The Organising Committee thanks you for presenting your poster at the 2025 International Orthoptic Congress, 27-29 June 2025. This document has been prepared to assist you with planning a successful poster presentation.

Registration

• All poster presenters must register, pay the applicable registration fees and be able to present at the IOC or organize a replacement in order to be included in the program.
• There is no reduced registration fee for poster presenters.

Please go to the registration page on the 2025 IOC website to register: https://ioc2025.com.au/

• Please review the Tips for preparing your poster section under the For Authors section on the 2025 IOC website for additional information.

Poster specifications

All posters should be a visual presentation of your submitted abstract. Posters must meet the following criteria:

Dimensions

• The poster must be A0 size (841mm x 1189mm)
• Orientation of your poster MUST be in portrait style

Set Up

• Please arrange to print your poster and bring it with you (or arrange for it to be printed by the recommended poster printer).
• All posters must be up at the beginning of the day on Friday 27 June 2025. You may set them up from 8.00am in the Exhibition Area and we recommend that they are up by 10:00am at the latest in readiness for the first tea break.
• It is your responsibility to attach your poster to the display board. Special re-usable poster clips will be available for purchase at a cost of AUD$10 from the registration desk (Cash only). Alternatively, please bring velcro to attach your poster to the display board. No other fastening devices (example sticky tape) can be used. There will be no velcro available onsite.
• A poster attendance card will be provided at each presenting author’s poster board. You will have the opportunity to speak with delegates about your poster during the catering breaks.
• There is also space on the card to provide contact details should delegates wish to discuss your poster with you further. Providing your contact details is optional.
• All poster presenters will need to visit the registration desk when they first arrive to collect their name badge and other materials. Your allocated poster number will be displayed on the Poster Program. Please ensure that your poster is displayed on the correct numbered poster board. Do not place your poster in an alternate location.

Handouts

• If you wish to provide materials for delegates at the 2025 IOC, you need to bring these with you as there will be limited photocopying facilities. These handouts must be attached to the poster board and not left on the floor. Any handouts found on the floor will be discarded.

Poster Program

• There will be a designated Poster Viewing Session during the 2025 IOC (dates and times to be determined)
• The Poster Program will be available on the 2025 IOC website early 2025.

• Poster presenters should be in the vicinity of their poster during the special poster viewing and discussion coffee/tea breaks. Please see the Final Program (available Spring 2025) for the exact time of your poster session and the time reserved for poster viewing.

• Remember to submit in good time – you may need to wait until the last few days, but not an hour before the deadline! The best websites can crash at busy times.
• A structured abstract with the headings Purpose/Background; Methods; Results; Conclusions helps both you and the Scientific Committee
• Stick to the word limit
• You may have to submit the abstract while final data collection or analysis are still incomplete, but some actual results must be presented; it is not acceptable to say “results will be presented”. If final data collection is still in progress, you must produce sufficiently robust results in the abstract to stand alone and justify acceptance. It is risky to submit very early data. What if your final results and conclusions are different and you have already submitted the abstract?
• Conference presentations usually precede a journal submission, so numbers in a conference abstract may be slightly different from a final accepted paper, but the abstracts are often available online and published conference proceedings are a publication. Selected articles based on IOC presentations will be eligible for publication in a journal (to be decided)
• The Scientific Committee will judge the abstracts on the scientific quality, validity, novelty and importance of the research as well as the presentation of the abstract itself.

Title
• Short, precise and attention-grabbing. Limit titles to 15 words or less. Why should they read or listen to your work?

Authors /Affiliations
• All listed authors must agree and take joint responsibility for what is submitted. Usually, the presenting person is first author, and except in exceptional circumstances, if you submit and get accepted, you will be expected to pay full registration fees and participate in the congress. Abstracts will be anonymised before judging for acceptance.

Key Words
• Many online literature searches use words from titles and key words, so make sure you choose words that will help people find your work.
• Please include 3-5 keywords
(all the above does not figure in the total word count)

Purpose /Introduction /Rationale
• What is the topic / problem / reason for the study? Why is it novel?

Method
• Methodology e.g. audit; survey; randomized controlled trial; qualitative; prospective/retrospective; sampling method
• Selection criteria. Participants defined. Equipment. Intervention / treatment.
• How were the data analysed? More detailed description of any novel analysis method.

