Abstract Presenter Resources

Abstract Resources 

"The Council Policy Committee of the American Society for Microbiology affirms the long-standing position of the Society that microbiologists will work for the proper and beneficent application of science and will call to the attention of the public or the appropriate authorities misuse of microbiology or of information derived from microbiology. ASM members are obligated to discourage any use of microbiology contrary to the welfare of humankind, including the use of microbes as biological weapons. Bioterrorism violates the fundamental principles expressed in the Code of Ethics of the Society and is abhorrent to the ASM and its members."

The main factors considered by the reviewers in qualifying abstracts for acceptance are the quality of the research, the content of the abstract and the presentation of the abstract. Refer to the reasons for rejection listed below which are used by the reviewers. In addition, you must obtain the approval of all co-authors before placing their names on the abstract. Failure to do so will result in immediate rejection of the abstract as soon as the reviewers are aware of the violation. Because of the time constraints associated with a meeting of this size, there is no appeal process and no opportunity to resubmit when an abstract is rejected. Therefore, be certain that your abstract submission meets the criteria and guidelines given in the Call for Abstracts.

Reasons for Rejection

  • PW - Poorly Written: Abstract is difficult to read and/or understand.
  • DA - Duplicate Abstract: The abstract contents substantively overlap with contents of another submitted abstract by the same author or co-author. Reviewers may elect to accept a single abstract and suggest that the authors consolidate their materials.
  • CA - Combine Abstract With...
  • MRS - Missing Reason for Study: Abstract does not clearly state the reason for the study or how the study came about.
  • MM - Missing Methods: Methods for the study are missing or inadequate.
  • ID - Insufficient Data Presented: Data not objectively gathered, analyzed and reported. Inadequate sample size for the study. Statistical evaluation not included where indicated.
  • NC - No Conclusion(s): Abstract fails to describe the conclusion(s) of the study. Data do not support the stated conclusion(s).
  • NA - Not Appropriate: The content of the abstract is not relevant to any of the meeting's tracks.
  • NN - Nothing New
  • PN - Promotional in Nature: The abstract was written to promote a specific product od procedure on behalf of a specific company or organization.
  • CR - Case Report: Abstract is a case report lacking remarkable information.
  • GDO - General Description Only: Abstract is a general description of a managerial innovation, a new product, or reads like an advertisement.

Dispositions

Abstract disposition notices will be made available through email notification to presenting authors only in late-February 2018. The online notification of acceptance status includes a printable copy of a formal acceptance letter. It is the responsibility of the presenting author to inform all co-authors of disposition status and accepted abstract scheduling information.

If you and/or your lab have more than one abstract accepted, please be aware that for a meeting of this size, it is not possible to consider special scheduling requests. If you have not received notification by late-February 2018, email asmmicrobemtgprogram@asmusa.org to have a disposition notice resent.

Accepted Abstracts

The reviewers determine the appropriate method for presentation based on the subject matter. Requests for a particular day or time of presentation, or proximity to another abstract presentation, and presentation formats are not accepted by the reviewers. There will be thousands of abstracts presented during ASM Microbe 2018 and the programming of these presentations is a formidable task even without special considerations.

Poster Sessions

Poster sessions are scheduled for a full day of display. The presenter must prepare a poster that will fit within the dimensions of the poster board, which is 4 feet tall by 8 feet wide. The poster presenter must also be prepared to be at his or her board for an assigned two-hour time commitment. Posters must remain up for the entire day on which the poster is to be presented. Posters must be removed at the time the Exhibit and Poster Hall closes, as poster presenters will not be allowed entry into the Exhibit and Poster Hall after it closes.

Withdrawal of Abstracts

If an abstract must be withdrawn from consideration, the author must send a letter of explanation to ASM. Please email asmmicrobemtgprogram@asmusa.org.


