Student Poster Resource Guide
- CONFIRM YOUR PARTICIPATION – April 20
- PUBLICATION CONFIRMATION FORM – April 20
- HOTEL AND TRAVEL AWARD
- TRAVEL DOCUMENTATION
- POSTER BOARD SPECIFICATIONS AND POSTER LAYOUT – June 9
- SUGGESTED ARRANGEMENT FOR A POSTER PRESENTATION
- DIA POLICY CONCERNING PROMOTION OF PRODUCTS AND SERVICES FROM THE PODIUM AT DIA-SPONSORED PROGRAMS
- ANNOUNCE YOUR PARTICIPATION
Confirm Your Participation
Deadline: Wednesday, April 20
Please read and review your acceptance email that includes a Student Poster Checklist. Please complete the necessary information and return the form following the instructions provided.Once you have completed and returned the Student Poster Checklist, you will receive your poster number and the time for your oral podium presentation (if applicable.) Your poster will be displayed onsite by the corresponding poster board number.
Publication Confirmation Form
Deadline: Wednesday, April 20Accepted abstracts will be published in an electronic post event publication. In order to ensure that the abstract and details are correct, please be sure to submit any changes to your abstract by this time.
Hotel and Travel AwardFor students who were awarded a hotel and travel package, DIA will cover a maximum of three (3) nights’ hotel accommodations (room and tax only) at the DIA assigned hotel for selected student poster presenters. Any additional room nights will be charged to your personal credit card. DIA will cover one (1) round trip, coach airline/train ticket to Philadelphia, PA. DIA will provide instructions on how to book your hotel and travel. Reservations must be made utilizing the sources provided; otherwise, self-reservations or bookings will not be reimbursed.
Travel DocumentationIf you are traveling from outside the United States to Philadelphia, PA, we kindly request that you check your travel documentation and requirements to travel to the United States. If an official letter of invitation is required to participate, please send an email with your request to annualmeetingprogram@DIAglobal.org as soon as possible.
For students who were awarded a hotel and travel package, DIA will reimburse you up to 3 days per diem to be submitted post meeting with authorized receipts (maximum US $50.00 per day for meals and incidentals related to the Annual Meeting). Breakfast and lunch will be provided Monday, Tuesday and Wednesday. Thursday will include breakfast only. DIA will not reimburse for expenses when meals are provided.Expenses related to the printing and/or shipping of your poster will not be reimbursed. A reimbursement form is to be sent to the DIA office post event and all receipts need to be attached. DIA offers to reimburse your expenses that are related to attending the DIA Annual Meeting and has the right to refuse processing a reimbursement when the amount on the receipt exceeds the cost for one person or is not related to your participation.
Poster Board Specifications and Poster LayoutDIA will provide the following for poster presentations:
(1) 4 feet high and 8 feet wide poster board.
- Poster boards will be freestanding, with a surface that will allow push pins to secure the display.
- Presenters must prepare a poster to fit a usable space of 3.5 ft x 7.5 ft poster board (three and a half feet high by seven and a half feet wide). Please note that posters made of heavy laminated materials usually take more than one person to set up and require many push pins to hang. Please consider using lighter weight materials.
- One chair
- Push pins
Suggested Arrangement For A Poster Presentation
When you submitted your abstract online, you were asked to provide full disclosure information for the submitting author. A summary of this information (including “Nothing to disclose”) should be displayed on your poster.
Display a Disclosure Panel on the lower right corner of your poster. Please use the following verbiage and format:
DisclosureAuthor(s) of this presentation have the following to disclose concerning possible financial or personal relationships with commercial entities that may have a direct or indirect interest in the subject matter of this presentation:
- John Doe: Nothing to disclose
- Jane Brown: Consultant – Apex Pharmaceuticals
- Carl Jones: Nothing to disclose
- Michael Smith: Member – ABC Speaker’s Bureau
Submit Your Poster
All authors must upload an electronic copy of their final poster via the DIA Annual Meeting presentation website. Instructions on How to Upload Your Poster will be available in late April.Submitted posters will be uploaded to DIA’s Annual Meeting Presentation website for attendees to download and review prior to DIA 2016.
What To Expect OnsiteStudent Posters will be located in the Exhibit Hall of the Pennsylvania Convention Center.
