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Contributed Poster FAQ

To top of page Submitting Contributed Poster Abstracts

1. I led an interesting project this year that I would like to present. Should I submit it as a poster or a paper?
Does your project relate to the theme of a section-sponsored session? If so, you may want to consider submitting it as a paper. Papers should be on a topic of interest to a large proportion of attendees, in general, or in a particular section. In general, paper acceptance is more competitive than poster acceptance, and so some consider papers a more prestigious form of presentation.

If your topic is likely to be of interest to a more focused group of attendees, a poster may be ideal. Posters provide an opportunity to showcase your work improving services or practices and to discuss your experiences with others dealing with similar issues. Your presentation style and the graphical nature of the material you want to present may also affect your decision to submit your topic as a paper or a poster.

For information about submitting contributed papers, check out the Contributed Paper FAQ.

2. How do I submit a poster abstract for MLA ’11?
MLA poster abstracts are to be submitted using the OASIS online abstract submission system. To use the system, you need to create an account with a login name and password. (Your MLANET members-only username and password do not work to access the OASIS system.) The steps in the process should be clear once you are in the system. Be sure to print out the confirmation receipt, which includes the abstract control number for your records. You may continue to make changes to your abstract until the submission deadline, which is Monday night, November 1, 2010, at midnight, (PDT). There will be no extensions of this deadline.

3. What is the REQUIRED FORMAT for a poster abstract?
 You MUST write a blinded, structured abstract. Please refer to the MLA Research Section page for guidance on writing a structured abstract. Examples and additional information are available on the Research Section’s home page. Please consult the MLA Style Manual for guidance on style, spelling, and grammar.

4. What do I need to do to BLIND my abstract?
To allow for blind review, author names, institutional affiliations, and address information must be listed in the author section of the electronic submission system ONLY, NOT in the body of the abstract. MLA reserves the right to edit abstracts containing any author, institutional, or company names for the purpose of eliminating this identifying information before sending the abstract to reviewers. Authors are urged to blind their abstracts themselves, because MLA cannot guarantee the resulting quality if changes must be made after submission.

5. What sections MUST be included in my abstract?
Your submission MUST include the objective and methods sections of the structured abstract. The objective section (for which you may substitute the research question) may not exceed 60 words, and the methods section (which may include brief descriptions of the population and expected results) may not exceed 140 words.

6. May I enter my results and conclusions when I submit my abstract?
Yes, you may enter your results and conclusions now. This information will NOT be shared with reviewers. The information will be saved for inclusion in the final abstract if your paper is accepted.

Authors MAY postpone entering results and conclusions until after the peer-review process is completed. Authors selected for inclusion in the program will need to add the results and conclusions sections by February 15, 2011, if they did not already do so in the initial abstract submission.

7. May I include tables, figures, or citations in my abstract?
Structured abstracts should NOT contain tables, figures, or bibliographic references.

8. Are there font recommendations for the abstracts?
Times New Roman, 10-point font, and Symbol font for symbols are the recommended fonts.

9. Should I choose to be considered for the Research Section Award?
Every year, the MLA Research Section gives out several awards recognizing those paper and poster presenters whose work demonstrates high-quality research. All submitters are required to either select a type of research or designate that their presentation is not research. Those who select any type of research will be considered for the Research Awards judging process. Please check your submission to ensure that you have selected the type of research that best represents your work. For help in selecting the type of research, please see  “Inventory of Research Methods for Librarianship and Informatics,” published in the January 2004 issue of the Journal of the Medical Library Association and available on PubMed Central.

10. Can I submit a poster that I have previously presented at another meeting?
As long as the poster has been revised based on feedback or new results since it was previously presented, it may be submitted.

11. Can I submit my poster to more than one meeting at the same time?
As long as a poster has been developed or adapted for a specific meeting audience, it may be submitted to more than one meeting.

12. What do I need to know about the electronic poster option?
Electronic posters are given during the usual poster sessions using computer technology instead of the traditional paper poster format. You can also combine a paper poster with an electronic presentation because electronic poster exhibitors are provided with a table and poster board. Computers and other equipment can be rented through MLA's AV vendor, Projections, or you may bring your own equipment. An AV order form with pricing can be requested by emailing Tina Vickery, meeting manager. Electricity is not provided by MLA. Poster presentations are one hour in length. Be sure your laptop battery is fully charged.

