All remote poster presenters have been scheduled to present their poster live during one of the scheduled interactive remote poster sessions. Interactive remote poster sessions begin on Wed., Nov. 8 through Sat., Nov. 11. Check the program schedule for the scheduled time of your session. Each poster session is 75 minutes long and includes up to ten poster presentations and a facilitator.

During the first 30 minutes of the remote poster session, each presenter will have 3 minutes in the main Zoom room to introduce themselves and share their research.

Each presenter can share one slide with up to three key points.

After all presenters have introduced their posters, each presenter will move to an individual breakout room where attendees can have live discussions with the presenters (approximately 45 minutes). Attendees can move in and out of poster sessions to talk with presenters.

A facilitator will be assigned to each poster session.

Facilitators will:

• receive presenter contact information to email everyone.
• connect with the poster presenters in October to obtain presenter slides. Each presenter should have only 1 slide with 3 bullet points.
• curate all slides into one slide deck in the order that presentations are listed in the conference program.  
• create an opening slide with the title of the session and session number.
• advance the slides during the 30-minute presentation of research.
• remain available in the main Zoom room to assist newly arriving attendees.

See below for additional Interactive Remote Poster Facilitator Instructions for facilitator expectations.

Interactive Remote Poster Facilitator Instructions 

Before the Conference:

• Read presenter biographical material obtained from each presenter before your session. If you have not received the material from the presenters by Oct. 17, contact your section chair or Cindy Winter ([email protected]) to obtain this information.
• Plan ahead. Prepare your introductions, expectations for the session, discussion questions, and materials you may need prior to the session so that all is ready when the session starts.
• Connect with the session presenters before the conference. We encourage you to discuss expectations for the session.
• Know where to find support if any issues emerge during live sessions. There will be an NCFR representative in every session that can assist. Additional support channels will be available during the conference.
• Be comfortable with Zoom. See the list of Zoom resources found here.

During the Conference:

• Access your session by logging into Whova, the conference platform. Locate your session in the agenda by looking for the session number and name of the entire poster session (e.g., Interactive Remote Poster Session 1). Individual poster descriptions are found in subsessions of the main session in Whova.
• Click on the session.
• Connect to the live Zoom Meeting (URL is provided in Whova at the top of the page).
• Arrive 15 minutes early to your session to check in with the presenters and NCFR Zoom Support. Presenters will enter a waiting room. NCFR Zoom Support will elevate the presenters to a presenter role. Attendees will be allowed into the session approximately one minute before the start of the session by the NCFR Zoom Support person.
• Arriving early will help you work through any technical difficulties before the session begins, coordinate last-minute details, and build rapport with each of the presenters to create a comfortable environment.
• The session will be recorded automatically for use on demand.
• Put participants on mute who may not have done so themselves to avoid extraneous noises.
• Welcome everyone to the session at the beginning of the session with the session title, date, and session number.
• ​Introduce yourself and your role.
• Provide the ground rules of the session:
  • Everyone should be on mute during the session, except the presenter during their presentation time.
  • Share how questions should be asked after the presentations, what to expect for the discussion, and how to communicate with one another. You are setting the standard for the session.
  • Presenters will have their own breakout room after the presentations. Participants may move in and out of the breakout rooms to discuss the presenter’s research and ask questions.
  • Notify the participants that session handouts are located on the session page in Whova, the conference platform. Not all presenters may have uploaded handouts.
• Introduce the presenters. Introductions should be no more than three minutes total.
• Monitor time and provide presenters with time limits. You can notify presenters privately through chat when they have 1 minute left of their presentation. If the presentations are too long, you may have to interrupt the presenter.
• Advance slides for each presenter.
• All panelists/presenters must be given an opportunity to present before the discussion.
• The NCFR Zoom Support person will manage breakout rooms.
• Mute yourself when not contributing.
• If your internet connection gets glitchy, disable video.

Accessible Posters:

Design your poster with accessibility in mind.

• Color and Contrast. Colors should be sharp and in strong contrast without being unsettling. Limit the number of colors used on one slide. Do not only use color to distinguish information.
• Text over images can be difficult to read.
• Send your material in advance, if possible, in case NCFR staff need to provide alternative text (tagged PDF or braille) of your presentation.
• Check Accessibility. Assess whether your poster is accessible by clicking on Review and Check Accessibility (in PowerPoint). For instructions, click here.

A Note About Handouts at Your Session:

Handouts are recommended, but not required. You can upload your presentation slides, poster, or handouts in Whova alongside the information about your session. A unique link will be emailed to you from Whova around Oct. 13, 2023.

See the Onsite Poster Instructions for guidelines for creating posters.

All handouts should be accessible and saved as a PDF.

PDFs of posters will be available in the poster sessions when Whova opens to the public. Note: if a poster is not visible, the presenters have not uploaded their materials.