Poster Session Guidelines

Due to physical distance requirements and space limitations, all poster sessions will be virtual at APHA 2021. Your poster will be part of a session (generally with 10 presentations) focused on a common theme or topic. There are two components to virtual posters: 

  1. A pre-recorded presentation of your work available for on-demand viewing. 
  2. A live virtual session where you and the other poster presenters in your session will do a lightning presentation and then take questions from the audience.   

Basic Details

  • You must upload your recorded presentation as an MP4 or MOV file by Oct. 12.
  • Live virtual presentation are scheduled for Thursday, Oct. 21 and Friday, Oct. 22. The date and time of your virtual presentation can be found in your Speakers' Corner.
  • All sessions are scheduled in Mountain Time (MT).
  • If you need to cancel, you must withdraw your presentation through the Speakers' Corner or notify your program planner. Presenters who fail to upload their presentations without previously notifying the program planner of cancellation will not be permitted to present papers or posters at any APHA-sponsored meeting for two years following the "no-show."

Registration

  • Poster presenters must be individual members of APHA and register for the Annual Meeting (full or one-day) by Sept. 24.
  • Poster presenters looking to register for just one day may select any day to register, Sunday-Wednesday. One-day registration includes access to live events and session recordings for the day you register and access to pre-meeting live events such as the poster presentations. 
  • Poster presenters may attend in-person. In-person attendance includes access to all virtual content including your virtual poster presentation. You will not be presenting in-person. 
  • Registration information.

User Portal

Your User Portal is the place to find all the sessions and abstracts you may be associated with whether you are a speaker, author or moderator. From the User Portal, you can access your Speakers' Corner for each abstract you are associated with. In the Speaker’s Corner you can find basic information and do the following:  

  • Add, delete and change author/presenter information.
  • Withdraw your presentation.
  • Download a presenter letter.
  • Upload your recorded poster presentation — DUE Oct. 12.
  • Upload your bio — DUE Oct. 18
  • Upload handouts that will become a permanent part of the Virtual Meeting Platform. If you upload PDFs, please make sure they are readable PDFs for attendees who use a screen reader.

Pre-Recorded Presentation

  • A pre-recorded presentation of your work should be uploaded to your Speakers’ Corner by Oct. 12.  
  • Your presentation should be 5-10 minutes long and uploaded as a MP4 or MOV file. Files should be no more than 250 MB. 
  • Your presentation should have no more than six slides and highlight your main findings.  
  • Use the sample PowerPoint template as a guide for how to arrange your findings, but please use your own background and logos on your slides. 
  • PowerPoint Presentations should conform to the preferred 16:9 format (wide screen). 
  • Always use a contrasting background (white text on dark background or dark text on a light background). 
  • Use sans serif fonts such as Calibri or Arial.  
  • There are a variety of platforms available for recording your presentation with or without video. Detailed recording instructions can be found in your Speakers' Corner. 
  • While we do not recommend a specific tool for recording, we do suggest using an option that includes a video of yourself.   
  • The APHA Disability Section has developed additional information to assist you in developing an accessible poster presentation.

Live Virtual Session

  • Live virtual presentations are scheduled on Thursday, Oct.21 and Friday, Oct. 22. The date and time of your virtual presentation can be found in your Speakers’ Corner. 
  • Virtual sessions will be held in Zoom. View our tips for presenting in Zoom
  • Join your session 20 minutes in advance to test your video and microphone and to meet with the moderator and other panelists. 
  • Poster sessions are scheduled for an hour and a half. During this time, 8-10 poster presenters will share their research. 
  • You will have 6 minutes to share your screen and present your work. In this quick format, you want to quickly share your research and findings.  
  • The moderator will start the session and introduce you and your fellow panelists. If there is no moderator, the first presenter should introduce themselves and start their presentation. 
  • Presenters should present in the order listed in the program.  If a presenter is a no-show, continue without that presenter. 
  • When it is your turn to begin your presentation turn on your microphone and video. Share your screen to display your PowerPoint presentation. Alternatively, be prepared to deliver your presentation without your PowerPoint in case you have technical difficulties. 
  • When you’re finished with your presentation, click “Stop Share.” This will allow the next presenter to share their screen. Only one participant can share their screen at a time. 
  • Q&A will be managed using the chat function in Zoom. The moderator will monitor the chat box during the session and will repeat the question and indicate the presenter to whom it was addressed. 

Discussion Board

Each poster presentation will have a “discussion board” function. If attendees have a question about your presentation, they will enter their question in the chat box and you will receive an email alerting you to respond. Please respond as quickly as possible. Presenters will have the ability to edit out questions and responses that are not appropriate. The discussion board conversations will remain a permanent part of the Virtual Meeting Platform until Jan. 31, 2022.