Presentation Guidelines

Below are guidelines for the two poster sessions and podium presentations. Presenters, log into the faculty portal to download the PowerPoint template. Contact the Education department at education@vascularsociety.org with questions.

Download poster presentation guidelines

Download PODIUM presentation guidelines

POSTER COMPETITION 

A moderated poster competition will take place at the 2018 Vascular Annual Meeting. Accepted abstracts selected by the SVS Program Committee for poster presentation will go through a two-round judging process. The first round will be a presentation of accepted posters divided into topic groups (e.g. venous, aortic disease, basic research, etc.) at the Poster Competition on Friday, June 22. The winners from each group will proceed to a final round to present their poster in a championship round on Saturday, June 23. 

First Round: Friday, June 22, 3:30 - 5:00 pm
Authors in each topic group will have 3 minutes for presentation and 2 minutes for discussion to an audience of peers and SVS Program Committee moderators. The 5-minute limit will be strictly enforced. Presenting authors may only present one poster during this part of the competition. If the presenting author has more than one accepted poster, then another must present. Since this is a competition, it is expected that presenters will not be senior faculty. Ten groups will present their posters concurrently. The authors and moderator of each group will rate all posters in that group, so presenters are required to be present for the entire session. Based on a peer scoring system, a winner will be selected from each topic group, who then proceeds to the Final Round.

Authors should prepare a PowerPoint presentation for the Final Round in case they win the First Round. Upon potential advancement, authors will need to stop by the Speaker Ready Room (Hynes Convention Center, Room 300) to submit their presentations, and confirm participation in the Final Round.

Final Round: Saturday, June 23, 3:30 - 4:30 pm
The winner from each topic group will make a presentation at the championship round, using PowerPoint slides. Each finalist will have 3 minutes for presentation and 2 minutes for discussion. The 5-minute limit will be strictly enforced.  Questions will come from the SVS President and President Elect. The winner from each topic group who makes a presentation will receive a cash prize, with the audience voting for the top three winners.

Note: An abstract submission accepted to the SVS poster competition that has not been submitted as a paper to the Journal of Vascular Surgery does not preclude submission as an abstract to the following regional or national society meetings:

  • Eastern Vascular Society
  • Midwestern Vascular Surgical Society
  • New England Society for Vascular Surgery
  • Vascular and Endovascular Surgery Society
  • Society for Clinical Vascular Surgery
  • Southern Association for Vascular Surgery
  • Western Vascular Society

Several societies (Eastern Vascular, Midwestern Vascular, and Western Vascular) preclude presentation at the championship round if a paper has also been accepted at their annual meeting. The poster must still be presented at the initial poster competition of the Vascular Annual Meeting.

Poster Presentation 

  • Abstracts accepted for the poster competition will be displayed in Exhibit Hall D of the Hynes Convention Center.  Enter Hall D through the main exhibit hall Auditorium entrance.
  • Authors must be present during the entire 90-minute session to which they are assigned for peer grading of all group abstracts.
  • The presenting author must be registered for the Vascular Annual Meeting.

INTERACTIVE POSTER SESSION

An interactive poster session will take place at the 2018 Vascular Annual Meeting.  Accepted abstracts selected by the SVS Program Committee will be presented during the Opening Reception on Thursday, June 21, from 5:00 - 6:30 pm in Exhibit Hall D* of the Hynes Convention Center. Displays of approximately 140 accepted posters will be divided into topic groups (e.g. venous, aortic disease, basic research, etc.). 

While there is no formal presentation of data, the primary author or a co-author must be present for the duration to answer attendee questions.

The Society for Vascular Nursing posters will also be displayed in a designated section of the Interactive poster area.
* Enter Hall D through the main exhibit hall Auditorium entrance.

GENERAL INFORMATION FOR POSTER COMPETITION AND INTERACTIVE POSTER SESSION

 

Display and Set-up

  • Accepted posters will have to fit on one side of a tack board 4’ high and 8’ wide (48” x 96”).
  • Authors will be assigned a poster ID, which will be displayed on their assigned poster board.
  • Posters can be set up on Thursday, June 21 at 10:00 am, and may stay up until 5:30 pm Friday, June 22.  Posters not dismantled by 5:30 pm Friday, June 22 will be discarded. SVS does not assume responsibility for loss or damage to posters.
  • Costs associated with creating and shipping the poster display will be the responsibility of the author(s).

Poster Production Suppliers
The following suppliers have extended discounted pricing to all SVS poster presenters. All associated costs are at the presenter’s expense. 