Oral Abstract Presentations

There are three types of Oral Abstract Presentations at ASM Microbe and they consist of Symposia, Poster Talks and Rapid Fires. Below is a listing of these types and their descriptions.

Please note: Neither a stipend nor subsidy is associated with being selected as an Oral Abstract Presenter.

Symposia

Symposia will be held in the session rooms of the Georgia World Congress Center. Symposia consist of three pre-selected 30-minute presentations and three, 15-minute oral presentations. The oral presentations are selected by the ASM Microbe 2018 Program Committee and are designed to give oral abstract presenters an opportunity to formally discuss their research with meeting attendees.

On your assigned Oral Presentation day and time, in your assigned session room, there will be a computer and projector in set-up in the front of the room. Prior to the meeting, an email will be sent from PSAV to give you access to the Presentation Management System so you can upload your presentation. Your presentation that was submitted in advance will already be pre-loaded to the connected computer in the order that the presentations were assigned. You will still be required to bring a copy of your presentation to the meeting in the event that a back-up copy is needed. All presentations are due no later than TWO HOURS prior to the session. You can upload your presentation via the Speaker Ready Room, Room A401 and Room B403 of the Georgia World Congress Center.

The PowerPoint presentation format for ASM Microbe 2018 is 16x9. For more information on how to convert a presentation to this format, please click here. If you need a 16x9 PowerPoint template, click here.

During the Oral Abstract presentation, the convener of the Symposium will introduce you and give you 10 minutes to summarize your abstract to the audience and five minutes for Q/A. After this interaction, the Symposia Convener will move to the next presentation. Symposia last for two and a half hours.

Poster Talks

ASM Microbe Poster Talks will be held in the Track Hubs in the Exhibit Hall of the Georgia World Congress Center using electronic posters. Poster Talk presentations are selected by the ASM Microbe 2018 Program Committee and are designed to give poster presenters an opportunity to informally discuss their research with meeting attendees. These brief presentations allow poster presenters to present their research and answer questions from the audience.

Prior to the meeting, you will receive an email from the AV company, PSAV, with specific instructions on how to create and submit your electronic poster. The normal format is either a PDF of a poster or a 16x9 PowerPoint slide. You will be able to upload the Poster Talk into their online database for use on site. All presentations must be uploaded no later than 24 hours in advance. If received less than 24 hours in advance of the Poster Talk session, the AV company can’t guarantee the presentation will be uploaded in time.

On your assigned Poster Talk day and time, in the Exhibit and Poster Hall, there will be a large TV screen (aka electronic poster) in each of the Track Hubs in the hall. When you arrive at your Track Hub, your presentation will be pre-loaded on the connected computer and will be in order of the assigned presentations. During the Poster Talk presentation, the moderator of the Poster Talk will introduce you and give you 10 minutes (5 for presentation and 5 for Q/A) to summarize your poster to the audience. Following the summary, the Poster Talk Moderator will facilitate a question and answer period, highlighting key points contained in the poster. After this interaction, the Poster Talk Moderator will move to the next poster presenter. Poster Talks last up to 60 minutes and cover approximately 5-6 posters.

Rapid Fires

ASM Microbe Rapid Fire Talks will be held in the Track Hubs in the Exhibit and Poster Hall or the Lounge and Learns of the Georgia World Congress Center. Rapid Fire Talk presentations are selected by the Program Committee and are designed to give poster presenters an opportunity to highlight the most important parts of their research. Rapid Fire Talks will be a short, three 16x9 PowerPoint slide presentation. The slides are to contain the following headers: Background/Introduction, Methods and Conclusion.

Prior to the meeting, an email will be sent from PSAV to give you access to the Presentation Management System so you can upload your presentation. Your presentation that was submitted in advance will already be pre-loaded to the connected computer in the order that the presentations were assigned. You will still be required to bring a copy of your presentation to the meeting in the event that a back-up copy is needed. All presentations are due no later than TWO HOURS prior to the session. You can upload your presentation via the Speaker Ready Room, Room A401 and B403, of the Georgia World Congress Center. The PowerPoint presentation format for ASM Microbe 2018 is 16x9. For more information on how to convert a presentation to this format, please click here. If you need a 16x9 PowerPoint template, click here.

