2022 Diabetes Canada/ CSEM Professional Conference: Poster Presentation Guidelines

On behalf of Diabetes Canada and the Canadian Society of Endocrinology and Metabolism (CSEM), we are
honoured to showcase your abstract presentation at the 25th Annual Diabetes Canada/CSEM Professional
Conference, to be held in Calgary, Alberta from November 9-12, 2022. Poster presentations will be available
in-person throughout the conference in Poster Areas and in the Virtual Poster Hall on VFairs, our virtual
conference platform.

New for 2022, posters will be displayed digitally at conference via large LCD monitors. You will not be
required to print a poster.

For the 2022 Diabetes Canada/CSEM Professional Conference there will be two required elements to
presenting your abstract in-person and virtually:

1. Poster – 1 page PDF format, landscape. No template is provided, however, see additional details
below on preparing your poster.
2. Video Presentation – In addition to the PDF poster, the video presentation will provide an
opportunity to highlight and discuss the abstract using templated PPT slides provided by Diabetes
Canada/CSEM.

The deadline to upload your PDF poster and video presentation is Monday, October 24, 2022 at 5:00
PM ET.

The following pointers will assist you in preparing and uploading your poster and video presentation.

Please review the following checklist before uploading your presentation:

 Poster Location (pg. 1)
 Poster Presentation Hours (pg. 1)
 Poster Preparation (pg. 2)
 Poster Upload (pg. 2)
 Video Presentation Preparation (pg. 2)
 Recording Your Video Presentation (pg. 2)
 Video Presentation Upload (pg. 3)
 Presenting Author Expectations During the Conference (pg. 4)
 Appendix: Tips to Create a Successful Video Presentation (pg. 5)

Poster Location:

All digital posters screens will be located in the North Lobby of the Main Hall on the upper level of the Telus
Convention Centre. They will be set-up by the AV team on Wednesday, November 9, 2022 and a short
demonstration on how they work for authors will be held that day at 5:00pm.

Poster Presentation Hours:

All posters must be on display for two consecutive days beginning on Thursday, November 10, 2022 at 9:00
a.m. and ending at 6:45 p.m. on Friday, November 11, 2022.

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We ask that all authors and/or co-authors be present in the poster area for presentation at the following
respective times to facilitate discussion of your abstract.

Receptions:

• Thursday, November 10, 5:45 p.m. – 6:45 p.m.

• Friday, November 11, 5:45 p.m. – 6:45 p.m.

Poster Preparation:

• The title, author(s), and the place(s) of work should be positioned on the top of the poster area.
• Data should include a brief explanation of the aims, methods, results, and conclusions.
• All text, tables, and drawings should be clear and concise for delegate viewing.
• Drawings may be originals or photographs.
• Data should be in the form of tables and/or figures.
• Must be in landscape (horizontal) format.
• Must be of high enough resolution for viewing on a computer screen and large monitor (i.e. e-
poster) and under 20 MB in size.

Poster Upload:

• Posters will be uploaded through the original abstract submission site. Please use the same log-in
credentials that you used to submit your abstract.
• Only one attachment can be uploaded in the form of a 1-page PDF poster.

Video Presentation Preparation:

• Video recordings of the presentation must use templated PowerPoint slides as provided by Diabetes
Canada/CSEM. This template includes your conflict disclosures.
• A 5-minute narrated slide presentation illustrating your poster is required; narration may be video
(slides and video of you discussing your poster) or audio only (slides with voice-over only).
• Language can have a profound impact on the lives of people with and at risk for diabetes.
Inappropriate language has a negative impact on self-efficacy, well-being and confidence which can
seriously undermine experiences with health-care providers and, more broadly, can contribute to
diabetes stigma. We encourage you to use language that is consistent with Diabetes Canada’s
consensus statement which was published earlier this year. Specifically, we would like to draw your
attention to this table presented in the statement. It outlines phrases and words to avoid using and
appropriate replacements to promote and help guide the use of inclusive, equitable and value-
based language in diabetes clinical practice, health care and research settings. We hope that greater
attention to the language used when speaking of diabetes will contribute to enhancing public
understanding of diabetes and its complications, decreasing the stigma, and stereotypes and
prejudices associated with it.

Recording your Video Presentation:

• Video presentations can be recorded using various programs including: Zoom, Screencast-O-Matic,
etc. Feel free to use any program that works best for you.

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 ➢ Here is a video tutorial that walks through using Screencast-O-Matic. A quick guide can be
viewed here as provided through the our virtual platform, VFairs. Please note that after you
install the program, you would need to select “I have a Team Plan” as seen below and enter the
access URL: vfairs and password: vfairs123.

➢ If you prefer Zoom and have access to a Zoom account, here is a video tutorial on recording
your presentation.
➢ The session can also be recorded through Microsoft PowerPoint. Here is a video tutorial on
recording your presentation.