Postersmith.com: Say goodbye to poster tubes and have your poster printed on wrinkle-resistant fabric! Postersmith is offering all SVS poster presenters a 10% discount on all orders, plus free shipping. Click here for pricing information and ordering. You can also use SVS discount code “SVS2018” for $15 off if ordered directly from their site. For questions, contact Customer Service at support@postersmith.com.

Hynes Convention Center FedEx Office: The FedEx Office located in the Hynes Convention Center offers a discount for on-site poster printing in the following sizes:

  • 36” x 42”
  • 42” x 48”
  • 42” x 82”

All sizes can be laminated.  Orders may be placed on the FedEx website.  Support is available via email at usa1325@fedex.com. All orders must be placed by Noon on Friday, June 15, to obtain the discounted pricing. All orders will be available for pick-up beginning at 8:00 am on Tuesday, June 19. For questions, contact Customer Service at 617-954-2725.

Meeting Registration 

SVS does not reimburse expenses or cover meeting registration fees for accepted presenters. Visit www.VSweb.org/VAM18 for information regarding online registration.

Journal Publication

Manuscript submission to the Journal of Vascular Surgery (JVS) for those accepted at the poster sessions is not required, but is encouraged. Manuscripts should be submitted electronically to JVS at http://www.editorialmanager.com/jvs.

SPEAKER GUIDELINES

The Society for Vascular Surgery® is pleased to have your active involvement during the 2018 Vascular Annual Meeting, June 20-23, 2018.  The guidelines provided here will enable our technical team to support you effectively to ensure your presentation runs smoothly.

SPEAKER READY ROOM HOURS, Hynes Convention Center, Room 300

Tuesday, June 19        3:00 pm - 6:00 pm
Wednesday, June 20   6:00 am - 6:30 pm
Thursday, June 21       6:00 am - 5:30 pm
Friday, June 22            6:00 am - 5:00 pm
Saturday, June 23        6:00 am - 4:30 pm

SPEAKERS

All speakers must check in at the Speaker Ready Room, preferably the day before your session, to submit and preview your presentation. If you are checking in on the day of your session, please come by at least four hours prior to the start of your session. If you are unavoidably delayed, you are still required to go directly to the Speaker Ready Room. Do not bring a laptop or other media device to the session room.

PowerPoint (PPT) Presentations submitted prior to the meeting are for approval/acceptance from the SVS only and are not available in the on-site presentation system. You must submit a copy of your PPT file to the technicians in the Speaker Ready Room.

Please note:  Internet access is NOT available in the Speaker Ready Room. If your presentation resides in DropBox or email, please download and copy it to a flash drive before coming to the Speaker Ready Room.

When reviewing your presentation in the Speaker Ready Room, make sure all fonts, images, and animations appear as expected and that all audio or video clips are working properly.  When you are satisfied with the presentation, the file will then be transferred to our computer network.

How It Works

Most presentation rooms will be staffed with an audiovisual (A/V) person, who will assist in starting each presentation. Once the presentation is launched, the speaker will control the program from the podium using a computer mouse or the up/down/right/left keys on a keyboard. Internet access will NOT be available on the presentation laptops.

FORMAT GUIDELINES

We are currently using PowerPoint 2016 on our computers. This version will accept files created in earlier versions of the software. Presentations created in Keynote, Prezi, or other presentation software will not be accepted. We will accept your presentation on a USB flash drive, CD-ROM or an external hard drive.

EMBEDDED VIDEOS
It is recommended that you bring copies of all videos, even those embedded in your presentation. This will, if necessary, allow us to edit and/or re-import the video file to ensure your presentation runs smoothly. 

PLENARY SESSION VIDEO PRESENTERS
Video segments may be submitted on USB flash drive, CD-ROM or an external hard drive. Formats accepted include .MOV, .WMV or .MP4. Note:  It is extremely important that you specify if your video will/will not include sound.

FOR MAC/KEYNOTE USERS
Keynote cannot be played back on a PC. We recommend you export your presentation as a PowerPoint file. 

PowerPoint for Mac
When saving your presentation, DO NOT select “PowerPoint 97-2004 Presentation (.ppt)”.  This will change your embedded videos to pictures, and your file will not work. Saving as a regular PowerPoint .pptx file is the best method. Be sure to review your presentation in the Speaker Ready Room to ensure that fonts, charts and tables appear correctly. 

Important Reminders

  • There are no Internet connections at the podium for speaker’s laptops.
  • Please include a Disclosure Slide - the slide following your title slide should contain text about relationships and affiliations disclosed in your conflict of interest information.
  • Presenter View/Presenter Notes will NOT be available on the presentation laptops. Please bring a printed copy of your notes if needed.