload your revised documents.

If you are the presenter for multiple abstracts, you can repeat step 3 above with the additional abstract’s control number, name, and corresponding session information.

If you have any questions, please contact the Conference Secretariat at +1 (202) 973-8681 or hivimplementers@courtesyassoc.com.


2008 HIV/AIDS Implementers' Meeting