Video Presentation Upload:

• Please record a 5-minute video recording by the presenting author summarizing the details of the
abstract. Mp4 file format is required. To upload a video, please complete “Video Presentation URL”
task.
o To complete the Video Presentation URL task, click on the DCAN Video Upload Link, which
will direct you to the following upload form:

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 o Complete all fields in the form according to the details that were originally submitted for the
accepted abstract. Before you hit “Send”, follow the instructions in the next bullet points.
o Once the video has finished uploading, copy the Video URL that is generated under the Video
Upload heading, and then paste the Video URL into the “Video Presentation URL” task field as
follows:

• If you’d like to test the URL, after uploading the video, allow up to 1 hour afterwards to test the URL
in your internet browser to ensure the video uploaded correctly. Hit “Complete Task” in Cadmium.
• After the task in Cadmium is complete, hit “Send” from the vFairs Video Upload Form to submit your
video file.

Presenting Author Expectations During the Conference:

The presenter is expected to travel to the conference as electronic poster boards will be available for
viewing in poster areas throughout the conference. You must complete your conference registration here to
attend the conference. You will be assigned a poster number and a day to present. The exact timing will be
communicated by the end of August. Additionally, a chat function will be attached to your abstract
presentation in the Virtual Poster Hall. Please log-in to the VFairs conference mobile app periodically
through November 9-12, 2022 to answer questions from virtual delegates.

For more information on accommodations and travel, please see:

https://dcanconference.ca/en/accommodations-and-travel

*Please note all poster abstract presenters will have the opportunity to do a virtual group training with
a VFairs representative 1 to 2 weeks prior to the event. At this time, they will walk you through the
virtual process and answer any questions you might have. Day-of technical support will also be
available.

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 APPENDIX

Creating your Virtual Presentation: Tips for a Successful Video Presentation

Visuals:
• Ensure that you are always visible on the screen when playing your presentation.

PowerPoint Lay-out and Graphics:

• Fonts must be clear and large enough for delegates to read. Use 16 point or larger type.
• Use visuals that are high quality and visually appealing.
• Keep written content clear and concise. Text should be reduced to key words.
• Avoid specialty fonts- some fancy fonts are difficult to read.
• Avoid abbreviations and hyphenations.
• Use bullet points. Use no more than six words per bullet point and more than six bullets per slide.
• Use a variety of media, images, and graphics to keep your audience’s attention.
• Limit tables to two to three columns and five to six rows.
• Use a horizontal format as opposed to vertical.
• When using colour, limit your choices to a maximum of three, preferably one or two neutrals with a
contrasting colour for emphasis.
• Use of dark backgrounds with light text is easiest to read. Pastel colours should be avoided.

Test the Technology:

• Ensure that you understand the system and are comfortable with the platform features.
• Conduct a test trial or a dry run to test your computer and internet connection. Use the same
system that you will use to record your final presentation.
• Make sure that your audio and video are high quality. Test audio with headphones or external
microphones to select the most appropriate source for high quality audio.
• If possible, plug your computer directly into the modem using an Ethernet cable. This will give you
the strongest signal and the most stable internet connection.

Choose the Right Setting:

• Try to use a background that enhances your professional image and aligns with your message.
• Avoid a cluttered background or anything that can be distracting.
• Make sure that there is enough natural light. Avoid recording late in the afternoon with desk lamps.
➢ Ensure that the light shines brightly on your face.
➢ If your back is to a window, close the shades.
➢ Natural light is often the best choice.

Focus on the Camera:

• When you are speaking, look directly into your computer’s camera (not at the screen) as it makes the
viewer feel as if you are looking right at them.
• Some presenters turn off their self-view to ensure that they are not distracted by their own image
when recording.
• Put the camera at eye level. This should frame your face, neck, and shoulders.

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Body Language and Tone:
• If possible, use a standing desk or position your laptop so you can stand at eye level with your
computer.
• Standing up provides a higher energy level and forces us to put our body in a more presentation-like
mode.
• If you must sit or are more comfortable sitting, lean forward as you would if you were presenting at
an in-person meeting.
• Avoid slouching away from the camera as this sends a signal that you are disconnected from the
audience.
• Just like in a live presentation, you would want to present with a little energy and animation. This will
keep your audience engaged.
• If you are a fast talker, practice slowing down a little bit.
• Be yourself and have fun!

Dress Professionally:
• Choose attire that you would wear if you were attending an in-person conference.
• Delegates will be seeing you with their varying video quality, on small devices or big screens.
• Plain-colored shirts and pants are optimal; patterns or stripes may not display well on remote sites.
Avoid wearing white, red, or a colour that is similar to your background.

Minimize Distractions:
• Turn off notifications when recording on your device.
• Close any browser tabs that you do not need for your presentation.
• Ensure that your physical environment is quiet when recording. External noises can be distracting
and take away from your presentation.

Any further questions or concerns can be directed to Jeneni Jude at [email protected].