Posters FAQS

Who can submit poster abstracts?

Submissions are welcome from NHSScotland employees, our voluntary and partner organisations, and other public or private sector organisations on any aspect of work they are undertaking in, with or on behalf of NHSScotland.

How do I submit an abstract?

For NHSScotland employees, abstracts should be submitted via your poster co-ordinator. Full details of co-ordinators can be found here.

Individuals from external partners, voluntary organisations and other public and private sector bodies should submit abstracts to nhsscotlandevent@gov.scot  - you will then receive an email from the Event poster lead with guidance on how to upload your abstract form.

What happens if my abstract is shortlisted?

If your abstract is shortlisted, we will contact you to provide details of the steps you need to take in the run up to the event. As we showcase all posters on the Event website prior to the Event, we ask that poster authors provide a PDF of their final poster to nhsscotlandevent@gov.scot no later than Friday 12 May 2017, accompanied by a completed poster information form. Please note that posters will not be accepted for the competition, or detailed on the event website and in the delegate guide if they are not submitted with a completed information form. Please note that you still have to bring your printed poster to the Event.

Are there any specific requirements for the design of my poster?

The Poster Design Guide, which can be found in the Poster section of the website, will provide you with the details and tips on designing your poster.  Please note that your poster must be designed in portrait layout and size A0 – 841mm x 1189mm. The Event organisers reserve the right to reject posters supplied in landscape format.

How do I display my poster at the Event?

The Event Delivery Team will email you in advance to confirm your poster board number. You will be required to bring a hard copy of your poster to the venue by 0900 on Tuesday 20 June. Velcro will be provided to allow you to hang your poster on your allocated board within the poster exhibition. Please note, if required, poster authors will have access to the exhibition hall on 19 June between 16:00 and 18:00 hours. If your allocated poster board is not ready you can leave your poster with one of the Event staff.

Do I need to register for the Event if I’m displaying a poster?

Yes, you should register as a:

Delegate if you want to participate in parallel/spotlight/plenary sessions, presenting your poster only during networking and refreshment breaks.

Poster Author if you intend to present your poster during the programmed Facilitated Poster Presentations and networking/refreshment breaks, but will not be participating in any parallel/spotlight/plenary sessions. When completing registration, please select the relevant Facilitated Poster Presentation, at which you will be presenting your poster (this will be confirmed to you before registration goes live).

Poster Author + Delegate if you intend to present your poster during the programmed Facilitated Poster Presentations and also participate in parallel/spotlight/plenary sessions. When completing registration, please select the relevant Facilitated Poster Presentation at which you will be presenting your poster (this will be confirmed to you before registration goes live) and any other session you wish to participate in.

I am a poster author – what is expected for me during the Facilitated Poster Presentations?

Facilitated Poster Presentations will again feature as part of the Event Programme with a number of dedicated time slots available during the course of the Event. During these sessions, you will deliver a short presentation of your work and respond to questions as small groups of delegates explore the exhibition guided by a skilled facilitator. Facilitated Poster Presentations are optional and so if you intend to participate as a poster presenter you will be asked to confirm this to the Event Delivery Team in advance of the event and register to attend as a Poster Author and Delegate. Participation in the Facilitated Poster Presentations does not impact on the judging process.

Will I know when the judging is taking place?

All posters will be judged at the Event and a winner will be selected in each poster category. Posters will be judged on the content displayed in the poster without any engagement with the poster authors. Therefore, poster authors are not informed of when posters are being judged or the identity of the judges.

When will poster winners be announced?

The poster winners will be announced during the Poster Awards Ceremony which will take place during Plenary Four on Day Two.

What should I do with my poster at the end of the Event?

Posters must be removed from the Exhibition Hall by 17:00 hours on Wednesday 21 June. Any posters left after this will be removed and discarded. We will not be responsible for posters left so please either remove your poster personally or organise for one of your colleagues to do so.

Do I have to keep my poster up for both days, even though I’m only attending one day?

Yes. All posters selected for display at the NHSScotland Event must remain up for the duration of the Event – and can only be taken down at the end of Day Two. If you are not attending Day Two, please inform the Event team so that alternative arrangements can be made for the removal of your poster.

The NHSScotland Event isn’t until the 20 and 21 June – so why do you need the final PDF by 12 May?

All posters selected for display at the NHSScotland Event are uploaded to the Event website in advance of the Event to allow delegates to view them in advance. Posters on display at the Event are also listed in the delegate guide. This process can take some time and we can only ensure your poster will appear on the website, and be listed in the delegate guide, if the pdf and poster information form are submitted to us by 12 May.

Why do you need me to complete the poster information form, when all the information will already be on the poster PDF?

There is a limit to the amount of information, for each poster, that can appear on the Event Website and in the delegate guide. The information form allows you to clarify the specific information to be displayed on the website and in the delegate guide, and prevents confusion when there are multiple authors/organisations involved in the production of the poster. 

Can I change any details on my poster, or the information to be displayed on the website or in the delegate guide, after the pdf has been submitted?

No. Once your poster and the completed poster information form have been submitted, both will be used to update the event website and finalise the information for inclusion in the delegate guide - no changes can be made to the poster that  appears on the website, or to information on the website or in the delegate guide, after 12 May. You can however display an updated version of your poster at the Event if necessary.

Do I have to stand next to my poster during all the networking/refreshment/breakout sessions?

It would be beneficial to factor in time during the Event whereby you stand by your poster to discuss your project with interested delegates. However you are not obliged to man your poster for the duration of the Event. Some poster authors may decide to do this while others may decide not to.