Results
• Numbers tested (and excluded if appropriate). Main results and findings.
• Statistical significance (p-values must be stated, although t, χ2 and F values and degrees of freedom can be left out here if lengthy). Remember to say the direction of significance (i.e. significantly more/less rather than just “significantly different”).
• Notable complications, unexpected findings

Conclusions / significance/ impact of the findings.
• The “take home message” – but it must be backed up by the data, not just your opinion. If your work has just shown more work needs to be done, say what it should be.
• References are not required in an abstract

Designing the Poster

Posters can be designed using computer programs such as PowerPoint™, Corel Draw, or Adobe Illustrator. Professional designers deem that text of any more than 950 words is too much to put on your poster.

Given the distractions that occur while reading posters, the poster should not contain large blocks of text. Neither should the poster contain long sentences. If possible, the sections should rely on images: photographs, drawings and graphs. Posters should be well laid out, professionally and visually appealing, with a balance of text, graphics and neutral space.

Poster made up of multiple pages will not be accepted.

• Poster titles should be identical to the title of the corresponding abstract. Make sure the font is large and bold to catch the attention of the attendees. Include the list of authors and affiliations below the title in a smaller font.  The authors should be listed in the same order as was given in the abstract.

Structure and Content
The general structure includes:

• Introduction,
• Aim of the study (or Purpose)
• Methods
• Results
• Discussion/Conclusion

• Try to reduce Methods and Study Design to a photo, flow chart, or scheme with subscript and focus on the principal outcome measure(s).
• Present your Results in simple graphics. All visuals should relate to the main message and conclusion.
• The Conclusion should be the direct answer to the Aim of the study.
• The References contain background information and can be presented in a compact way (e.g. 1^stauthor et al. Journal (short form), Issue, Pages).
• Think of a poster as an expanded Abstract or a condensed paper. Use straightforward language and present the content in bullet points, particularly in the Discussion/Conclusion.  Keep text after each bullet point to 50 words or fewer.

Fonts
We recommend sans serif fonts to enhance readability (ones without the little stalks on the end). Ex:         

Suggested font sizes are as follows: title 85 – 210 point; author names: 56 point; headings 36 point; paragraphs: 24 point; captions 18 point.

The poster should easily be read from at least 1.2 to 1.8 metres away.

Colours

• Avoid using contrasting colours that are opposite on the colour wheel (i.e., orange and purple or green and red) because these combinations contrast too much and are difficult to read.
• Use light colour background and dark colour letters for contrast, as poster boards are not always in the spotlight. Use a theme of only 2 or 3 colours. The use of transparent background pictures may go at the cost of readability of text: what you see on screen is not always what you get after printing! Avoid red-green combinations because of colourblind visitors in the audience.

Spacing and Images

• Ensure you have enough blank space; too much text without breaks is overwhelming.
• Use a minimum of 2cm margins around the edge of the poster and ensure that there is at least 8-10 cm space between columns.
• Insert photos or graphics, but do not insert too many images, or images without a clearly linked explanation to the topic.
• Make the figures simple, readily comprehensible and self-contained. Lines in graphs are generally identified by form or colour. We do advise you to use the combination of both. (see also colours). Figures and artwork are magnified on posters. In case of bitmap photos and figures try to maintain sufficient resolution (at least 150 dpi in the final format). Keep figure legends short (10-25 words maximum).

Additional Guidelines:

• Posters should show the names and affiliations of all contributing authors. The logo of your institution may be included on the poster.
• The use of generic drug names is encouraged (trade-marks may be added between brackets the first time a drug is mentioned). The identity of experimental agents should be disclosed by means of brief descriptions, structural formulas and/or full chemical names.
• Scientific posters are not to be used for marketing or commercial purposes.
• Any grants received for the work described in the poster should be acknowledged.
• All posters must include a statement regarding any relevant financial interests. Please select the appropriate statement from the two listed below.

1. 1. I hereby disclose any and all financial interest or “in kind” relationships with commercial organizations over the previous 2 years, not just those relevant to the subject being discussed. [List company and financial relationship here.]
   2. I do not have any affiliation (financial or otherwise) with a commercial organization that may have a direct or indirect connection to the content of my presentation(s).

