MLA '12: Section Programs

Contributed Poster FAQ

To top of page Submitting Contributed Poster Abstracts

1. I led an interesting project this year that I would like to present. Should I submit it as a poster or a paper?
Does your project relate to the theme of a section-sponsored session? If so, you may want to consider submitting it as a paper. Papers should be on a topic of interest to a large proportion of attendees, in general, or in a particular section. In general, paper acceptance is more competitive than poster acceptance, and so some consider papers a more prestigious form of presentation.

If your topic is likely to be of interest to a more focused group of attendees, a poster may be ideal. Posters provide an opportunity to showcase your work improving services or practices and to discuss your experiences with others dealing with similar issues. Your presentation style and the graphical nature of the material you want to present may also affect your decision to submit your topic as a paper or a poster.

For information about submitting a contributed paper, check out the Contributed Paper FAQ.

2. How do I submit a poster abstract?
Abstracts are to be submitted using the online submission process. To use the system, you need to create an account with a login name and access key password. (Your MLANET members-area username and password will not work.) The steps in the process should be clear once you are in the system. You may continue to make changes to your abstract until the submission deadline, which is Wednesday, November 2, 2011, at midnight, central time (CDT). There will be no extensions of this deadline.

3. What is the REQUIRED FORMAT for a poster abstract?
 You MUST write a blinded, structured abstract. Please refer to the MLA Research Section page for guidance on writing a structured abstract. Examples and additional information are available on the Research Section’s home page. Please consult the MLA Style Manual for guidance on style, spelling, and grammar.

4. What do I need to do to BLIND my abstract?
To allow blinded review, author names, institutional affiliations, and address information must be listed in the author section of the electronic submission system ONLY, NOT in the body of the abstract. MLA reserves the right to edit abstracts containing any author, institutional, or company names for the purpose of eliminating this identifying information before sending the abstract to reviewers. Authors are urged to blind their abstracts themselves, because MLA cannot guarantee the resulting quality if changes must be made after submission.

5. What sections MUST be included in my abstract?
Your submission MUST include the objective and methods sections of the structured abstract. The objective section (for which you may substitute the research question) may not exceed 60 words, and the methods section (which may include brief descriptions of the population and expected results) may not exceed 140 words.

6. May I enter my results and conclusions when I submit my abstract?
Yes, you may enter your results and conclusions now. This information will NOT be shared with reviewers. The information will be saved for inclusion in the final abstract if your paper is accepted.

Authors MAY postpone entering results and conclusions until after the peer-review process is completed. Authors selected for inclusion in the program will need to add the results and conclusions sections by February 15, 2012, if they did not already do so in the initial abstract submission.

7. May I include tables, figures, or citations in my abstract?
Structured abstracts should NOT contain tables, figures, or bibliographic references.

8. Are there font recommendations for the abstracts?
Times New Roman, 10-point font, and Symbol font for symbols are the recommended fonts.

9. Should I choose to be considered for the Research Section Award?
Every year, the MLA Research Section gives out several awards recognizing those paper and poster presenters whose work demonstrates high-quality research. All submitters are required to either select a type of research or designate that their presentation is not research. Those who select any type of research will be considered for the Research Awards judging process. Please check your submission to ensure that you have selected the type of research that best represents your work. For help in selecting the type of research, please see the “Inventory of Research Methods for Librarianship and Informatics,” published in the January 2004 issue of the Journal of the Medical Library Association and available on PubMed Central.

10. Can I submit a poster that I have previously presented at another meeting?
As long as the poster has been revised based on feedback or new results since it was previously presented, it may be submitted.

11. Can I submit my poster to more than one meeting at the same time?
As long as a poster has been developed or adapted for a specific meeting audience, it may be submitted to more than one meeting.

12. What do I need to know about the electronic poster option?
Electronic posters are given during the usual poster sessions using computer technology instead of the traditional paper poster format. You can also combine a paper poster with an electronic presentation because electronic poster exhibitors are provided with a table and poster board. Computers and other equipment can be rented through MLA's AV vendor or you may bring your own equipment. An AV order form with pricing can be requested by emailing Tina Vickery, meeting manager. Poster presentations are one hour in length. Even though power strips are provided by MLA, be sure your laptop battery is fully charged.

13. I will need an Internet connection for my poster presentation. What is the cost?
The cost for an Internet connection is approximately $375. All questions about ordering Internet connections should be directed to Tina Vickery.

14. How can I show off our new website without a live Internet connection?
Programs like HTTrack, WebWhacker, and WebCopier allow you to download your website to your hard drive. This allows you to display your website offline with great speed and reliability. By simulating the online session, you can show off the features of your website without relying on an Internet connection. More information is available at www.httrack.com, www.bluesquirrel.com, and www.maximumsoft.com.

15. Is it possible to specify a preferred poster session?
 Unfortunately, you are not able to specify a preferred poster session. You will need to be prepared to present on the day you are assigned unless you have extenuating circumstances.

16. How will my poster abstract be evaluated?
The author block and any other identifying information will be removed from your abstract to create a blinded abstract.

For general posters, the blinded abstracts will be sent to the poster review panel for review. The reviewers will evaluate the blinded poster abstracts based on the following criteria:

17. How will I know if my abstract is accepted?
The primary author will be notified of acceptance by email sent the week of December 16, 2011. All authors will be notified by email that the primary author has been sent the notification email.

18. How do I withdraw or cancel an abstract or poster?
If you withdraw before November 2, 2011, you may indicate this status change using the drop down box in the abstract submission site. After that date, all withdrawals or cancellations must be in writing and emailed to Tina Vickery, meeting manager. Be sure to include the full title of your abstract, abstract control number, and author name.

Withdrawn abstracts will be removed from the process as quickly as possible. Accepted abstracts canceled close to the publication date may still be included in the abstract supplement.

