Presenter/Poster Information

Resource Documents:

ISPE Disclosure Slide Example
Disclosure Reporting Guidelines
Slide/Presentation Guidelines
Poster Session Guidelines

Annual Meeting Registration: Deadline July 16‎

All presenting authors/lead speakers for all sessions must register to attend the meeting by July 16th.

Oral Presentations

Oral presentations consist of 15 minutes total time: 10 minutes for presentation and 5 minutes ‎for questions. Please be considerate of the other presenters by staying within your allotted presentation time. ‎Session moderators will ‎stop presentations that exceed the allotted time to avoid reducing following presenters' time.‎

Lightning Presentations

A Lightning Forum consists of three sets of oral presentations addressing a common theme and led ‎by a moderator with expertise in the theme's area. Each presentation is 3 minutes in duration capped at a total ‎of four slides: a title slide, a disclosure slide, and two slides highlighting the key scientific questions/rationale ‎of the abstract, methods used, key results, and main conclusions. After ‎presentations, a discussion of the overarching session theme will be led by the moderator, who will direct ‎questions to and between the speakers in a panel format, who will sit together at a table.‎

The moderator for a particular theme is responsible for working with the presenters to develop a cogent ‎discussion of the topic. Because the moderator and presenters are responsible for developing a meaningful ‎discussion around the overarching topic of the presentations, all moderators and presenters of lightning ‎sessions are required to attend at least one planning session together. If you are a lightning session presenter, ‎then you are also responsible for participating in preparation session(s).‎

Changing Presenter Roles

Until July 1st, Presenting Authors have the ability to change the roles of authors already associated with a submission or remove ‎them. Only the roles can be changed; the sequence of authors cannot be modified and new authors cannot be added.

IMPORTANT! Change the roles of others before removing the presenting author role from you.

Remember, ‎ISPE directs all communications to only the Presenting Author and only the Presenting Author will have permission to ‎upload presentation files to the system (in August). Lastly, please note that edits made after June 18 will not appear in the PDF program nor the journal supplement and will only be reflected on the meeting website and app.‎

Editing Abstract Text

Presenting Authors for all submission types were notified and permitted to edit abstract text in advance of submissions being shared with the journal for publication from June 6-18th. Any changes made after this date will only be on the mobile app and online version of the schedule.

ISPE Transparency & Reproducibility Initative

You may declare transparency and reproducibility of your research by:

Developing clear protocols using the HARPER template
Pre-registering study protocols (hello RWE Registry!)
Sharing analytic code and information on how access to source data may be acquired
Including a Transparency Statement on all posters and presentations

Presenters are encouraged to provide a transparency statement on posters and presentations following the structure suggested by Wang and Pottegård in Am J Epi (May 2023;kwae087). In brief, this statement explicitly states the level of transparency and data availability in terms of: (1) availability of a protocol, (2) preregistration, (3) data access instructions (4) code-sharing, and (5) use of reporting checklists. Open science badges may be included in the transparency statement when links are provided to materials stored an open access institutional registry or repository that provides a time-stamped persistent identifier (see Wang and Pottegård for guidance). This year is a trial run and the declaration is a self-declaration by the authors. There is not any review process regarding the assignment of the transparency level.

Example Statement

Poster Upload

The upload process opens on August 1 and all posters must be uploaded no later than 11:59 (ET) on August 15. Poster uploads are for attendees to be able to access during the meeting and after the conference.
Only PDF files will be accepted for upload; the process will reject any other file type. If you develop your presentation in PowerPoint, save it – in the highest resolution you can – as a PDF for your upload.
Other than the file format, there are no special requirements for uploading a poster. Once you've finalized your print copy, simply upload a PDF version of it. You do not need to re-size it.
The upload process is unrelated to the physical poster sessions at the conference. Uploading a poster does not mean a printed version will be ready for you at the conference. You must bring a printed version of your poster which complies with the board dimensions or arrange to have it printed locally.
Please be sure to review the Poster Session Guidelines carefully.

How to Upload your Poster [from August 1]

Login on the Speaker Management Portal
Click on the Poster Upload task
Click on the button to "choose file" (it must be a pdf file) then click "submit file" to finish the task.

Pre-conference Course/Symposia & Workshops/Oral Presentation Upload

The upload process opens on August 1 and all presentations must be uploaded no later than 11:59 ET on August 15.
After August 15 you must personally deliver your files to the Speaker Ready Room on-site. We do not accept emailed presentations; files can only be accepted at the Speaker Ready Room.
Only PDF or PowerPoint files will be accepted for upload; the process will reject any other file type.
The upload process permits you to upload an optional handout for sharing with attendees. A single PDF file combining all handouts is recommended.

How to Upload your Presentation [from August 1]

Login on the Speaker Management Portal
Click on the Presentation Upload task
Click on the button to "choose file" then click "submit file" to finish the task.

Local Poster Printing Service

Below are two local printers willing to accept orders for poster printing. The FedEx is on-site at the Marriott Marquis. Both vendors will need two business days to print posters over 3ftx5ft. ISPE has not used these vendors previously and has no experience upon which to make a recommendation; we take no responsibility for your use of this service. Posters printed using these services will not be available for pickup at the Convention Center. It is the responsibility of the presenter to obtain the poster.

FedEx Office: Website: https://local.fedex.com/en-us/dc/washington/office-5656
Email: USA5656@FEDEX.COM

The UPS Store: Website: https://locations.theupsstore.com/dc/washington/1220-l-street-nw/poster-printing
Email: store1736@theupsstore.com