Poster presenter guidelines

This page contains information to help Poster presenters prepare for your participation at the 47th World Hospital Congress. We recommend you bookmark this page for future reference.

Items to submit or complete

  • Poster form: Complete the presenter form here by 7 June 2024.
  • Congress registrationRegister here by 28 June 2024. Use the code provided by the IHF to secure the discounted rate.
  • PDF copy of your poster for display in the WHC app: Submit by 5 August 2024 to tin.madlangbayan@ihf-fih.org. It is important that this is submitted by the deadline to ensure that your poster is considered for the Best Poster Awards. Any submissions after this date will not be considered.
  • Printed poster: Bring to the Congress on 9 September 2024 (It is your responsibility to print, pay, collect, and display the poster at the Congress).

Poster format and contents

Format

Size and layout orientation: Portrait A0 (width 841mm x height 1189mm). The layout will need to be in portrait page orientation (vertical orientation where the height is longer than the width) as this is the way the poster boards will be set up at the venue and displayed on the WHC app.

Font: Text should be of sufficient size that it can be easily read from a distance of 1.5 meters. Use sans serif fonts such as Helvetica. Use upper and lower case for general content, as all-capital text is difficult to read. Avoid using mixtures of type/font styles. We suggest to left justify text, as it is easier on the eyes of the reader.

We recommend:

  • Title: 80-100 pt
  • Heading: 48-60 pt
  • Body text: 26-32 pt with single or 1.15 spacing

Language: All posters must be in English. For delegates whose primary language is not English, we will advise the usage of translation apps to view the posters in their native language.

Abstract: If multiple abstracts have been accepted, submitters must note that they will have to be presented by different authors (as one author can only present one abstract at the Congress). If this is the case for you, we kindly ask that you email us at congress@ihf-fih.org accordingly with the respective abstract submissions and the designated presenters of each as soon as possible.

Contents

Your poster must cover the material as cited in the abstract. The text should be concise and easy to read throughout. It should therefore be limited to the most important information only, leaving other details and explanations for your presentation. Your poster should condense your central idea so that the audience can grasp its overall message at first glance and then be able to follow the poster’s text and graphics to understand the idea more fully.

Please include the following details:

  • Title
  • Track
  • Authors (Only the presenting author will be listed on the programme. Co-authors should be acknowledged on the poster.)
  • Main contents
  • Website (if available)

The viewers of your poster may not necessarily work in your specific field—but they may be interested in your topic. We suggest avoiding jargon and acronyms specific to your field but, if necessary, then explain the terms.

Sponsorships or advertisements: Reference to sponsorship is possible but no advertisement will be allowed.

Graphics and colours

We suggest using graphics (photos, tables, illustrations).

Use colours sparingly, with effect:

  • Use colours for emphasis, differentiation, and interest
  • Avoid large areas of bright colours—they will detract from your print and pictorial content
  • Choose background and foreground colours that are contrasting and complement each other—for example, black or dark blue on light grey or white (it’s better to keep the background the light colour)

Poster review

If you have not presented a poster before, the Scientific Committee can review draft posters ahead of the Congress. To take advantage of this offer, please contact tin.madlangbayan@ihf-fih.org with a draft of your poster in PDF no later than 5 July 2024, we will then request feedback from the Scientific Committee.


Digital poster

All posters will be published on the WHC app during the Congress and on the Congress website after the event. Please send a digital copy of your poster in A4 size and in PDF format to tin.madlangbayan@ihf-fih.org by 5 August 2024. File size should not exceed 6MB.


Poster display and presentation

Display

Poster material: We recommend the poster paper thickness of 100-180 GSM.

Printing: All poster presenters must take care of the production of their posters and bring them to the Congress. International presenters may opt to have them printed in Rio.

Transportation and storage: It is recommended that posters are transported in a clearly labelled cylindrical poster container. Presenters are responsible for the storage of the container while the poster is being displayed.

Location and displaying on your poster board: Europa Hall, Ground floor at the Windsor Convention & Expo Center. The number of your poster board will be sent to you closer to the event date. Please ensure that your poster is displayed on the correct board.

Schedule of putting posters up: 9 September 2024 at 16:00–17:30.

Schedule of taking posters down: 12 September 2024 at 14:00. Any posters left in the exhibition area after 14:30 will be taken down and disposed of.

Display time: Posters will be displayed during the whole duration of the Congress. A PDF copy of the poster will also be available on the WHC app until 3 months later.

Presentation

Presentations are scheduled during the Welcome Reception on 9 September at 17:30–19:00.

Please be at your poster during this time and be prepared to answer questions from attendees. The Welcome Reception will provide an excellent opportunity to network and meet fellow delegates while viewing the posters. The winners of the Best Poster Awards will also be announced during the welcome programme. All participants are invited to join, and tickets are included in the registration fee.

We also recommend being at your poster during networking breaks when possible since this is the time when delegates would go around the poster area.


Best Poster Awards

Jury selection: A special jury with members of the Scientific Committee will judge the posters and winners will be awarded during the Welcome Reception.

People’s choice: Delegates will have the opportunity to vote for their favourite posters via the WHC app and the winners will be announced at the end of the Congress.


On arrival

Once you arrive at the Congress venue, please proceed to the Registration Desk to collect your registration badge. You can proceed to the poster area afterwards to display your poster.


Congress promotion

We encourage you to promote your involvement in the Congress on social media, your website, blog, and other communication channels. If you will be posting on social media, don’t forget to use the hashtag #IHFRio. Please see the available marketing materials for download here. If you have any other promotional requirements, feel free to contact us. Tag and follow us on social media:

X/Twittertwitter.com/IHF_FIH
LinkedInlinkedin.com/company/international-hospital-federation
Facebookfacebook.com/IHF.FIH


Contact us

If you have any questions, please contact tin.madlangbayan@ihf-fih.org.

If you are unable to attend or there is a change to the presenting author, please do advise us by email as soon as possible.