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Canadian Society of Microbiologists Untitled 1

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ANNUAL CONFERENCE  ::  Poster Presentation & Competition

Poster Presentation & Competition

Preparation of Posters
As a major guideline, it is proposed that the posters be prepared so that they are intelligible in themselves, even in the absence of the authors and without studying the abstracts. It is suggested that the contents of each poster be divided into four categories: Introduction, Results, Discussion and Summary. The Introduction should include a background summary and state the purpose of the study in relation to previous work in the field. The Results should be divided into sections, using sub-headings, which indicate the nature of the most important findings to be illustrated. In general, as few results as possible, i.e. just those necessary to validate the conclusion, should be shown. The Discussion should give the interpretation and the significance of the results, and an easily remembered "take home message", even if speculative, summarizing the conclusions. The Summary should list the pertinent results and conclusions.

Keep the text to a minimum. Use point form. Eliminate all but the vital elements. Emphasis should be on tables, charts, graphs and photos. Layout of the poster is important: sections should be clearly defined with adequate spacing. The poster can be divided either horizontally or vertically into three or four sections, and material placed within those sections. When choosing a background colour, select a neutral one that will be easier on the eyes. Dark photographs look darker on a light background (black is good for electron micrographs). Colour photographs look best when mounted on a neutral or grayish background. A single background colour should be used to unify the poster.

The poster should be readable from a distance of 1-2 meters. Therefore, the minimum height of graphs without the ordinate labeling and of tables should be 20 cm. The following letter-size is suggested: headings such as Introduction, Results, Discussion and Summary: 12-16 mm, sub-headings within the results, labeling of figure and tables and the keyboard text, no smaller than 5 mm. Information typed on a standard typewriter is in no case acceptable. A word with the first letter capitalized and the remaining letters in lower case is easier to read than a WORD all in capital letters.

For each poster, the number assigned to the poster (paper number) must be placed in the upper left hand corner of the display. Authors should also prepare a heading label, to include the title of the poster, the authors and their addresses. The text height should be at least 40 mm high. The heading should be placed at the top center of the poster.

Poster Dimensions and Time of Display
4' High X 3' Wide, Velcro will be provided. Posters will be scheduled over 3 days from Wednesday, June 21st till Friday, June 23rd, 2017. An email will be sent to each poster presenter wtih poster number, presenation date and further details as soon as the information becomes available. The poster sessions will be held at the Physical Activities Complex from 12:00 - 2:45 PM where the exhibits, workshops and lunch will be hosted.

Award Sponsors
To be announced.

Student Award - Poster Competition
Deadline for Extended Abstract Submission: March 24, 2017

The poster competition is intended to give students a forum to compete for a prize that should exemplify excellent work as well as clear communication of results and conclusions in the poster format. Three (3) ex aequo prizes will be awarded.

To participate in this competition, the poster presenter must be a student member of the Canadian Society of Microbiology.

Previous competition winners will not be allowed to participate in the upcoming student competition in the category they previously won. A willingness to participate in the poster competition will be made with the submission of the abstract. The authors will indicate which section will be responsible for the ranking of the poster: infection and immunity, applied and environmental, or molecular genetics and cellular microbiology. Not all abstracts submitted will be chosen. A student can submit only one abstract as presenter in a Student Award Competition, and this abstract can be submitted to only one Student Award Competition.

To enter the competition, students must do the following:

  1. All abstracts must be submitted using the web form on the CSM web site. Complete all sections of the web form as indicated.

  2. Submit this abstract form by March 24, 2017. At this time, the student should also indicated his/her intention to enter the competition. A student cannot submit more than 1 abstract as the presenting author in this competition.

  3. In addition, submit an extended abstract (pdf) of 1000 words, including a maximum of 4 figures and/or tables that will be included. The extended abstract must be submitted no later than March 24, 2017. Please note this can be done while submitting the abstract.

  4. The extended abstract. The extended abstract must have its own abstract consisting of no more than 50 words. Do not use section headings in the body of the paper. Include a brief introduction, methods, results and discussion in a single section. The text should not exceed 1000 words (excluding literature cited and figure legends). A maximum of 4 figures and/or tables is allowed. Materials and methods should be described in the text, not in figure legends or table footnotes. The Literature Cited section should conform to the format used by the Canadian Journal of Microbiology.

Selection of competitors
The selection of abstracts for the poster competition will be the responsibility of the chair and vice-chair of each section. If for any reason either is unable to rank the abstracts the chair can appoint a second referee or even a third party to assist with the rankings (eg conflict of interest, time constraint, emergency). A maximum of eight (8) posters from each section will be retained for the competition, while the other posters will be presented as part of the regular poster sessions.

The overall ranking of the poster abstracts eligible for the competition will be agreed upon by the chair and vice-chair in each section, and will be based on the scientific merit of the materials presented in the extended abstract. The contestants will then be notified as to whether their abstract has been selected for the poster competition.

The right to have a number less than 8 can be exercised by an individual section, if the quality of the abstracts does not warrant that the poster should enter the competition. The overall selection of eligible posters will not count in determining the winners.

The Competition
No less than 14 days prior to the conference, the contestants will submit a pdf file that will contain their poster as it will be presented. The pdf files will be collected centrally and distributed to the appropriate judging panels. For this year's competition, the pdf files are to be sent to info@csm-scm.org.

Once the poster abstracts have been selected, all of these posters will be pooled. The rationale for this is that if the 3 best are from one section then they should all win.

Judging panel
Each poster will be judged by three people. Judges #1 and #2 will contribute 35 marks each, Judge #3 will contribute 30 marks for a total score out or 100.   . The scores will be given to the chair of the Education and Careers Committee or his delegate who will oversee the tabulation of the scores. The person compiling and tabulating the scores must not have been a judge in the poster award competition, nor can be a co-author on any of the posters in competition.

Judges #1 and #2 will be either a chair or vice-chair from one of the sections. To spread out the judging between sections, each poster will be judged by either the chair or vice chair of the section to which they belong and the second judge will be from one of the other 2 sections. Judge #3 will be chosen from the membership at large. Judge #3 will not be a section chair or vice-chair, and will not be a co-author on any of the posters in competition.

Judge #1 and #2 criteria
35 marks judging submitted pdf (for a total of 70 marks from both judges)

The rationale for this portion is that the poster should be finished ahead of time. This will allow the judges to look through the data, judge the poster as a written document, and formulate intelligent questions to ask prior to the actual poster session. This will allow the poster section to go more quickly. As well it will mean the student should be aware that the poster is to be understandable in their absence.

Judge #3
The third judge will be judging the poster and the contents without having the benefit of seeing the poster ahead of time. Many times you actually do not get a chance to see a poster presenter and need to make a poster out depending on what you overhear or can make out by yourself under crowded circumstances. This is the role of Judge 3. Whereas the other judges will have prepared questions and hopefully developed an understanding of the material presented from the pre-submitted pdf, Judge 3 will really be the person who sees the poster for the first time and will judge it accordingly (for a total of 30 marks).

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