To top of page Preparing for the Meeting: Posters

19. My poster abstract has been accepted. Now what? Are there other deadlines?
In January or February, register for the annual meeting and make air and hotel reservations. At least one author must be available to present the poster at the annual meeting on the date and time assigned.

By Tuesday, February 10, 2012, update your abstract information in the abstract submission system. This update must include: unblinding all sections of the abstract, adding results and conclusions if they were not included in the original submission. Results and conclusions are part of what is considered for Research Section Awards.

20. I got an email asking me to send an electronic copy of my poster to MLA ahead of the meeting. What’s that about?
In the spring, you will be reminded to upload a PDF or PowerPoint file of your poster to the abstract submission site (Harvester) by April 23, 2012. When your poster is complete, you can upload through the same website that you entered your abstract. Remember, you can upload the same file that you provide the printer (as a PDF or PowerPoint file). An electronic copy of your poster will be made available on MLANET. You can also upload any additional media that you would like attached to your poster. The conversion of your poster, abstract, and media into this display format will be done automatically. Email and chat help are available on this site to answer any questions. The file will be put on MLANET so that attendees can preview your work and come to the session with researched and knowledgeable questions, targeting the most relevant posters. Files received after the website closes may be posted on MLANET after the meeting.

21. I have never done a poster before; can you point me to some practical tips?
Fred Stos developed an excellent resource for clients at the Arts and Sciences Library at State University of New York–Buffalo. This comprehensive resource includes practical tips on creating, developing, and presenting a poster whether it is electronic or not.

22. What are some general guidelines I should think about when designing a poster?

23. When are the poster sessions?
Your poster will be assigned to one of the three poster sessions at MLA ’12. Sessions will be held in the Washington State Convention Center. Tentative schedule:

24. What equipment is supplied for each poster?
Each poster presenter will have a cork board (8 feet wide and 4 feet high).

25. What size is the poster backdrop? How much room is really available for my poster?
The cork board measures 8 feet wide by 4 feet high and will be available for all poster presenters, both traditional and electronic. There is a border around the cork board that is about 1.5 inches wide. Other than the border, all remaining space is usable.

26. What kind of equipment do I need to attach my print poster to the display board (tape, pushpins, etc.)?
Pushpins, tape, and other mounting materials such as Velcro can be used to attach your poster to the provided display board. These are not provided; you will want to bring these supplies with you or ship them ahead with your poster. T-pins work well but do take a little bit of strength to get them into the board. The mounting material you select will depend greatly on the style and thickness of your poster.

27. What else do I need to bring to the poster session?
Consider bringing scissors, pens, business cards, and paper to take down notes or comments and contact information from visitors to your poster. Remember to bring power cords and a surge protector for electronic posters.

28. Should I bring handouts and other giveaways?
In an effort to keep the meeting as green as possible, only bring handouts if they are absolutely necessary. If you do opt to bring handouts, bring a limited number because you will need to transport them. An electronic copy of your poster will be made available on MLANET. Many participants may prefer to access information about your poster this way as it eliminates the need to carry around so much paper.

29. Is there an electronic file of the meeting logo that I can place on my poster?
Yes, the official meeting logo is available electronically on MLANET for use with presentations.

To top of page At the Meeting/Final Preparations: Posters

30. Can I ship the poster ahead of and after the meeting?
Presenters are responsible for the transport of posters session materials to and from the meeting site. If you are going to ship your poster materials, ship them to the hotel in care of yourself. For your protection, please use a shipping method that can be tracked (UPS, Federal Express), and bring all tracking information with you in case of a problem.

31. What if my poster is lost?
It is advisable to bring a stored electronic copy with you to the meeting. It is likely you would be able to find a facility that can print a fresh copy for you in the worst-case scenario.

32. When do I hang up and take down my poster?
Posters may be put up any time before your session when the Hall of Exhibits is open starting Saturday evening. Posters may remain up until 2:30 p.m., Tuesday. Its important to remove the poster because the hall will close at 3:00 p.m., and convention center workers will take out the boards and recycle (destroy) any remaining posters to clean up the hall for next event.

33. How do I know where to hang my poster?
You will be assigned a board and a session. This information should be sufficient to locate your poster board.

34. What should I do during the session?
Have fun, answer questions, talk about your work, and share your knowledge. Poster sessions are a favorite for many attendees, a more informal way to network and talk about what we do. Enjoy it, you earned it!

35. Whom should I contact with questions regarding posters?
Questions regarding paper or electronic posters should be emailed to Sherrill M. Olsen, AHIP, NPC poster co-coordinator, Huntingon Hospital, or Bette S. Sydelko, AHIP, NPC poster co-coordinator, Wright State University.

For help with other aspects of your contributed poster or presentation experience please contact staff support, Tina Vickery, meeting manager, 630.929.7922; or Ray Naegele, director of financial and administrative services; phone: 312.419.9094 x17.

To top of page Viewing Posters on MLANET, Before and After the Meeting

36. Where and when can I view the posters on MLANET?

A new, improved online meeting content library will be available about three weeks before the meeting for everyone with e-Conference registration (individual or institution) and on-site registration (Inclusive, Conference-Only, and One-day.) The library will contain posters that have been uploaded by authors.

For access, login at MLANET with the login information on your registration confirmation letter. If you do not have this information, follow the “Need User Name or Password” instructions on the login screen.

In addition, section programs were audio recorded and may be viewed online with synchronized PowerPoint, provided that the presenters give recording permission. Section programming with synchronized PowerPoint will be up within 3 days after the event.

Attendees can access the online meeting content on laptops, iPods, and smart phones.

All paid registrants (e-Conference and onsite) will have exclusive access to online meeting content for 12 months after the meeting.

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