Abstract Management Community

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For professionals that oversee or support abstract management. This includes iniatitives such as call for speakers/proposals/paper, and similar.

  • 1.  Space Saving Ideas

    Posted Aug 16, 2024 10:31 PM

    Hi, We currently have the wonderful problem of having way more abstracts than we have room to hold! We currently source 4ft high by 8ft wide poster boards, and have our posters printed landscape style as 3ft by 6ft. Although we want to keep the landscape style due to our ePoster site also needing landscape submissions, we are looking for creative ways you include more abstracts than you have room for!

    Our current event is a 1.5day event with room for 5 oral presentations and 30 posters, and we have (currently) 66 submissions. We are thinking about doing ePoster only options, and implenting a waitlist if any poster presenters withdraw. Have you implemented anything similar and what language do you use for ensuring your poster presenters show up?



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    Kim Durham
    Abstracts Manager
    American Society of Gene & Cell Therapy
    Waukesha WI
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  • 2.  RE: Space Saving Ideas

    Posted Aug 19, 2024 11:48 AM

    Any opportunity to add a second poster session?

     

    We have three poster sessions – each day is a different set of posters.  I'll use 20 double sided boards (8x4) and two posters on each side (45x48) and can have up to 240 posters overall.

     

    Congratulations on having this problem!  Shows a great interest in your meeting.

     

    Take care,

    Bernadette

     

     

     

    Bernadette Englert

    North American Vascular Biology Organization

    18501 Kingshill Road

    Germantown, MD  20874-2211

    (301) 760-7745

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    Visit our web site:  https://www.navbo.org

     

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  • 3.  RE: Space Saving Ideas

    Posted Aug 21, 2024 02:59 PM

    Unfortunately we are not able to have two sessions because we only have the space for 1.5 days. I'm seeing if we can do half day sessions, but were not sure if that feels fair to the presenters when the evening reception is such a main event, and during lunch generally people are busy. We're debating doing half posters to have 2 per board. Are your posters not too small that way? Is it not too cramped to hold a conversation next to another poster right next to you?



    ------------------------------
    Kim Durham
    Abstracts Manager
    American Society of Gene & Cell Therapy
    Waukesha WI
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  • 4.  RE: Space Saving Ideas

    Posted Aug 21, 2024 04:02 PM

    Well, we actually do the 2-posters-per-board AND we do 2 poster sessions – we label the posters as Session A or Session B, and so you have a Session A poster AND a Session B poster on the same board, so they're not presenting at the same time. It could definitely be crowded if you have them all present at one time. But as for the poster size, no, it's not too small – as long as they know ahead of time what size to plan for, they make it work.

     

    Some other ideas:

    • Do ePoster only for everyone, but have the posters displayed in rotation on a few large monitors in the space (in lieu of poster boards). If you have time, you could even let them give 2-3 minute presentations to the crowd gathered around the display – for example, if you have 6 big monitors, posters 1-11 on the first, 12-22 on the next, 23-33, on the next, 34-44 on the next, 45-55 on the next, and 56-66 on the last. If each person had 3 minutes, that's 33 minutes to cycle through all of their presentations one time – but you'd likely need moderators per display to keep them on time and move the display to the next poster.
    • Put more poster boards out in the hallway. Put some food/drink out there as well, and just have posters in more than one area for people to move through.
    • Still do 2 posters per side of the board, but have the presenters take turns presenting so they're not both talking at the same time.

     

    Best regards,

     

    Jen

     

    Ms. Jennifer Alluisi MA Ed, CAE (she/her)
    Account Executive

    Director of Educational Programs
    Custom Management Group
    154 Hansen Road, Suite 201
    Charlottesville, VA 22911 USA
    Phone:  +1 434.971.4788 x113  |  Direct Call or Text: +1 434.284.4692
    jalluisi@custommanagement.com  |  http://custommanagement.com

     

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  • 5.  RE: Space Saving Ideas

    Posted Aug 19, 2024 12:57 PM

    I agree with adding another poster session - at least one of our meetings has 2 poster sessions. Your other option is to reduce the poster size and make people share the boards - so you have two 4' x 4' posters on each side of the board.



    ------------------------------
    Jen Alluisi MA Ed, CAE (she/her)
    Account Exec, Executive Director, Director of Education
    Custom Management Group
    Charlottesville, VA
    jalluisi@custommanagement.com
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  • 6.  RE: Space Saving Ideas

    Posted Aug 23, 2024 11:16 AM

    Hi Kim,

     

    This is a good problem to have, but it comes down to space limitations. If you're able to increase your space, then that will enable you to accept more. How long are your sessions? Perhaps, decrease the presentation time to accommodate another set of poster session?

     

    Here's what we do:

    1. Our program is 4 days long (Thursday-Sunday).
    2. We have 13 concurrent sessions which are 90 minutes.
    3. In each concurrent session, we have 25 sessions (grouped papers, symposia, roundtables, and workshops) in breakout rooms.
    4. Concurrent with the 25 sessions, we hold 60 ePosters in the poster hall. Some people prefer checking out the posters than sitting in a room listening to a presentation.
    5. Our poster presentations is very informal. Attendees can room around the poster hall and check out different posters.
    6. Our poster presenters have the option to present in person or develop a virtual presentation (e.g., prerecorded video) which is posted on our ePoster virtual gallery. We pay for a limited space (which is first-come, first-served basis) because we want our presenters to show up in person.
    7. We do not have a wait-list because of our volume. When we send out our presentation schedule notices, we require our presenters to confirm. That gives us a sense of who will be there in person and those who won't.

     

    If I can help in anyway, please let me know.

     

    DeeJay

     

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    Certified Association Executive

    (2015-2026)

    A. DeeJay Hastings, CAE

    She/Her/Hers

    Association Executive Consultant

     

    LEWIS, LLC

    An Association Management Consultants Company

    11350 Random Hills Road, Suite 800

    Fairfax, VA 22311 USA

    mobile   571-292-7966

    email    djhastings@lewis-ac.com 

     




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