On-site Poster Logistics and Guidelines

​Author Attend T​imes

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 20, 2019, 11:15 a.m.-12:15 p.m. 
  • Student Poster Session, Monday, May 20, 2019, 3:15 p.m.-4:15 p.m.
  • Poster Session 2, Tuesday, May 21, 2019, 11:15 a.m.-12:15 p.m.
  • Poster Session 3, Wednesday, May 22, 2019, 10:15 a.m.-11:15 a.m.

Set-up & Tear-down

  • Posters will be located in two separate areas of the Minneapolis Convention Center. Student posters are located on Level Two (teal) while professional posters will be located on Lower Level (pink). All relevant signage will appear in the color indicated. The posters will be near the atrium escalators on both floors.
  • Since the posters are not in the Expo Hall, you will not need a pass to set-up your poster; however, you will need your name badge, so stop at the registration desk first. Once you have your badge, you can proceed immediately to set up your poster. 
  • Set-up hours for posters will be Sunday, May 19 from 2:00 p.m.-5:00 p.m. and Monday, May 20, 7:00 a.m.-10:00 a.m. Central. 
  • 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 or email Kathryn Christoe​ in the Speaker Ready Room on-site.
  • Tear down hours will be Wednesday, May 22, 2018, 3:15 p.m.-5:00 p.m. Central. Note: if you do not dismantle your poster by 5:00 p.m. Wednesday, your poster will be discarded.
  • All supplemental materials, including any (optional) handouts that support poster research or presenter business cards, must be distributed ON your poster board. Tables will not be provided for posters.
  • AIHA is not responsible for and cannot hold any poster materials on-site.

Poster Specifications & Suggestions ​

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

NEW format​​ for 2019 - The hard copy posters will be displayed on VERTICAL bulletin boards. The interior, usable space of the board measures 45" (wide) x 91" (tall) (114cm x 231cm). The recommended dimensions of your poster are 43" x 78" (109cm x 198 cm).

  • There is a Print & Ship Business Center on-site in the Minneapolis Convention Center. For your convenience, you have the option of sending your digital file for printing in advance of the conference. Your poster will be available for pick-up once on-site. Further information will be posted as it becomes available. Presenters are responsible for the development, printing, shipment, and display of all poster-related materials and any associated costs. 
  • 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 Consi​derations

  • 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:

Poster Layout

On-site Printing Options

The UPS Store on-site at the Minneapolis Convention Center

  • Prints posters 2ft. wide x up to 10ft long 
  • Orders must be emailed to Store6479@theupsstore.com (if using a Cloud sharing site, the file must be publicly shared) 
  • Cost $7.00 per square foot and take 1 hour to print per poster
  • Posters needing to be completed prior to 9:00 a.m. must be submitted by 5:00 p.m. the night prior

The FedEx at the Hyatt Regency Minneapolis

Special Considerations 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 29, 2019, 5:00 p.m. 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 Show Awards

A panel of judges comprised of seasoned AIHA members 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 formal 20-minute presentation as part of the new Academic Track on their research. Winners should use the AIHce PowerPoint template for their presentation. A brief 10-20 slide presentation is more than acceptable. 

The presentations are scheduled for Tuesday, May 21, 8:00 a.m. - 9:00 a.m. as follows:

  • 8:00 a.m. - 8:20 a.m. Best in Show Gold
  • 8:20 a.m. - 8:40 a.m. Best in Show Silver
  • 8:40 a.m. - 9:00 a.m. Best in Show Bronze

We will post the room assignment when it becomes available.

Winners will be determined prior to AIHce EXP, no later than Monday, May 13, 2019, and recognition will take place at the conference at the Mark of Excellence breakfast on Wednesday, May 22, 7:00 a.m. – 8:00 a.m., where winners will be announced and asked to stand in recognition. 

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.

Award winners will also be featured in an issue of The Synergist after the conference.

You may find the the scoring rubric used for judging posters here.


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

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