Poster Expo – FAQs


IMPORTANT:

Presenting authors of accepted abstracts must RSVP to CNS by March 25, 2024 indicating their acceptance to participate. Those who do not respond will be removed from the abstract program.  Participation in the on-site Poster Expo in mandatory. Participation in virtual Poster Expo is optional, and encouraged. 

Presenting authors of accepted abstracts must register to attend the full CNS Annual conference (May 3 & May 4) by April 15, 2024.  Those who do not register by this date will be removed from the abstract program, including publication in the journal of APNM.  Authors are encouraged to register by March 25, 2024 to take advantage of early-bird registration rates. 


On-site Poster Expo Requirements (participation is mandatory)

A printed poster is a mandatory requirement. Presenting authors are responsible for preparing and bringing their printed poster or poster(s) in large print format to be shared on poster boards at the venue. 

Poster presenters are encouraged to monitor their posters for delegate traffic during all viewing periods.  Specific viewing periods will be outlined in the coming weeks. 

Poster Size: The poster size must not exceed 3.5 ft (42 inches) x 3.5 ft (42 inches). The poster may be smaller, but not larger. Posters that are larger will not be accommodated. There will be up to 4 posters per board. 

Set-up: The set-up period will take place on Thurs. May 2, 2024. Specific set-up time(s) will be outlined in the coming weeks. All posters must be in place before 7:00am on Fri. May 3.  Poster take-down is on Sat. May 4.  Specific take-down time(s) will be outlined in the coming weeks. 
 

Virtual Poster Expo Requirements (participation is optional)

Presenting authors of accepted abstracts are encouraged to partipate in the Virtual Poster Expo. While the Virtual Poster Expo is optional, it offers an opportunity for extended viewing of your abstract since it will be launched at least one week prior to the Annual Conference and will continue to be available for viewing for approximately two weeks following the conference. The Virtual Poster Expo will be promoted to conference delegates several times leading up to, during and following the conference.

Presenting authors are asked to upload a .pdf of their Poster along with a 50-word summary which provides an introduction/description of the poster. The deadline to upload the Poster is  April 22, 2024. The Virtual Poster Expo will be live on April 25, 2024 and will close on May 17, 2024. 

Authors may also provide the code to embed a short Vimeo or YouTube video presentation (3-minute maximum) of the poster content within the poster portal. 

 

1. Is it mandatory that presenting authors participate in both the on-site and the virtual Poster Expos?
 

Presenting authors of accepted abstracts must participate in the on site Conference Poster Expo in person. Participation in the Virtual Poster Expo is optional but encouraged. The Virtual Poster Expo is optional offers an opportunity for extended viewing of your abstract since it will be launched at least one week prior to the Annual Conference and will continue to be available for viewing for approximately two weeks following the conference. The Virtual Poster Expo will be promoted to conference delegates several times leading up to, during and following the conference.

 
2. As a presenting author, how do I indicate my interest to participate or decline the opportunity to participate in the Poster Expo?

An email notification will be sent to all presenting authors of accepted abstracts by March 12, 2024 (March 20, 2024 for late-breaking/encore abstracts) that indicated the abstract has been accepted into the program. This email will come from sender <CNS-SCN Conference 2024> (webmaster@cns-scn.ca) and will have the subject line <CNS-SCN Conference 2024 Participation Request>.  This email will provide instructions on how you can accept or decline the opportunity. 

Authors must provide a response by March 25. Those who do not respond will be removed from the abstract program.
 

3. I didn't get the notification email on March 12 (March 20 for late-breaking)?  

Please check your junk/spam/promotions email folder.  Notifications were sent to the email address used for abstract submission, which is the email address associated with the presenting author's CNS membership profile.  If you cannot find the email, contact abstracts@cns-scn.ca

 

4. What if I decline the opportunity to participate in the Poster Expo?

If you decline the opportunity, or do not advise CNS by March 25, 2024, we will remove you from all Poster Expo communications and the abstract program, and your abstract will not be published in APNM. Your abstract fee will not be refunded.

