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2012 ASCB Annual Meeting

Poster Presentation Guidelines

Poster Presentation Instructions (+)

Abstracts scheduled for presentation in poster sessions will be grouped by topic, assigned a program and board number, and will appear in the Annual Meeting Program. In addition, the Annual Meeting Program abstract listings will specify the time that presenters are expected to be at their assigned poster in the Exhibit Hall to discuss their work. Regular and late abstracts will be included online at www.ascb.org/meetings. For purposes of citation they are considered to appear as a supplement to Molecular Biology of the Cell.

Please refer to the table below for set-up, tear-down, and presentation dates/times for posters:

Presentation
Day
Set-Up
Day/Time
Odd-Numbered
Presentation Time
Even-Numbered
Presentation Time
Tear-Down Day/Time
Sunday, December 16 Sat: 5:30 pm-8:00 pm
Sun: 7:30 am-8:30 am
12:30pm - 2:00pm 2:00pm - 3:30pm Sunday
5:30pm - 6:00pm
Monday, December 17 Sun: 6:00pm - 6:30pm 12:30pm - 2:00pm 2:00pm - 3:30pm Monday
5:30pm - 6:00pm
Tuesday, December 18 Monday 6:00pm - 6:30pm 12:30pm - 2:00pm 2:00pm - 3:30pm Tuesday
4:30pm - 5:00pm*

*If you wish to keep your poster, you must remove your poster no later than 5:00 pm on Tuesday, December 18. After 5:00 pm on Tuesday, December 18, no attendee will be admitted to the Exhibit Hall. Posters left on poster boards after 5:00 pm on Tuesday, December 18, will NOT be returned to the author. The ASCB is not responsible for posters, posters left on boards, or containers left in the Exhibit Hall at any time during the meeting.

  • Presenting authors must be present at their posters from 12:30 pm to 2:00 pm for odd-numbered poster boards and from 2:00 pm to 3:30 pm for even-numbered poster boards. Please refer to your poster notification email on October 3, 2010, for the exact presentation time. The corresponding author will receive an email on October 3, 2010, indicating the poster session assignment, program number, board number, and time of presentation. There will be no major competing scientific symposia during poster presentations.
  • The deadline for withdrawing your poster is September 7, 2012. If you are unable to present your poster at the Annual Meeting, please send an email to This email address is being protected from spambots. You need JavaScript enabled to view it. no later than August 1, 2012.
  • Regular and late poster presentations are scheduled Sunday-Tuesday, December 16-18.
  • Poster presenters are solely responsible for placing their poster on the assigned poster board and removing their poster according to the schedule provided. The ASCB is not responsible for any posters that are not removed at the designated time. Posters left in the Exhibit/Poster Hall after that time will be discarded.
  • Poster presenters should not leave any items unattended at their poster board, including poster tubes, meeting bags, Annual Meeting Programs, personal items, etc. The ASCB is not responsible for any items left in the Exhibit Hall.
  • Submission and payment of an abstract is separate from meeting registration. Please register for the meeting at www.ascb.org/meetings by October 10, 2012, to take advantage of the discounted registration rates.

Late Abstracts (submitted by October 17)

  • Late abstracts will be presented Sunday, December 16–Tuesday, December 18, but will appear in a separate section of the Exhibit Hall. The same set-up, tear-down, and presentation times as regular abstracts apply.
  • If you submitted a late abstract and are unable to present your poster at the Annual Meeting, please send an email to This email address is being protected from spambots. You need JavaScript enabled to view it. no later than October 12.
  • All accepted abstracts, including late abstracts, will be searchable online at www.ascb.org/meetings. In addition, late abstract poster listings will appear in the Onsite Addendum.

 

Poster Board Specifications (+)

The poster board surface area is 3'8" (1.1 m) high by 6' (1.828 m) wide. Prepare a label for the top of the poster, indicating the assigned program number of the abstract, its title, and all authors. The lettering for this section should not be less than 1" (2.5 cm) high. A copy of the abstract, in large type, should be posted in the upper left-hand corner of the poster board. Illustrations should be made in advance of the meeting. They will be read from a distance of three feet or more. Charts, drawings, and illustrations should be similar to those that would otherwise be used in making slides, but preferably simpler and more heavily drawn; they should not be elaborate. Simple use of color can be added for emphasis. Do not mount illustrations on heavy board as it may be difficult to keep them in position on the poster board. Hand-made material should use appropriately heavy lettering that is at least 3/8" (1 cm) high. Shade block letters where possible. Text should be printed in a font large enough to be read comfortably from a distance of four to five feet (1.5 m). It may also be useful to bring a pad of paper and felt marking pens.

