Abstract Guidelines/Presenter Information

Abstract Notification:

Individuals who submit abstracts will be notified if their abstract has been accepted on or around June 10, 2016. If you have not received notification by then, please contact us.

Presenter Login

Presentation Formats:

Abstracts for the CMV conference may be considered for a breakout presentation or a poster session. As part of your submission, please indicate your preference for presentation format for:

  • A breakout presentation only
  • A poster session only
  • Either a breakout presentation or poster session

*If you choose “presentation only” and your abstract is not chosen for presentation, the planning committee may request you present a poster. However, you can choose to decline this request.

Presentation Tracks:

Abstracts for presentations may be submitted in one of the tracks indicated below. The lists of potential topics are ideas only and not meant to be limiting.

  1. Research to Practice (e.g., clinical pathogenesis, pros and cons of anti-viral treatments, practicality of using dried blood spot testing for diagnosis, CMV prenatal screenings)
  2. Public Health Implications (e.g., primary and secondary prevention measures in the childcare and healthcare settings, overcoming community barriers for prevention and treatment, working with providers on preparing parents for the possibility of a disabled child)
  3. Early Intervention (e.g., intervention measures for symptomatic vs. asymptomatic at birth, assistive technologies, audiology services, benefits of establishing a medical home, physical therapy, vision services, speech and language therapy)
  4. Family Support (e.g., family counseling and trainings, navigating insurance, state and local resources, parent-to-parent support groups)

Abstracts that are considered to be a commercial product endorsement in the opinion of the conference planning committee will not be accepted. All abstracts must be in English. Presenters must register for the CMV Public Health and Policy Conference.

Abstract Review and Scoring

The CMV Public Health and Policy Conference strives to provide key stakeholders an opportunity to identify areas of concern, promote collaboration, and share best practices. Conference participants range from state and local programs to the federal level and from physicians to families. The goal of the CMV conference is to raise awareness, delineate prevention efforts, provide information about early intervention options, and disseminate family support resources in an effort to reduce the number of babies born with CMV and connect families affected by CMV with the resources they need to improve their quality of life.

Abstract submissions will be reviewed and scored according to the following criteria by individuals appointed by the conference planning committee.

  1. Relevance and significance to the prevention, diagnosis, treatment, early intervention, and family support services for infants and young children with CMV and their families. [1 - 20 points]
    • The abstract should address a current topic and information appropriate for the purposes of the conference goal.
    • The abstract should address important issues or gaps related to improving CMV-related services.
    • The abstract should inform, enable, or update others in improving CMV-related services regarding potential issues related to clinical practice, education of professionals/families, or future research.
    • The abstract should have the potential to advance the practice/knowledge base of CMV.
    • The abstract should expand the discussion or perspective to build on existing knowledge or address new knowledge, discoveries, methodologies, tools, technologies, or practices.
  2. Overall clarity [1 – 10 points]
    • The abstract should be well written and organized in a coherent manner.
    • The amount of information to be presented should be appropriate for the proposed session length and format.
    • The abstract should clearly describe the presentation’s goals and learner outcomes.
    • The abstract should provide prospective participants enough information to determine if the session will meet their needs.
    • If research results are included, they should be clearly described and supported by statistical findings with the conclusions supported by the results.

Submission Agreement

Abstract submitters agree to the following terms related to the presentations/posters and their use by the conference planning committee:

  • Understand that acceptance of the presentation/poster does not imply payment or reimbursement for travel expenses to attend meeting, including the registration fee.
  • Agree to present this presentation/poster on the date, time, and track assigned by the conference planning committee during September 26 & 27, 2016.
  • Understand that for breakout presentations only the following audio/visual equipment will be provided: Computer, LCD projector, screen, podium and microphone, Internet connection and audio link.
  • Unless contrary notification is given to the conference planning committee by June 17, 2016, grant all of the necessary rights to record each presentation/poster in any audio and/or video formats, use each presentation/poster in printed, digital or electronic form, and make it available online following the meeting. Except as noted above, when Power Points are used as a part of the presentation, they will be posted on the Meeting web site as protected Portable Document Format (PDF) so the material cannot be altered.
  • Agree to upload an electronic copy of Topical (breakout) or Poster session PowerPoint™ presentations to the CMV meeting website prior to September 19, 2016.
  • Understand and agree that the conference planning committee need only notify the abstract submitter of the acceptance for the terms stated herein to be binding.
  • Understand and agree that presentations and posters may be recorded, transcribed and or videotaped for the purpose of being used and distributed in various formats by the National Center for Hearing Assessment and Management (NCHAM). NCHAM has permission and is authorized to videotape, audiotape, photograph, record, edit or otherwise reproduce my presentation/poster and to use it in formats and purposes stated.