13. I will need an Internet connection for my poster presentation. What is the cost?
The cost for an Internet connection is approximately $375. All questions about ordering Internet connections should be directed to Tina Vickery.

14. How can I show off our new website without a live Internet connection?
Programs like WebWhacker and HTTrack allow you to download your website to your hard drive. This allows you to display your website offline with great speed and reliability. By simulating the online session, you can show off the features of your website without relying on an Internet connection. More information is available at www.bluesquirrel.com and www.httrack.com.

15. Is it possible to specify a preferred poster session?
 Unfortunately, you are not able to specify a preferred poster session. You will need to be prepared to present on the day you are assigned unless you have extenuating circumstances.

16. How will my poster abstract be evaluated?
The author block and any other identifying information will be removed from your abstract to create a blinded abstract.

  • For general posters, the blinded abstracts will be sent to the poster review panel for review. The reviewers will evaluate the blinded poster abstracts based on the following criteria:
    • originality and innovation
    • organization and clarity of presentation
    • relevance to the field and annual meeting theme
    • potential for improving service or practice

17. How will I know if my abstract is accepted?
The primary author will be notified of acceptance by email sent the week of December 16, 2010. All authors will be notified by email that the primary author has been sent the notification email.

18. How do I withdraw or cancel an abstract or poster?
All withdrawals or cancellations must be in writing and emailed to Tina Vickery, meeting manager. Be sure to include the full title of your abstract, abstract control number, and author name.

Withdrawn abstracts will be removed from the process as quickly as possible. Accepted abstracts canceled close to the publication date may still be included in the abstract supplement.

To top of page Preparing for the Meeting: Posters

19. My poster abstract has been accepted. Now what? Are there other deadlines?
In January or February, register for the annual meeting and make air and hotel reservations. At least one author must be available to present the poster at the annual meeting on the date and time assigned.

By Tuesday, February 15, 2011, update your abstract information in the OASIS system. This update must include: unblinding all sections of the abstract, adding results and conclusions if they were not included in the original submission. Results and conclusions are part of what is considered for Research Section Awards.

20. I got an email asking me to send an electronic copy of my poster to MLA ahead of the meeting. What’s that about?
Plan to upload a PDF or PowerPoint file of your poster to MLA. When your poster is complete, you can upload through the website www.postertrap.com/mla/submit.php. Remember, you can upload the same file that you provide the printer (as a PDF or PowerPoint file).  You can also upload any additional media that you would like attached to your poster.  The conversion of your poster, abstract, and media into this display format will be done automatically. Email and chat help are available on this site to answer any questions. The file will be put on MLANET so that attendees can preview your work and come to the session with researched and knowledgeable questions, targeting the most relevant posters. Files received after the website closes may be posted on MLANET after the meeting.

21. I have never done a poster before; can you point me to some practical tips?
Fred Stos developed an excellent resource for clients at the Arts and Sciences Library at State University of New York–Buffalo. This comprehensive resource includes practical tips on creating, developing, and presenting a poster whether it is electronic or not.

22. What are some general guidelines I should think about when designing a poster?

  • Your poster should be about 20% text, 40% graphics, and 40% white space.
  • Use the active voice on all text.
  • Keep text to the absolute minimum.
  • Text should be at least 28 or 32 points in size. The bigger, the better for text to be readable from a distance.
  • Posters are graphical presentations. Special emphasis should be placed on charts, tables, and photos.
  • Backgrounds using light colors work best.
  • Consider materials when designing the poster. Soft vinyl plastic is lighter weight and takes up less space when rolled than traditional laminated paper.
  • Consider how you will transport your poster. Multiple panels are easier to handle than one panel. Note the standard size of available shipping containers if you plan to ship your poster ahead. You do not need to fill the entire poster board. It can be smaller than the display space and still be easily viewed. Consider producing your poster onsite at a local quick copy shop.
  • If you decide to laminate your poster, consider using a matte or low-glare finish. People will be able to read your poster more easily from a distance regardless of the lighting angle. There will also be less glare if a picture is taken.

23. When are the poster sessions?
Your poster will be assigned to one of the three poster sessions at MLA ’11. Sessions will be held in the Minneapolis Convention Center. Tentative schedule:

  • Sunday, May 15, 2:00 p.m.–3:00 p.m.
  • Monday, May 16, 2:00 p.m.–3:00 p.m.
  • Tuesday, May 17, 1:00 p.m.–2:00 p.m.

