Submit Your ePoster and Video Introduction
Submit a PDF of your poster and an MP4 of your video introduction. CROI will provide submission instructions and deadlines for both files.
Find Your Session Information
Check your Abstract Submission Portal through the CROI Dashboard for instructions for your assigned session, date, time, and poster number.
Record Your Science Spotlight Video Introduction
In addition to poster walks, PC Poster Picks, and themed discussions, Science SpotlightsTM serve to highlight and elevate poster presentations as presenters engage with CROI attendees. Historically, some of the most important science at CROI has been presented in poster sessions.
Record a 2- to 3-minute introduction in your own voice. Explain the research question, briefly describe how you studied it, and highlight the main findings and why they matter.
- You may narrate selected parts of your poster, use a few slides, or speak on camera. Include the presentation title and your name and institution.
Presentation Technical Requirements
See Options for Recording Your Presentation Video
If recording a video with slides, add audio narration to PowerPoint or Keynote slides and save as an MP4 file (described below)
If recording a video without slides, use the built-in video recording application on your computer or mobile device.
You may use a Zoom Meeting to record a video to your local computer
Consult the audio-visual department at your institution
Creating an MP4 Video File
- If using slides, open them in full-screen or slide-show mode before recording.
- If recording a video without slides, use the built-in video recording application on your computer or mobile device. If submitting a video from a mobile device, a landscape 16:9 orientation (horizontal) is recommended
Audio Tips
- Use a microphone and test audio before and after recording. A wired headset will generally produce the best quality audio and pickup less ambient noise
- Record your presentation in a quiet location
- Start by introducing yourself and your presentation.
- Review your full presentation for audio and video before submitting
Creating a Pre-Recorded Video
- If recording a video with slides, PowerPoint or Keynote – use PowerPoint or Keynote to record your presentation with audio and save a MP4 file.
- If recording a video without slides, use the built-in video recording application on your computer or mobile device. If submitting a video from a mobile device, a landscape 16:9 orientation is recommended
- If using a Zoom Meeting to record a video to your local computer
- Use share screen in Zoom to record your slide with your audio
Save and Review MP4
- Make sure your presentation video is saved as a MP4 file
- Review your MP4 file prior to submitting to confirm that:
- The file saved in the correct format (MP4)
- The video is clear and the audio is at a proper level
- The video is the appropriate length and trimmed to “hello” through “goodbye” prior to submitting.
- Keep the finished video between 2 and 3 minutes.
Copyright of Conference Materials
By submitting an electronic poster or Science SpotlightTM video, you are assigning copyright of these materials, but not the data, to CROI. See CROI Conference Materials Copyright Statement.
Poster Sessions, Poster Walks, and PC Poster Picks
During CROI, attendees can discuss Science Spotlights with presenters during assigned poster sessions. Poster Walks, PC Poster Picks, and Themed Discussions offer additional ways to explore the research.
Poster Sessions and Displaying Your Poster at CROI
- The poster hall opens for poster setup at 3:00 PM Pacific Time on the Saturday before CROI. Push pins are provided.
- Posters should be on display for the entire conference and not removed before the end of the poster session on the last day of CROI
- Posters are assigned to a session with other poster presentations that share a similar theme and assigned to a day for presentation
- Poster presenters should stand by their poster for the full duration of their assigned session to discuss it and respond to questions from attendees
Attendance and Presenter Changes
Presenting authors are expected to attend CROI and present their Science Spotlight during their assigned poster session. Presenters should make travel arrangements with their assigned presentation date in mind.
If circumstances prevent the presenting author from attending or presenting as scheduled, the author must contact CROIabstracts@iasusa.org before making alternative arrangements. CROI staff will review the circumstances and provide guidance on the available options. Presenters should not independently arrange a replacement or withdraw their presentation without first contacting CROI.
