Presenters Corner

Whether you have spoken at ADEA meetings in the past or you are new to the scene, we want to be sure you have everything you need to create and deliver a successful educational session at the 2018 ADEA Annual Session & Exhibition in Orlando, Florida.

Notification letters for educational sessions proposals will be mailed in late August 2017, and decisions about poster and ADEA TechExpo proposals will be communicated in mid-November 2017. Updates to this page will be made periodically as these dates approach.

  • Presenters and co-presenters are responsible for all conference-related expenses, including registration fees and the cost of travel, lodging and meals. Registration is not discounted for presenters.
  • Registration information for the 2018 ADEA Annual Session & Exhibition, including fees, will be available in September 2017.
  • All presenters are required to pre-register for the meeting. Presenters planning to register at the ADEA membership rate should complete their annual membership renewal in advance of registration, allowing ample processing time. 
  • ADEA reserves the right to combine similar sessions, to change titles and descriptions or to add presenters as necessary. Submitters will be notified of any changes and given the opportunity to modify their programs accordingly.
  • Sessions can be scheduled at any time during the 2018 ADEA Annual Session & Exhibition, and presenters must be available during its duration.
  • Presentations must match the descriptions originally submitted; accepted abstracts will be used in marketing materials and will contribute to attendee expectations.
  • Presentations must observe copyright and trademark rules.

Preparing educational sessions

  • Electronic participant materials are required for all accepted educational sessions, because they help reinforce what is presented. 
  • ADEA will make resource materials available online for registered attendees.
  • Examples of participant resource materials include copies of your presentation slides (with room for note-taking), lists of recommended reading and resources or inventories of websites. The best materials are ones that participants can refer to long after the session ends, such as case studies with solutions, samples and templates. 

During the annual session:

  • Audiovisual equipment will be set up for you on the day of your presentation, according to your presentation format.
  • Presenters must arrive at their session rooms 15 minutes prior to the start of the session to check audiovisual equipment and room set-up.
  • ADEA does not produce printed handouts. Presenters who elect to provide handouts are responsible for their production, costs and distribution.
  • Electronic participant materials (i.e., participant handouts) are not required for poster presentations.

Preparing posters

  • Posters are presented on boards that are four-feet-high by eight-feet-wide. The workable space is 46" high x 94" wide.
  • Authors will be notified in advance of the identification number of their poster.
  • Authors have complete freedom to display poster information in figures, tables, text, photographs, etc.
  • Presentations must cover the same material as the abstracts.
  • Prepare a label to affix at the top of the poster board, indicating the poster’s title and author(s).
  • Briefly describe procedures and materials. Define all trade names first, and then use generic names throughout. All compounds and drugs must be identified.
  • Prepare all illustrations neatly and legibly beforehand, in a size sufficient to be read at a distance of eight feet.
  • A series of word-processed pages attached to the poster board is not an acceptable poster.
  • Electronic presentations are not permitted. 

During the annual session:

  • Posters will be hung and displayed during scheduled times and must be removed after presentation times.
  • ADEA will supply poster board easels and thumbtacks or push pins. Do not use staples or tape. No other audiovisual equipment is provided for poster presentations.
  • ADEA is not responsible for posters or materials left on boards after the stated hours.
  • A presenter must remain with the poster display for the entire two-hour scheduled period. 
  • For security measures, only registered poster presenters will be allowed on the Exhibit Hall floor to set up their posters during stated setup and teardown times. Ribbons must be worn to gain access to the floor. You will receive your ribbon when you check in on-site.