 

5.  What is the deadline to upload Posters and materials to the Virtual Poster Expo?

Presenting authors interested in including their abstract in the Virtual Poster Expo must upload it to the abstract portal by April 22, 2024, 11:59pm ET. A custom link to each author's abstract portal will be embedded within the participation invitation that will be sent on or before March 12, 2024 (March 20, 2024 for late-breaking)

Please bookmark the abstract portal link to allow you to easily return to your portal. Authors can return to their unique abstract portal multiple times after their RSVP to upload/edit materials.  The following items are to be included in the abstract portal:

* Videos can be added to the author’s portal by providing the embed code for a YouTube or Vimeo video presentation (3-minute maximum).
 

6. Do I need to register for the conference by the March 25 RSVP date? 

Authors are encouraged to register by March 25, 2024 to take advantage of early-bird registration rates. The deadline to register is April 15, 2024, 11:59pm ET. Abstract authors must register to attend the full conference (two days). Those who do not register by this date will be removed from the abstract program. 
 

7. How long will the virtual and on-site Poster Expos be available for viewing?

The virtual Poster Expo will launch on April 25, 2024 and will run until May 17, 2024.

The on-site Poster Expo will  open from Friday May 3 early morning through Saturday May 4, 2024 late afternoon. The poster set-up period will take place on Thurs. May 2, 2024.  Specific set-up times and poster location will be provided closer to the event. 

Participating abstracts will be published in the journal of APNM* in the spring of 2024. Authors who do not register for the CNS Annual Conference will be removed from APNM. The link to the APNM published abstracts will remain on the CNS website after the Poster Expo has closed. These abstracts can be accessed by CNS members at https://cns-scn.ca/resources/conference-presentations-and-abstracts 

*Note: Late-breaking abstracts will not be published in the journal of APNM.
 

8. Is there a cost to participate in the virtual and on-site Poster Expos?

The fee of $50.00 CDN +tax that was charged at the time of the abstract submission covers the APNM publication fee, virtual expo portal development, and on-site poster display boards. All accepted authors must register to attend the full CNS Annual Conference by April 15, 2024, 11:59pm ET. Those who do not register by April 15 will be removed from the abstract program.  Authors are encouraged to register by March 25, 2024 to take advantage of early-bird registration rates.


9. If I decline the opportunity to participate in the on-site poster expo, will my abstract still be published in the journal of APNM?

No, your abstract will not be published in APNM if you do not participate in the on-site poster program.

 
10. What are the technical specifications for the virtual Poster?

 

11. How do I provide you with a video?

In each author’s abstract portal, there will be a section to enter the embed code for your video (YouTube/Vimeo) – maximum 3-minutes. The video is an opportunity to explain the background, methods, and findings in your Poster. Please ensure that your video settings have comments enabled, as well as the ability to download and embed.


12. Will visitors be able to download a poster?

Yes posters can be downloaded to the visitor’s computer to enable them to view in their browser window. They can also take screen shots of the Poster when viewing. We encourage each author to include a copyright statement on the poster before uploading.  

Sample copyright text: 

Publishing Date: May 2023. © 2023. All rights reserved. Copyright rests with the author. No part of this abstract/poster may be reproduced without written permission from the author.

 

13. Is it possible to configure a Poster to prevent copying, editing, and printing?

If authors prefer to include a Poster for viewing only these .pdf settings can be configured by the author before uploading the poster.

STEP 1 - Download the Adobe Reader DC (free) software: https://adobe.ly/3ebcSyP  

STEP 2 - Follow instructions for Restrict printing, editing, and copying as found here: https://helpx.adobe.com/ca/acrobat/using/securing-pdfs-passwords.html

1. Open the PDF, and do one of the following:

a) Choose Tools > Protect > More Options > Encrypt with Password
 - OR - 
b) Choose File > Protect Using Password, and then choose Advanced Password Protection from More Options.

2. Select “Restrict Editing and Printing of the Document”

3. Type your password in the corresponding field.

4. Select “None” from the Printing Allowed menu

5. Select “None” from the Changes Allowed menu

6. Enable Text Access For Screen Reader Devices For The Visually Impaired

For more details on encryption, please reference https://helpx.adobe.com/ca/acrobat/using/securing-pdfs-passwords.html

Note these steps will not prevent screen shots from being possible

Have a question/need assistance?  Contact abstracts@cns-scn.ca for help. 