24. What equipment is supplied for each poster?
Each poster presenter will have a cork board (8 feet long and 4 feet high).

  • If you require a chair or table, you must request one in advance from Tina Vickery.
  • Electronic posters will receive a 6' long, 42" wide table. Note: electrical service is not included.

25. What size is the poster backdrop? How much room is really available for my poster?
The cork board measures 8 feet by 4 feet and will be available for all poster presenters, both traditional and electronic. There is a border around the cork board that is about 1.5 inches wide. Other than the border, all remaining space is usable.

26. What kind of equipment do I need to attach my print poster to the display board (tape, pushpins, etc.)?
Pushpins, tape, and other mounting materials such as Velcro can be used to attach your poster to the provided display board. These are not provided; you will want to bring these supplies with you or ship them ahead with your poster. T-pins work well, but do take a little bit of strength to get them into the board. The mounting material you select will depend greatly on the style and thickness of your poster.

27. What else do I need to bring to the poster session?
Consider bringing scissors, pens, business cards, and paper to take down notes or comments and contact information from visitors to your poster. Remember to bring power cords and a surge protector for electronic posters.

28. Should I bring handouts and other giveaways?
In an effort to keep the meeting as green as possible, only bring handouts if they are absolutely necessary. If you do opt to bring handouts, bring a limited number since you will need to transport them. An electronic copy of your poster will be made available on MLANET. Many participants may prefer to access information about your poster this way as it eliminates the need to carry around so much paper.

29. Is there an electronic file of the meeting logo that I can place on my poster?
Yes, the official meeting logo is available electronically on MLANET for use with presentations.

To top of page At the Meeting/Final Preparations: Posters

30. Can I ship the poster ahead of and after the meeting?
Presenters are responsible for the transport of posters session materials to and from the convention site. If you are going to ship your poster materials, ship them to the hotel in care of yourself. For your protection, please use a shipping method that can be tracked and bring all tracking information with you in case of a problem.

31. What if my poster is lost?
It is advisable to bring a stored electronic copy with you to the meeting. It’s likely you would be able to find a facility that can print a fresh copy for you in the worst-case scenario.

32. When do I hang up and take down my poster?
Posters can go up any time before your assigned time, on the day of your session. Posters must be removed following your presentation as the boards will be reused.

33. How do I know where to hang my poster?
You will be assigned a board and a session. This information should be sufficient to locate your poster board.

34. What should I do during the session?
Have fun, answer questions, talk about your work, and share your knowledge. Poster sessions are a favorite for many attendees, a more informal way to network and talk about what we do. Enjoy it, you earned it!

35. Who should I contact with questions regarding posters?
Questions regarding paper or electronic posters should be emailed to Melissa De Santis, AHIP, NPC poster co-coordinator, Health Sciences Library, University of Colorado–Denver, or Maureen (Molly) Knapp, NPC poster co-coordinator, John Ische Library, Louisiana State University Health Sciences Center–New Orleans.

 

To top of page Distribution of Posters: Due April 25, 2011

Again this year, MLA is excited to enhance your poster presentation with interactive kiosks that will display your poster electronically, in addition to the printed version used in the regular poster session. These kiosks will allow attendees to find and view your poster throughout the meeting, and they also provide a forum for feedback and questions. Your poster will also be available after the meeting on the MLA website.

This service offers more interactivity than printed posters as you have the opportunity to include additional elements in your presentation.  If you choose to take advantage of these expanded options, please keep in mind the following as you design your poster:

1. Video, audio, PowerPoint presentations, links, and animations can be attached to specific parts of your poster. Everything you would like to say or show attendees viewing the printed version of your poster can be included in the electronic version. This, in essence, allows your poster to present itself!

2. Datasets can be attached to graphs or charts on your poster. Describing your method and making your dataset available enables other researchers to validate your results using your method or theirs with the data. This can spark collaboration and further development. Before making any dataset available, ensure that it is Health Insurance Portability and Accountability Act-compliant and allowed by your institution and institutional review board.

3. Additional documents can be attached to specific parts of your poster. In the past, it has been a challenge to include adequate information for attendees to understand your project, while limiting the details so they can quickly view the concepts. Now you can have the best of both worlds.  Attendees can quickly understand concepts and then access your supplemental information for more in-depth examination of your research.

 

 



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