On-site Poster Logistics and Guidelines

​Author Attend Time​​s

During your specific Author Attend Time, you are required to stand by your poster and discuss your research with attendees. 

Poster Session 1, Monday, May 21, 2018, 11:15am-12:15pm 

Student Poster Session, Monday, May 21, 2018, 3:15pm-4:15pm

Poster Session 2, Tuesday, May 22, 2018, 11:15am-12:15pm

Poster Session 3, Wednesday, May 23, 2018, 10:15am-11:15am

Set-up & Tear-d​own

  • Posters will be located in the Hub, Hall B, next to the Expo Hall on the second floor of the Philadelphia Convention Center. Since the posters are not in the Expo Hall, you will not need a pass to set-up your poster (but you will need your name badge, so stop at registration first). Once you have your badge, you can proceed immediately to the Hub to set up your poster. 
  • Set-up hours for posters will be on Sunday, May 20 from 12:00pm – 5:30 pm and on Monday, May 21, 7:00am -8:00am Eastern
  • You will receive an email notification from AIHA prior to the conference indicating the number of your bulletin board in the poster area. Find your bulletin board and hang your poster. DO NOT hang your poster on any board other than the number you are assigned to. If you have any questions about where to hang your poster, please see Kathryn Christoe in the Speaker Ready Room on-site or email Kathryn Christoe.
  • Tear down hours will be Wednesday, May 23, 2018, 3:15-5:00pm Eastern. Please note, that if you do not dismantle your poster by 5pm on Wednesday, your poster will be discarded.
  • A table will be available under each poster board for distribution of supplemental materials, including any (optional) handouts that support poster research and presenter business cards.
  • Presenters are responsible for the development, shipment, and display of all poster-related materials. AIHA is not responsible for and cannot hold any poster materials on-site.

Special Consideration​s and Procedures for Students

The digital versions of student posters will be judged for award consideration prior to AIHce EXP by several groups.

  • All students should include the color logo of their college or university in the design.
  • It is highly recommended that you submit a digital version of your poster the deadline of April 30, 2018, 5:00 PM Eastern for judging (AIHA will provide specific instructions about how to do this). If a digital file is not submitted by this date, you will not be considered for an award. 
  • You will still need to bring a hard copy to the conference to display in the poster area.

Best in Sh​ow Awards

NEW for 2018 - A panel of judges comprised of members of AIHA’s Academic Special Interest Group and Fellows Special Interest Group will select three winners: a first place gold, second place silver, and third place bronze, as part of the “Best in Show” awards. Winners will each receive a certificate and monetary prize. Additionally, each of the three award winners will receive the opportunity to give a 25-minute presentation in the Hub on their research. Award winners will also be featured in an issue of The Synergist after the conference. The presentations in the Hub are scheduled for Tuesday, May 22, as follows:

9:30 a.m. - 9:55 a.m. Best in Show Gold

10:00 a.m. - 10:25 a.m. Best in Show Silver

10:30 a.m. - 10:55 a.m. Best in Show Bronze

As in past years, AIHA’s technical committees will also judge student posters at their discretion in consideration for specific committee awards. If you win an award from a committee, you may be asked to attend their on-site meeting and/or meet with representatives from the committee for interviews/photos.

Winners will be determined prior to AIHce EXP, and recognition will take place at the conference.

To review the scoring rubric used for judging posters, click here.

Poster Specificat​ions & Suggestions 

Accepted poster presenters should prepare posters with the following guidelines in mind:

  • The hard copy posters will be displayed on 4’ x 8’ bulletin boards. The recommended dimensions are 3 ½’ high x 6’ wide. 
  • There is a FedEx Office Print & Ship Center located in the Philadelphia Convention Center. For your convenience, you have the option of sending your digital file to the FedEx in advance of the conference. Your poster will be available for pick-up once on-site.  For more information including hours, see here​.
  • Permanent adhesives are prohibited; pushpins will be provided on-site for mounting.
  • Heavy boards or backing should not be used, as they will not adhere to the display panels.
  • Include the names of the authors, your faculty sponsor’s name, and the name of your academic institution.
  • Your poster should include
    • The title of your accepted proposal
    • Your name, and any other authors or mentors
    • A description of research goals and methods
    • A presentation of results
    • A summary of major conclusions
    • Future directions for the research
    • A short bibliography or list of references
    • Acknowledgments (citing any help received, mentors, or sources of funding)
    • Color logo of your college or university (students only)

Design Con​siderations

  • Use large, uncomplicated fonts. The print should be legible from at least three to four feet away.
  • Convey your information with colorful images and figures 
  • Balance your text and images
  • Think of reader “gravity”—how the viewer’s eye tends to move from top to bottom and from left to right—and incorporate that flow into your design.
  • Use headings, numbers, white space, or color frames to organize the information.
  • Include an abstract—a concise summary of your work, written in a way that makes the reader want to take the time to study your poster.
  • Engage the reader by including an image, model, or photo in your introduction.
  • Communicate the methods used with a flow chart, figures, or process diagram and a concise description. 
  • Articulate the take away lessons in an understandable manner. While the poster serves as a visual aid while you talk, others may view it when you are not there. 
  • The following template is suggested for your layout:


Contact Kathryn Christoe via email or 703-846-0753.​

​​​​Register Now!