We look forward to seeing you in Brisbane!

Registration
Presenting Authors with an accepted abstract must register for the Congress and pay the full conference registration fee by the Early Bird Registration closing date of Friday, February 21, 2025 to be included in the Programme.

Attendance
The named presenting author is expected to be present at the meeting to deliver the presentation. If the submitting author is a student, we suggest that a senior author be present and prepared to support the work of the presenting author.

Editing of a submitted Abstract
In the event an author needs to edit a submitted abstract before the closing date of Friday, November 29, 2024, please follow the instructions in the abstract submission portal

Abstract Withdrawal before acceptance
Abstracts can be withdrawn prior to Friday, November 29, 2024 by logging into the abstract submission portal and following the instructions to withdraw an abstract.

Preparing your Presentation
New or novice presenters are directed to Preparing for your First Presentation for helpful information, this can be found in the below section

Presenting Author unable to attend
After receiving acceptance of an oral or poster presentation, if the presenting author is no longer able to attend the Congress, you must immediately inform ioc@thinkbusinessevents.com.au if a replacement presenter will be available or if the paper/poster needs to be withdrawn from the Program. The substitute presenter must be approved by CSPC before the accepted abstract remains in the program.

Late Withdrawal of a Poster/Presentation
Late Withdrawals due to unforeseen circumstances must be received by noon (12:00 PM) the day before the scheduled presentation.

Request for Approval of Substitute Presenter for Late Withdrawal:
• Requests for approval of substitute presenters must be submitted by the First Author by noon (12:00 PM) the day before the scheduled presentation.
• Substitute presenters must be approved in advance by contacting Joel Hyndman (CSPC Chair) at hyndman.cspc.ioc2025@gmail.com
• Substitute presenter approval requests will only be considered in cases of illness, family emergency, change of employment, or inability to obtain a visa.
• Substitute presenters must be a co-author listed on the abstract, must be qualified to discuss all aspects of the abstract during its presentation and must pay the registration fee to attend the Annual Meeting. An individual may be a substitute presenter for only one presentation.

This document provides some general advice if you are new to presenting a paper at a conference . It applies to most big conferences, and is not specific to the Brisbane Conference
You may have had experience presenting work to peers and tutors or you may have presented audits and case studies to colleagues, but a conference session can be a bit different and a lot more daunting. So here is a step-by-step guide:

How Conferences Work

• Congratulations! Your abstract has been accepted, and someone has offered you an oral presentation in a session.
• At some point before the conference, you will receive instructions about the time of your presentation, the Powerpoint format you need to use, the length it must be, and the name of your moderator(s). Please ensure you follow these instructions closely.
• Many conferences will ask you to send your presentation a few days in advance so it can be uploaded by the conference technicians. This will ensure the presentations move on seamlessly during the session.
• Use the Speaker Ready Room at the conference to check that everything has been loaded correctly. Do this well before your presentation. They usually have a technician on duty who can help you.
• It is vital to check that your presentation looks the same on the screens they want you to use. Fonts /graphics etc can shift around between versions of Powerpoint /Windows if things do not “embed” correctly. Don’t find out during your presentation!
• Always take a memory stick with a backup copy. It is useful to email yourself a copy as well.
• Turn up for your session a few minutes before it starts so you can meet the moderator and familiarise yourself with the podium, slide advance system, tricky steps, pointers etc.
• Make sure you know how to advance and reverse slides and make sure you know how to get in and out of the slideshow mode. The moderators’ job is to introduce the speakers, keep the session running on time and direct the questions at the end of the session. The moderators uwill identify and prompt questions from the audience . If there are no questions from the floor, the moderators may ask questions about your presentation to stimulate conversation.
• See how the microphone picks up other speakers’ speech before your talk. Some need you to stay close, so you will need to adjust them for your height and avoid moving away too far from it.
• Some conferences have a very strict policy of what happens if you run over, and your moderator will help you stick to the rules. Some moderators pride themselves of sticking to time, while others will let you run over a little. Often there will be a countdown timer or “traffic light” system on the lectern, with amber when you are a couple of minutes from the end and a red when you reach it – with increasingly manic flashing as you go further over time. Some only have a red light at the end. If you run over time they may not allow any questions from your talk – but that is a bad thing and not to be aimed for.
• Rehearse out loud using the “rehearse timings” feature of the Slide Show menu of Powerpoint. Do it many times to make sure you are well within time and have a bit of spare time left for the odd ad lib or technology glitch.
• After rehearsing, don’t forget to make sure the little “use timings” box is unchecked when you exit the “Slide Show” tab – otherwise your presentation may automatically move onto the next slide before you want it to on the big day.
• You may have to make an effort to speak more slowly than seems comfortable – especially if many of the audience do not have English as a first language, so leave time.
• Finally, prepare for difficult questions. Ask a sceptic, or someone who doesn’t know the work well to think of some for you beforehand.
• If you go blank, or don’t know the answer to a question, say so, and say you will get back to them, or find them afterwards. “That’s a very interesting question – I’ll need to think about it/ talk to my colleagues/ or look back at the data” is a common delaying tactic. It’s also OK to refer to a more senior colleague in the audience if they will know the answer. Usually experts will know you are less experienced. They are not deliberately being nasty, but they may really want to know the answer.