Presenter Guidelines and Suggestions

Start by reading these tips from Jeffrey Cufaude's Blog entitled: Idea Architects

Then:

  • If you plan on using interactive techniques remember to plan the appropriate amount of time required to allow your audience to interact.
  • Create opportunities for participants to share with others and compare information, offer data, react to ideas, or answer questions.
  • Help participants interact with the information you are presenting (interactive handouts with fill-ins and brainstorm lists).
  • Allow participants to observe the subject or action you are presenting.
  • Rehearse your presentation beforehand to make sure your presentation is not too long or too short. The actual delivery of the presentation usually takes longer than the rehearsal.
  • •The average 8 ½” page, typed, double spaced with one-inch margins contains 250 words. The average speaker can present approximately 6 of these pages in 12 minutes. Have text that is highly legible with well-marked cues for visuals.
  • Speak directly into the microphone in a normal voice and do not handle the microphone while speaking. There should be a comfortable distance between your mouth and the microphone. If you turn away from the microphone the audience may not hear your voice.
  • During the question and answer period of your session, repeat all questions and/or comments into the microphone.
  • Make sure to look up at the audience and shift your gaze around the room.
  • Use active words, brief and concise phrases and short sentences.
  • If you are using materials in your presentation (pictures, charts, graph, etc.) that are not original work, remember to cite the source.
  • Give participants 3-4 seconds to adjust to a new image/slide before you begin speaking again. This will also give you a chance to take a deep breath.

Most common complaints attendees have of speakers:

  • Spoke too fast. If you think you are speaking too fast, you most likely are. Speak loudly and clearly.
  • Topic discussed did not match the information listed in the abstract.
  • Too much information was presented.
  • Did not speak into the microphone, mumbled or spoke too softly.
  • Did not repeat questions asked by the audience into the microphone.
  • Visual aids were cluttered and hard to read.

Power Point Tips

  • Keep your slides as "clean" as possible - minimize text, logos and background pictures.
  • Use no more than 8 lines of text in an easy to read, 24-point font.
  • Avoid using all capitals, use bold or italics for emphasis.
  • Clearly label graphs and charts.
  • Use contrasting colors when choosing backgrounds and text colors. The best combination is a blue background with white or yellow lettering or white background with black or blue text. Avoid using red text.

Poster Guidelines and Suggestions

One standard size poster board will be provided for displaying your poster. You will need to bring all materials that you will need to display the poster on the board. You may use push-pins or Velcro to mount materials on the board. However, if you plan to use Velcro, bring double-sided tape and apply it on-site. Other materials suggested for you to bring include: tacks, tape measure, scissors, tape, markers, and poster icons if you choose to use them. Bring copies of your complete paper or/and any other non-promotional materials/handouts to distribute to attendees.

Preparing a Poster

  1. Create a sign for the top of the board with the poster title, author(s) and affiliation name. Sign lettering should not be less than one-inch (1") high (30-36 points).
  2. Prepare a written summary of your project. It is suggested that most posters be organized to include the following sections:
    1. Objective(s)/Purpose of the study, project or activity
    2. Methods used conducting the study, project or activity
    3. Results of the study, project or activity
    4. Conclusions/Evaluation of the study, project or activity
  3. Viewers should be able to understand your poster without listening to an explanation or reading a report. To improve readability of your poster, consider the following: Text. Use a minimal amount of text. Focus on 2 or 3 main points. Use one-line phrases with bullets to highlight key points rather than full sentences. Break up large amounts of text with indented paragraphs and subheadings. Type. Use large lettering, at least 3/8" high (24-30 points), but do not use all upper case letters. Simple, easy to read fonts, such as Arial, work best. If text is not readable from 3 to 5 feet away, the print is too small. Graphics. Use basic charts, graphs, tables, clip art, drawings, symbols, color print and photos to illustrate key points.

*Posters must not exceed 42" x 42"

Schedule and Format of Poster Session

  1. Poster Authors: Only authors who are registered for the CMV Public Health and Policy 2014 Conference can display posters at the meeting.
  2. Format: Posters are supposed to be an informal, "no lecture" format. It is not necessary to prepare a formal presentation-just be prepared to discuss any aspect of your paper on a one-to-one basis and to network with attendees.
    1. Attendees appreciate handouts. if you would like to provide handouts, feel free to bring them. Handouts must be non-commercial.
    2. Plan to be available at your poster to talk with meeting attendees during your designated Poster Session time.
  3. Time and Location: Information on the exact time and location of the poster sessions will be shared once the meeting agenda is determined.
  4. Poster Set-up/Removal: Poster board will be available for pick-up in the meeting registration area by 6:30am on Friday, September 26, 2014. Posters should be mounted on the poster board and set on the designated easel before 8:00 am on Friday, September 26, 2014. Posters must be removed on Saturday, September 27, 2013 by 3:00 pm. Materials left after this time will be discarded.
  5. Length of Session: Posters must be displayed during the entire poster session with at least one author available at the poster during the poster session. The exact day and time of poster session will be announced once the meeting agenda is determined. Authors are welcome to remain with their posters after the session, but it is not required.
  6. Poster Tone: Displays must be content-related and reflect a scientific, unbiased, non-commercial tone. Authors should not distribute promotional materials.
  7. Presenter Resources: The following internet sites contain useful suggestions for preparing effective posters:
    1. Poster Making 101 [PDF]
    2. How to Make a Poster Using PowerPoint [PDF]
    3. Making Posters Using PowerPoint [PDF]