Remember to bring thumbtacks, pushpins, or velcro.

Poster Printing Services (+)

MIRA is offering a poster printing service for accepted poster presenters at the 2012 ASCB Annual Meeting. Presenters will receive details on how to access this service in their acceptance notices, which will be emailed on October 3, 2012 (or Nov. 1 in the case of late abstracts). The poster service costs $100 and includes gloss printing, packaging, and shipping directly to the Moscone Center. Posters will be available for pick-up at a designated counter in the Registration area beginning at 8:00 am on Saturday, December 15, 2012.

The deadline to upload files and receive the $100 rate is November 30, 2012. Presenters will still be able to use this service after November 30, 2012, but rush fees will be applied ($150) from December 3-December 7, 2012.

For questions, contact:
MIRA Digital Publishing
Phone: 314-776-6666
Fax: 314-776-2470
This email address is being protected from spambots. You need JavaScript enabled to view it.

 
Order Audiovisual Equipment (+)

Order Audiovisual Equipment for your Poster Presentation.

Use of ASCB Name Policy (+)

Background

The American Society for Cell Biology is recognized by the Internal Revenue Service as a 501(c)(3) charitable organization approved to conduct its educational and scientific activities. It is a violation of the Internal Revenue Code's ban on private inurement and private benefit for a charitable organization to allow its name to be appropriated for use for private aggrandizement. A charity's name may be properly used only in pursuit of its mission or, if, for the benefit of a private person or entity, only by determination of its governing board.

The U.S. Trademark and Patent Office has granted Trademark Registrations to the American Society for Cell Biology for the marks and accompanying ASCB logo(s): "ASCB®" and "The American Society for Cell Biology®" (the "ASCB Names"). As a trademark registrant, ASCB has the right and obligation to prohibit the unauthorized use of its marks for any commercial purposes. Registered marks are not to be used by anyone other than the trademark registrant or its designee or licensee for the promotion of goods or services.

Individual Use of the ASCB Names

No one is permitted to:

  • Use for the benefit or advancement of any person, or company, the ASCB Names or the endorsement of ASCB except as expressly permitted by the ASCB governing board (Council) or written policy; or
  • Use publicly his/her affiliation with the ASCB for political activity, religious matters, commercial gain, or lobbying activity (except as requested by ASCB for ASCB purposes).

This does not prohibit anyone from making factual statements, provided that in context the statements are not misleading.

  • For example, it is acceptable to list accurate information on a personal vita, a bio for an article, a listing as a speaker, such as: "... an ASCB member," or "... an ASCB [editor, officer]."
  • Similarly, it is acceptable for a scientist to cite ASCB presentations and publications in commonly-accepted style for an audience of peers, academic administrators, and the like.

It is not acceptable to use the ASCB name in any misleading manner (e.g., to imply endorsement, suggest that an abstract has been peer-reviewed) to support a claim about research procedures, research results, or commercial products.

  • For example, it is not acceptable to say "As described in a poster presentation at the ASCB Annual Meeting, ABC product/procedure was found to be effective."

Further, higher standards apply where there are references made to ASCB in materials that will be read by the public, media, government, regulatory agencies, and others for whom a factual reference to ASCB could be mistakenly interpreted as approval or endorsement of research by ASCB.

  • For example, it is not acceptable, unless addressing scientist peers, to say "Our ABC product/procedure was the subject of a poster presentation at an ASCB Annual Meeting."

While the sample statements may be factual, they are incomplete and misleading. They misleadingly suggest that there was some level of quality or peer review and/or endorsement by ASCB of the work, product, procedure, and/or claims. The implication is that the research technique and results were subject to--and approved pursuant to--a level of review or analysis by ASCB. In such a situation, ASCB can be referenced only along with a statement explaining what it means to make a poster presentation or present a showcase at the ASCB Annual or other Meeting.

  • Thus, for example, it is acceptable to state that:

    "ABC product/procedure was the subject of a poster presentation or showcase at the ASCB Annual Meeting. ASCB poster presentations and showcases are not peer-reviewed and no endorsement by ASCB has been made nor should any be inferred."

  • Alternatively, one could say:
    "Title"
    "XXX was one of the ASCB Annual Meeting Poster Presentations or Showcases (which are not peer reviewed)."
    It is the person's obligation to ensure that any statements made in connection with the ASCB name are accurate in content and meaning. The ASCB name is not available for use in connection with the promotion of a commercial product or service unless approved by the ASCB Executive Director or her designee in writing.

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