Student posters will be displayed in the Exhibit Hall of the Pennsylvania Convention Center. This location is a high traffic area where attendees will be taking part in networking opportunities while transitioning between program offerings, exhibit booths and refreshments.Set up is on Sunday, June 26 from 3:00-5:00 PM. Be sure to pick up your name badge at Attendee Registration before accessing the Exhibit Hall to set up your poster. You will not be able to gain access without a name badge.
Your poster number, where you will display your poster, will be provided to you once you have returned your Student Poster Checklist.
Length of SessionStudent posters will be available for viewing from 9:30 AM – 6:00 PM.
Below are the designated times when Students should plan on standing near their poster.
- 12:15 – 2:15 PM
- 4:15 – 5:30 PM
- Students who are awarded a travel package will be scheduled for an oral podium presentation during these times.
PresentationAll poster presentations must be noncommercial and scientific in nature and may not be used as a marketing opportunity. Any mention of drug products must be limited to generic names, and not include brand names in any area of the poster, including poster titles and handouts. Please refer to the DIA Policy Concerning Promotion of Products and Services from the Podium at DIA-Sponsored Programs.
Judging PeriodJudges will begin their review of posters at 11:45 AM.
Award Ceremony - Monday, June 27Results of Monday’s judging where 1st, 2nd and 3rd place best student poster will be announced. Presenters need to report to DIA booth by 5:30 PM and be present during the ceremony in order to accept an award.
Conclusion of Poster SessionPosters can be removed by 6:00 PM on Monday. Any posters that are not removed immediately are not the responsibility of the DIA or the Convention Center.
Certificate of PresentationA Certificate of Presentation will be presented to you onsite.
What to Bring
- Presenters are encouraged to prepare 25 copies for their poster abstract for distribution at the meeting.
- Bring your business cards for distribution.
The presenter must organize any special shipping arrangements needed. DIA will be unable to ship or store any material.
**DO NOT SHIP YOUR POSTER TO THE CONVENTION CENTER
DIA Policy Concerning Promotion of Products and Services
From the Podium at DIA-sponsored Activities
(as of January 20, 2015)
DIA encourages the exchange of knowledge and supports the dissemination of information pertaining to the full spectrum of medical product development. DIA does this by providing its members a neutral forum for education and discussion opportunities. Preservation of the neutrality of this forum, fostering collaborative efforts among stakeholders such as academia, contract research organizations, governmental agencies, industry, practitioners, patients and vendors, is essential to the success of DIA. DIA draws a clear distinction between the dissemination of information and outright commercial promotion.
At DIA-sponsored activities, presentations by persons affiliated with organizations or institutions that provide services or products must be limited to scientific, technical or process issues. Presentations should not overtly endorse or recommend a specific product or service. The theme and content of slides, handouts and other presentation aids should not promote a commercial product or service. DIA designated presentation templates will be provided to its presenters. For-profit organizations or industry logos are no longer permitted to be included in slide presentations, per ACCME Standards for Commercial Support. In addition, speaker clothing may not carry logos or other company specific emblems. In this way, DIA activities will be educational, rather than commercial and promotional.
DIA will create and disseminate publicity pertinent to a DIA-sponsored activity. All such publicity will be distributed directly from the DIA Office or its designee. Individuals and organizations can, at their option, make announcements of their participation in DIA-sponsored activities, but should refrain from doing so until confirmation of participation has been received from DIA. Any advertising of participation in a DIA-sponsored activity by an individual or an organization shall not use any copyrighted material from DIA or the DIA trademark unless authorization from DIA has been received.
DIA Membership is encouraged to provide feedback regarding potential violations of this policy. A DIA staff-led investigation utilizing program evaluations and other related tools will be used and appropriate action will be taken if necessary.
Announcing Your Participation*
There are several ways for you to announce their participation at DIA 2016.
Connect and Engage with Attendees Prior to Philadelphia, PA through Social Media!
Did you know that the DIA LinkedIn group includes 34,000 members? Be sure to join the DIA LinkedIn group and other DIA social media groups to start the conversation about your presentation. Join the conversation at DIA (#dia2016) - Check out Signing Up for Twitter or this approximately 10-minute webinar to learn how to use Twitter at a DIA Event.
Join the 34,000+ members to stay informed and connect
Post Your Pictures on Instagram
Like @DrugInfoAssn on Facebook
Browse videos on DIA’s YouTube channel
Follow #DIA2016 for real-time updates before, during, and after DIA 2016.