Making your presentation look good

• Nearly all presentations are in Powerpoint. They will specify (or you need to ask) whether they want widescreen or standard page format.
• You may be able to use a branded template from your hospital or workplace. These can help, because they are usually professionally designed and look professional. Most are copyright, so you may not be able to change some things like colour or background. Check that they have not embedded auto-advance or point-by-point animations you don’t want.
• If they use a branded font, check that it embeds while saving (so it can be used on any computer).
• It is better to put a few points per slide and move on, than a slide crammed full of text.
• If possible, avoid the urge to read your slides word for word. This is a very tempting security blanket if you are new to presenting, but try to avoid it. Make the screen points short and sweet and make your spoken words more detailed.
• The audience will try to read or work out slides rather than look at you. So make it simple for them. Some expert speakers even put in blank slides when they want the audience to really pay attention to what they are saying because it make people look at the speaker, not the screen.
• Powerpoint can do lots of very clever things, but be selective. Easy to read fonts, simple layouts and non-busy slides are easiest to read. But don’t be boring either – Arial on a white background is rather dull.
• Animations for new points on a list (fading in or out, highlighting, appearing, flying in, dropping down etc) can look good – but can also be very distracting. If you want your audience to really think about points one-by-one in a specific order then introducing them one by one may be fine, but if you are just presenting a list such as generic exclusion criteria, then present the whole list, then perhaps summarise with your words e.g. “these were all the exclusion criteria, but essentially …..”.
• Remember to use high contrast background vs. text, in as large a font as possible. Some colours project completely differently than how they look on a screen, so make sure that even if the projector is poor, or the room dimming inadequate, your writing will still be visible. Red font can be tricky against some backgrounds.
• If you use charts, remember to explain what the axes mean, and what the audience should be taking from the chart.
• If you do have to present a complex chart, highlight the bits you want people to concentrate on one-by-one using animated boxes, ovals or shading. Get someone to help with animations if necessary.
• Video clips /movie clips can be a nightmare, so probably avoid them if you are a novice – or really make sure they work before you do your talk. People who use Macs also sometimes get into trouble when the rest of the conference is using PCs. Good technicians should make everything work, but fellow professionals running a smaller session may not have the IT skills to sort out problems.
• You may be asked to use a mouse click, the keypad arrow keys or a dedicated clicker (often just with an advance button, a back button and a laser pointer). Make sure you know whether all or any will work.
• If you do plan to use a laser pointer – don’t count on it. The screen may be right above your head and pointing can be awkward or impossible – and you might be shaking! A better method of highlighting an item is to use the mouse pointer if there is one, or animated pointers/highlights within the presentation, activated by the normal “advance click”.
• Some “advance” buttons are very sensitive, or sticky, and there may be a slight delay between your click and the slide appearing – so check the slide you think you are talking about is really up there! Make sure you know how to go backwards through the presentation quickly if things go wrong.
• You may have a “Conclusion” slide, which will signal the end of the talk. If not, include a “thankyou” slide so they know when to clap!
• Don’t forget to thank any collaborators, funders or supporters either up front, or on this slide. Most funders, hospitals and universities will have a logo which you can ask for and use. Most conferences ask for a mandatory Declaration of Interest slide at the beginning.