On your assigned Rapid Fire Talk day and time, in the Exhibit and Poster Hall there will be a computer and monitor in each of the Track Hubs in the hall or in the Lounge and Learns. During the Rapid Fire Talk presentation, the moderator of the Rapid Fire Talk will introduce you and give you 5 minutes to summarize your poster to the audience, three minutes for presentation and two minutes for Q/A. Following the summary, the Rapid Fire Talk Moderator will facilitate a question and answer period, highlighting key points contained in the poster. After this interaction, the Rapid Fire Talk Moderator will move to the next poster presenter. 


Poster Presenter Guidelines

Poster presenters must register for the meeting, as well as make their own hotel and air travel arrangements.

Call4Posters™

As ASM's preferred poster printing partner, Call4Posters™ allows you to create high quality posters from a selection of free PowerPoint templates or by uploading your completed poster as a PowerPoint or PDF file online. Posters are then printed and shipped directly to the meeting for a small shipping and onsite delivery fee. Save time, money and have the peace of mind knowing that your poster is 100% guaranteed. If for any reason your poster arrives damaged or is missing, it is guaranteed that another poster will be printed and delivered to you the next business day (same day delivery in most cities) or you will receive a full refund. More information on this service will be available soon. 

Poster Specifications

    • Posters should be no larger than 8ft.(W) x 4ft. (H).
    • The presentation number and day assigned to your poster must be placed in the upper left corner of the poster. 
    • Include author names and the institution where the work was completed, in large letters centered at the top of the poster. Place your institution, phone number and email address in the upper right-hand corner. Please note that the size of the meeting and the number of presentations do not allow poster presenters to make special requests for date or time of the presentation. 
    • It is suggested that you place a reproduction of the abstract in the upper left side of the poster, and use the headings "Introduction," "Methods," "Results," and "Conclusions" to identify your poster layout. 
    • Commercial, product, and company logos must NOT be placed on posters or poster boards. However, institutional logos are permitted. Be sure to communicate this if the poster is being prepared for you by someone else. 

Exhibit and Poster Hall Hours

Posters will be displayed in the Exhibit and Poster Hall, Building B, Hall B, in the Georgia World Congress Center during the following times:

Friday, June 8, 2018 | 10:30 a.m. – 5:00 p.m.
Saturday, June 9, 2018 | 10:30 a.m. – 5:00 p.m.
Sunday, June 10, 2018 | 10:00 a.m. - 4:00 p.m.

Posters must remain on display for the full day scheduled. As a presenter, you must be in attendance to answer questions about your abstract during your scheduled session presentation date and time.

Poster Viewing Hours

Friday, June 8, 2018 | 10:45 a.m. – 1:30 p.m.
Saturday, June 9, 2018 | 10:45 a.m. – 1:30 p.m.
Sunday, June 10, 2018 | 12:30 p.m. – 3:00 p.m.

Presentation Schedule

Posters must be displayed on your assigned date only and should remain on the board until the end of the day.

At least one author must be available for presentation/discussion at the designated presentation time (refer to your acceptance letter), for a minimum of two hours.

Poster Sessions

Friday, June 8, 2018 | 11:00 a.m. – 1:00 p.m.
Saturday, June 9, 2018 | 11:00 a.m. – 1:00 p.m.
Sunday, June 10, 2018 | 12:45 p.m. – 2:45 p.m.

Poster Support

Please bring your notification to gain entrance to the Exhibit and Poster Hall, to mount or dismantle your poster (when the hall is closed to general attendees). Only the poster presenter with his or her acceptance letter may gain access to the Exhibit and Poster Hall for set-up or tear down. For additional assistance, please visit Poster Services.

