Virtual Poster presenter guidelines

This page contains information to help Virtual 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.
  • Pre-recorded presentation: Submit by 26 August 2024 to tin.madlangbayan@ihf-fih.org. We advise you to use a free transfer file-sharing system such as WeTransfer to share large documents.

Digital poster format and contents

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.

Format

Layout orientation: 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 will be displayed on the WHC app.

Font: Text should be of sufficient size. 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: 18-24 pt
  • Heading: 14-16 pt
  • Body text: 10-12 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.

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.


Virtual presentation

All virtual poster presenters must pre-record their presentations. Your digital poster and pre-recorded presentation will be made available on the WHC app. Attendees can still send questions to you via the app. We encourage you to create a profile in the app so that attendees have a more convenient way of contacting you. You can also interact with the attendees there.

Time allotted for video recordings: Maximum of 5 minutes. Please ensure your recording does not go overtime.

Video file type: .MP4

Video file size: Must not exceed 10MB

Language: All video recordings may be in English or in the author’s native language. However, for those who are going to record their presentation in their native language, you need to edit the video to include subtitles that are in English.


How to record

Preparation

Make sure you have the following:

  • Windows or Mac computer – Please use your computer instead of a mobile device which can move around.
  • Built-in or stand-alone web camera
  • Stand-alone microphone or earphones with built-in microphone – We recommend using an external mic or the built-in mic of your earphones for optimal sound quality and to minimize background noise. If you do not have one, ensure you are recording in a quiet place.

Background & Positioning

Try to choose a background that will not be distracting to your audience, a plain neutral wall is the best solution. You may also use a virtual background.

Avoid a communal space where people are likely to be walking in and out of the shot. Not only is this distracting to an audience, but any noises may be picked up by the microphone.

For best results, your camera should be at eye level and positioned to frame your face, neck, and shoulders with just a little space above your head. To do this raise your camera until it is positioned high enough to maintain eye contact when you are sat up straight.

The camera should be positioned no further than a metre away.

Lighting

Ideally, you want to be positioned with the light source (like a window) directly behind the camera, so that it shines brightly and evenly on your face. Natural light works best for this.

Avoid having the main light source in the background, if you are positioned with the window behind you, close the blinds and turn the room lights on instead. If you have backlight, the camera will not focus properly.

Speaking & Sound

When speaking look directly into the camera. Make sure the room you are in has good acoustics.

The room should have minimal echo, with no background noise that could be picked up by the microphone.

Recording your presentation using Zoom

You will need to create a Zoom account – this is free to do at zoom.us. This works on Windows or macOS.

If you are using a web browser version, once logged in, select the “Host” dropdown in the top right-hand corner and select “With Video On”.
Or
If you are using the Zoom App, click “New meeting” (orange icon as shown below).

Open the Poster file and Zoom app.

Select the ‘Share Screen’ (green button in the bottom panel) option in Zoom.

Alt + s is a shortcut for this function (for Mac users the shortcut is Shift + Cmd + s). Select your poster then click ‘Share’.

Your poster will now be displayed with your camera image in the top right of the screen.

You can adjust the size of the camera window, but it will always be displayed in the top right of the recording.

If you move your cursor to the top of the screen, your meeting options should appear.

Move the cursor to the ‘More‘ option and select ‘Record or Record on this Computer‘ from the drop-down menu then start your presentation.

Alt + r is a shortcut for this function (for Mac users the shortcut is Shift + Cmd + r), and we recommend using shortcuts to avoid your cursor being seen on the recording. The same shortcut will also stop the recording.

Recordings can be paused using the drop-down menu or with the Alt + p shortcut (Option + Shift + p for Mac).

The recording can be stopped with the same menu or the Alt + r shortcut (Shift + Cmd + r for Mac).

Once the recording is completed and stopped, the meeting must be ended before the recording would be available. Upon ending the meeting, Zoom will convert the recording to a video file. The location window will open once the conversion has finished. It will save by default to your Zoom folder within your documents. Please allow some time for the recording to convert. Zoom should save 3 files – the video, a playback and audio file. Please send all these files to us by ­­­26 August 2024.


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.


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 there is a change to the presenting author, please do advise us by email as soon as possible.