Poster Walks
The CROI Program Committee will host Poster Walks to discuss key science presented in poster sessions. Program committee members lead a small group of new investigators through these “poster walk-throughs” daily during the poster sessions. The committee members curate a list of poster presentations, hold a brief introductory discussion with the group, then lead them to visit each of the curated posters and encourage discussion with poster presenters. Following a short debrief, new investigators are encouraged to visit other poster presentations independently.
Poster Content
Poster Title: Use the final CROI-approved abstract title. Display it in bold at the top in standard American Medical Association (AMA) title case.
Assigned Poster Number: The assigned poster number should be displayed in the upper right corner (“0000” in the CROI Poster Format template). This is not the abstract submission number assigned during the submission of the abstract, but a number that denotes the position of the poster in the poster hall and in the conference program. This number is sent to the presenting author after late-breaking abstracts have been accepted.
QR Codes and Links to External Materials Are Not Allowed: QR codes, bar codes, or other links to external resources are not permitted on posters displayed at CROI or on electronic versions of the posters to be uploaded to the CROI website.
Corporate Logos and Trade Names: The use of commercial logos and trade names should not be used on posters, opening slides, title slides, or presentation slides.
Plain Language Summary: We encourage you to include 1 or 2 sentences explaining your findings in language accessible to a broad audience.
Displaying Posters at CROI
The suggested poster sizes are 54 inches wide × 36 inches high (137.2 × 91.4 cm) or 60 inches wide × 40 inches high (152.4 × 101.6 cm). The minimum size is 36 × 24 inches. Poster boards measure 96 × 48 inches, and the maximum poster size is 93 × 45 inches.
Poster Printing
Presenting authors should print their physical poster based on the requirements listed in the sections above. CROI does not print posters on behalf of presenters.
Guidelines for Presentation
Use of Trade Names and Promotional Content
Trade names for drugs or products must not be used in presentations. Investigators should refer to drugs, biologics, devices, and other products only by their nonproprietary (generic) names.
Presentations must not include promotional or marketing content. This includes non–science-based promotional language intended to promote or “sell” a product, company, or brand. In addition, presenters may not include QR codes, URLs, or other links that direct attendees to promotional, marketing, or commercial materials.
All content in oral abstract, themed discussion, and poster presentations must remain scientific, objective, and data-focused.
Acknowledgments of Support and Contributors
Acknowledgments of contributors and support may be included on the poster .
Sex Stratification and Other Demographic Variables
Presentations from randomized trials and cohorts should follow the ICMJE guidelines, including reporting of study designs (eg, prospective, observational, randomized, double-blind, STROBE, CONSORT, or others), statistical methods, and outcomes by demographic variables. For human clinical or epidemiologic studies, the presentation should provide sex-stratified results or identify who was included if it includes only a single population. Presentations of preclinical data including the use of cell lines and animal studies should include the sex of the animals or the sex of the source of the cell lines. If data are not available on sex (as assigned at birth) or gender (where gender is relevant to the study results), this should be identified as a limitation in the study.
See: ICMJE Preparing for Submission
Use of People-First Language and Appropriate Terminology: See: Appropriate Terminology
Presentations Describing New Compounds: Please be sure to include information sufficient to allow for meaningful review of compound data; this can include isolation, activity, chemical structure, mechanism of action, toxic effects, and pharmacologic data. The chemical or molecular structure must be shown in the presentation (it need not be part of the abstract or be published in the Abstract eBook).
Publication or Presentation Prior to CROI
If study data are accepted for publication or presentation after the abstract submission to CROI, and that publication or presentation is expected to take place before CROI, the presenting author must contact CROI at CROIabstracts@iasusa.org to provide details as soon as the presentation is accepted for review, presentation, or publication in another venue or outlet. Please be aware that although publication in these circumstances will not necessarily prevent presentation of the research at CROI, our strong preference is that any additional publication or presentation happen either simultaneous to or following presentation at CROI. Requests to publish or present research accepted for presentation at CROI prior to its presentation at CROI will be evaluated on a case-by-case basis. Failure to notify the conference promptly regarding plans to publish or present a CROI-accepted abstract prior to CROI may result in the removal of the study from the conference program.