 

14. Will people visiting the Poster Expo be able to ask questions or start a discussion with authors outside of the dedicated viewing times? 

The "Poster Rendezvous" is an opportunity for poster authors & conference delegates to connect with each other to arrange a 1:1 meeting for discussion related to a particular poster/research.  See #21 below. 


15. When will the Oral Competition take place? 

The oral competition will take place the mornings of Friday, May 3 and Saturday May 4. SEE PROGRAM. Selected finalists will be notified with their oral presentation date and time.  The top three Oral Competition recipients will be announced at the CNS Annual Awards Banquet that will take place on Saturday, May 4 from 6:30-9:30pm.

Oral Competition finalists are encouraged to upload a poster and a 50-word description to the virtual Poster Expo by April 22, 2024, where they will be featured at the top of the Expo webpage. Oral finalists are also welcome to display a printed poster at the on-site Poster Expo if they wish.  Posters from competition finalists will be highlighted at the expo.


16. When will the Poster Competition take place?

Poster competition presentations will take place with a panel of judges during one of the poster viewing times. Selected finalists will be notified with their poster presentation date and time. The top three Poster Competition recipients will be announced at the CNS Annual Awards Banquet that will take place on Saturday, May 4 from 6:30-9:30pm.

 
17. How are the Oral & Poster Competition finalists determined?

Each submitted abstract that has opted to be considered for an award undergoes a blind review by at least two reviewers from the Awards Committee / sub-committee using established ranking criteria. For detailed information about the abstract competition process, please CLICK HERE
 

18. How are abstracts chosen for oral presentations during concurrent sessions?

Session chairs of all concurrent sessions will receive a list of all abstracts that were submitted and agreed to be considered for an oral presentation.  Session chairs are encouraged to select an abstract on a relevant topic and invite the author to present their research during the concurrent session (up to 15 minutes). Abstract authors who are trainees, postdoctoral fellows (PDFs) or early career researchers (ECRs) will be given this opportunity if their abstract is chosen.

 

19. Will the "Nutrigraphic" Infographic Competition take place during the Annual Conference?

The "Nutrigraphic" Infographic Competition finalists will have their Infographics displayed onsite similar to the Poster Competition finalists. The top three Nutrigraphic recipients will be announced at the CNS Annual Awards Banquet that will take place on Saturday, May 4 from 6:30-9:30pm


20. When will the top three winners of the Oral, Poster and Nutrigraphic Competitions be announced?

The first, second, and third place recipients for the Oral, Poster and “Nutrigraphic” Infographic competitions will be announced during the CNS Annual Awards Banquet that will take place on Saturday, May 4 from 6:30-9:30pm.

The finalists will be showcased via various CNS communications channels, as well as profiled during the CNS 2024 Annual Conference. Award recipients will be presented with their award prize during the CNS Awards Banquet.
 

21. What is the Poster Rendezvous and how can I participate?

The "Poster Rendezvous" is an opportunity for poster authors & conference delegates to connect with each other to arrange a 1:1 meeting for discussion related to a particular poster/research. The Poster Rendezvous concept was created to increase poster engagement during the CNS Annual Conference beyond the dedicated viewing times within the program.  We encourage all delegates to take the time to visit the Expo in advance to facilitate the Poster rendezvous process during the CNS annual conference.
 
During the conference registration process, delegates including poster presenters will be asked to indicate if they are willing to be included on a list of Poster Rendezvous participants. Participation is optional - only those delegates who have agreed to participate will be included on the Poster Rendezvous list within the password protected conference website.  A meeting time that works for both the poster author/delegate will be arranged directly by the interested parties - not CNS.

Poster presenters can organize any number of 1:1 meetings with participating delegates.


22. Who can I contact for more information?

Please send additional questions to abstracts@cns-scn.ca and a CNS staff person will respond to you within 24 hours (Monday to Friday).