Poster Support will be located outside the entrance to the Exhibit and Poster Hall, Building B, Hall B.

Friday, June 8, 2018 | 7:00 a.m. – 5:00 p.m.
Saturday, June 9, 2018 | 7:00 a.m. – 7:00 p.m.
Sunday, June 10, 2018 | 7:00 a.m. - 4:00 p.m.

Poster Set-Up

Posters should be mounted on the assigned poster board one hour before the opening of the Exhibit and Poster Hall, Building B, Hall B, on the scheduled day of your presentation. Posters must remain on the boards for the full day assigned.

Please bring your notification letter to gain entrance to the Exhibit and Poster Hall, to mount or dismantle your poster (when the hall is closed to general attendees).

  • Thumb Tacks/Push Pins: Will be available for all Poster Presenters outside of the hall at Poster Assistance, as well as at Track Hubs inside the Exhibit and Poster Hall.
  • Only the poster presenter will be permitted to enter the hall to set up his or her poster. Poster Presenters need to either have their acceptance letter with them or check in at Poster Services to obtain a pass for the Hall.

    Friday, June 8, 2018 | 8:30 a.m.-10:30 a.m.
    Saturday, June 9, 2018 | 8:30 a.m.-10:30 a.m.
    Sunday, June 10, 2018 | 8:00 a.m.-10:00 a.m.

Poster Storage

Complimentary poster storage is available for posters and poster containers only that will be located outside of the Exhibit and Poster Hall. Please be sure that your poster and/or poster container is clearly marked with your name. Poster storage is at your own risk.

Cost: Complimentary
Location: Outside the Exhibit and Poster Hall
Procedure: Make sure you poster and/or poster container is clearly marked with your name
Storage: At Your Own risk

Poster Removal

Posters must be dismantled on the day of your presentation between the following hours:

Friday, June 8, 2018 | 5:00 p.m. – 6:00 p.m.
Saturday, June 9, 2018 | 5:00 p.m. – 6:00 p.m.
Sunday, June 10, 2018 | 4:00 p.m. – 4:30 p.m.

Posters remaining on boards after this time will be discarded.

Tips for Preparation

  • Posters should stimulate discussion; do not give a long presentation. Therefore, keep text to a minimum, emphasize graphics, and make sure everything in your poster is necessary.
  • Utilize handouts to supplement your poster.
  • Materials must be easily read at a distance of 4ft. Ordinary type or carelessly prepared handwritten copy is unacceptable. As a rule of thumb, use a font size of at least 14 point and double space.
  • When choosing a background, remember that neutral or gray colors will be easier on the eyes than a bright color. In addition, color photos look best when mounted on gray.
  • View the webinar below for tips on developing an effective poster: 

Evidence-Based, Non-Commercial Presentations

ASM requires that all presentations be evidence-based and by themselves or in conjunction with other presentations, give a balanced view of therapeutic options. Commercial, company, or product logos or watermarks are not permitted on slides and when unlabeled or investigational use of a drug or device are discussed, they must be labeled or identified as such in your presentation. The use of generic names contributes to impartiality. If trade names are used in your presentation, you must also use the names of other companies' products as well.

Embargo

All ASM Microbe abstracts will be embargoed until Monday, May 7, 2018. Late breaker abstracts will be embargoed until Friday, June 7, 2018. Some abstracts will be embargoed to coincide with the times they are presented at the meeting. Embargo times and dates will be clearly marked on all press releases.

Additionally, press releases and other promotional activity by third parties must coincide with the date and time of the presentation.

When asking for outside comment on press releases or news stories before the embargo has lifted, journalists are requested to ensure that the embargo is respected. ASM reserves the right to ban any journalist from the meeting who breaks the embargo or breaches the media policy in any other way.

If your research has already been published, please contact the ASM communications office at communications@asmusa.org to discuss how to handle promoting your abstract.

 

 

 

 

 

 

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