SBM Annual Meeting, Washington, DC - April 27-30, 2011
SBM Annual Meeting, Washington, DC - April 27-30, 2011SBM Annual Meeting, Washington, DC - April 27-30, 2011

Oral and Poster Presentation Guidelines

Oral Presentation Guidelines  |  Poster Presentation Guidelines

Oral Presentation Guidelines

Preparing Your Presentation
SBM requires all speakers to:

  • Prepare slides in Microsoft PowerPoint
  • Be certain that slides are formatted for electronic projection. To do-so, click “File” on the menu bar, then "Page Setup"; size your slides for "Onscreen Show."
  • Name your file with Western alpha-numeric characters. Do not use characters that incorporate a dash, dot or backslash, etc. as part of the name (i.e. ? or ? or / or \ or – or).
  • Place all audio and video clips linked with the presentation into a single file folder. Video files should be AVI QuickTime or MPEG1, not MPEG2.
  • If a presentation uses fonts other than the basic Windows fonts please copy these fonts in a folder along with the presentation. You will find these fonts located at C:\Windows\Fonts. (The fonts will have .tff as their file extension.)

    Style Guidelines

    • Each slide should illustrate one major idea; content should be clearly visible to everyone in the audience, including those in the back of the room.
    • Keep the graphics and layout simple, with plenty of open space.
    • Use san serif typeface such as Arial or Helvetica.
    • Use color for emphasis only; use colors consistently.

Dropping off Your Presentation
SBM requires all speakers to

  • Bring presentations on a CD or USB Thumb Drive. Windows based computers running PowerPoint for Microsoft will be the meeting standard.
  • Drop PowerPoint presentations at the AV Check in desk (adjacent to registration) no later than 4 hours before presentation start time. The AV Technicians will upload presentations and they WILL be ready by presentation time. Please do not plan on loading your presentation onto the laptop in the presentation room; doing so leads to delays.
    • Symposium Chairs and Presenters – It is recommended, but not required, that you place all presentations into one PowerPoint file. This will allow for easier transfer to the presentation room and shorten the turn over time in between presentations.

Presentation Arrival Time

  • Please be sure to arrive at your session room approximately 15 minutes prior to the start of your session.
    • Paper Session presentations are 12 minutes in length followed by 3 minutes of question & answer period, and 3 minutes turnaround/preparation time for the next presenter. You may present for 15 minutes, but you will not have time for Q&A.
    • Symposium Presentations are 90 minutes in length. The Symposium Chair and Presenters can determine how long each presenter gets to speak and how much time you want allotted at the end of the session for Q&A.


  • LCD projectors, computers, screens, microphones, and podiums will be available in each session room. Roaming AV technicians and SBM Student Volunteers will be available outside session rooms for the duration of the session to assist in troubleshooting any issues that may arise.

Best Available Evidence:
It is expected that the content or format of CE activities and related materials will promote improvements or quality in healthcare and not a specific proprietary business interest of a commercial interest.

Therefore, during your presentation, please adhere to the following three important points:

  1. Continuing Education (CE) must give a balanced view of therapeutic options. Use of generic names will contribute to this impartiality. Avoid the use of trade names if at all possible. If your continuing education educational material or content includes trade names, trade names from several companies should be used where available, not just trade names from a single company.
  2. To ensure the best interests of the public, it is important to utilize and reference the best available evidence, when preparing your presentation.
  3. No advertising is allowed on any slides or materials. Remove company names from slides and materials, for example, if they run along the bottom of a slide. Only direct references to the data being shown may run along the bottom of the slides.

Your presentation should also be compliant with the CE content validation statements, which are:

  1. All the recommendations involving clinical medicine in a CE activity are based on evidence that is accepted within the profession as adequate justification for their indications and contraindications in the care of patients.
  2. All scientific research referred to, reported or used in CE in support or justification of a patient care recommendation conforms to the generally accepted standards of experimental design, data collection and analysis.

Poster Presentation Guidelines

Purpose of a Poster Presentation:

  • Acquaint conference participants with the fundamentals of your program, project or study quickly and easily.
  • Use text, graphs, tables, charts, and pictures to present only highlights.
  • Catch your viewer’s attention.
  • Make the viewer want to learn more about your program, project or study.

Designing an Effective Poster:

  • Include the abstract title and all authors at the top.
  • Your poster should fit on a board that is 8’w x 4’h. The exact size is up to you, but its recommended to be no bigger than 6’w x 4’h.
  • Keep any text brief.
  • Do not use all capital letters.
  • Use graphics (charts, tables, pictures) that can be understood in one minute or less.
  • Ideas should flow from panel to panel logically.
  • Assume the viewer will be reading your poster from approximately 3 feet away.
  • Describe all parts of the project/study, including why the outcome did or did not work as expected.
    • Background
    • Objectives
    • Research Design/Program Description
    • Results/Evaluation
    • Conclusion(s)
    • Future Plans
  • The viewer should gain new knowledge or insight by visiting your poster.
  • Consider providing a handout summarizing your research and include your contact information or be sure to have your business cards available for those who request your contact information.

Poster Hall Etiquette:

  • Hang your poster during the assigned poster hanging times. Please do not use this time to preview other posters. Once you have placed your poster please exit the poster hall.
  • Stand by your poster for the duration of the poster session.
  • Chairs are provided only for those with special accommodation needs.

Poster Hanging/Removal Times
To ensure that all posters are hung in time for the opening of each Poster Session and not discarded afterward, SBM asks that all presenters adhere to the following poster hanging and removal times.

Wednesday: Poster Session A:
Hanging times: 4:00 – 6:00 pm
Removal times: 8:00 – 8:30 pm

Thursday: Poster Session B
Hanging times: 5:00 – 6:30 pm
Removal times: 8:30 – 9:00 pm

Friday: Poster Session C
Hanging times: 4:00 – 6:00 pm
Removal times: 8:00 – 8:30 pm

Saturday: Poster Session D
Hanging time: 6:30 – 8:15 am
Removal times: 10:00 – 10:30 am

*All posters left after the removal period will be discarded