Speaker and Poster Presenter Logistics, Resources and FAQ
Please review our presenter resources to help you prepare for your session at the Symposium. Questions should be addressed to the HFES Education team at education@hfes.org.
Submission Site
Important Dates:
EXTENDED - October 14, 2024 – Deadline for Submissions
- Deadline for submission of Oral Presentation, Discussion Panel, Poster, and Workshop presentation proposals.
Week of November 22nd, 2024 – Decision Letters Sent
- Decision letters will be sent to corresponding authors via email.
December 6, 2024 – Deadline to Accept and Complete Author and Abstract Update Stage
- Deadline to accept your proposal acceptance through the submission site.
- Submit abstract and author updates to the submission system. The information confirmed in this stage is what appears in the program and mobile app.
Week of December 20, 2024 – Final Program Released
May 9, 2025 – Proceedings Deadline
- This is the final deadline for publication of papers and extended abstracts. No papers will be accepted after this deadline.
Presenter Templates:
Proceedings Papers and Extended Abstracts
Submitting a paper or extended abstract for publication in the Health Care Symposium Proceedings is optional. You MUST submit the following to the submission site by May 9, 2025:
- Two copies of the paper that meet all requirements are outlined below: one PDF and one Word document.
- Signed copyright transfer or alternative copyright form.
- For those whose employer requires them to use an Alternate Copyright form, you can upload additional files during submission.
All papers must be in by May 9, 2025. Presenters must use the Proceedings Paper and Extended Abstract template. In addition to utilizing the appropriate template, the following guidelines must be followed:
- Papers can be five (5) formatted pages, including all references and acknowledgments.
- Titles, keywords, and abstracts must be included in the manuscript file to ensure discoverability through online search engines like Google.
- Author information, including names, affiliations, sequence, and contact details, should be accurately listed in the manuscript file.
- Papers missing the author block will be rejected and returned to the author(s) for correction, which could result in delayed publishing.
- Each article should contain Declaration of Conflicting Interests and Funding sections, per the COPE Guidelines on Good Publication Practice (2003).
- All Tables and Figures in the article should be appropriately cited in the text, i.e., in-text citations of all Tables and Figures are required in the main article text.
- References and their in-text citations should adhere to APA formatting guidelines.
Papers that do not meet the above outlined guidelines may be rejected and returned to the author(s) for correction, which could delay publication.
Papers will be submitted to the Proceedings Upload stage of your accepted submission on the submission site.
Speaker and Poster Presentation Logistics and Resources
Oral Presentations Logistics
- Most presentations will be part of a session with other presentations. Pay specific attention to the assigned time of your presentation. Usually, there are 2-3 presentations within a one-hour session and 3-4 within a ninety-minute session. Each presentation is roughly 20 to 30 minutes long and includes a Q&A. Please reference the exact time of the schedule for your session.
- Your presentation WILL NOT be pre-loaded onto the presentation computer. You must bring your final copy on a USB drive to your session.
- If you cannot use a USB drive, please complete one of the following alternatives to get your presentation uploaded to the session room computer:
- Email your presentation to your session chair.
- Upload your presentation to the submission site and email education@hfes.org with your session date and time.
- Uploading a final copy of your presentation is not required, though it is highly encouraged as an onsite backup.
- Your Session Chair will contact you with further instructions before the symposium. You are strongly encouraged to use the PowerPoint template, developed with accessibility best practices in mind.
- If you must use a different template or tool, ensure your presentation is accessible to all attendees. Please review the accessibility resources.
- We strongly encourage you to include a slide in your presentation with practical implications or practitioner takeaways.
Poster Presentation Logistics
- View the poster guidelines
- You will be assigned to one of two poster sessions; you will only present your poster at your assigned session, not both
- Poster Session 1 – Monday, March 31, 4:30-6:00 p.m.
- Poster Session 2 – Tuesday, April 1, 4:30-6:00 p.m.
- You will be assigned a poster number in the mobile app and the online program, corresponding to where your poster should be posted
- Please watch for an email with poster setup times closer to the event
- Information on local poster printing options will be coming soon
Please review the FAQ section below for further information.
Poster Formatting Guidelines
- Detailed poster guidelines can be found here.
- Your poster should be formatted to fit within the poster board space of 3 feet 6 inches (42 inches or 160.68 cm.) wide by 3 feet 6 inches (42 inches or 160.68 cm. ) high. Formatting your poster to fit these dimensions will ensure adequate space for your poster and those of other presenters.
- Your poster will not be permitted to be posted if it is produced incorrectly and is too wide.
- The poster boards are divided so that two posters fit on each side. You will share a side with another presenter.
- Posters should be printed on a material that can be secured to the boards by push-pins. Push-pins will be provided.
- The poster should be self-explanatory, and text and graphics should be large enough to be read from six feet (two meters).
- The poster should contain the title, authors' name(s), and affiliation(s).
Frequently Asked Questions
Speakers
I am having an issue with the submission site. Who do I contact?
Please email education@hfes.org with a detailed description of the issue.
I need to make a speaker change on a submission. Who do I contact?
Email education@hfes.org with the submission title and new speaker’s information, including name, affiliation, and email address.
Am I required to use the PowerPoint template?
The use of the PowerPoint template is highly encouraged. The template can be downloaded here. All presentations must meet accessibility best practice guidelines.
Do I need to upload a copy of my PowerPoint slides to the submission site?
Though not required, it is strongly suggested that you upload a backup copy of your final slides to the submission site if needed on-site.
Will my presentation be pre-loaded onto the computer in the session room?
No – You must bring a final copy on a USB drive. If you are unable to use a USB drive, please complete one of the following alternatives to get your presentation uploaded to the session room computer:
- Email your presentation to your session chair.
- Upload your presentation to the submission site and email education@hfes.org with your session date and time.
Can I use my computer to present instead of the one in the room?
We strongly prefer that you use the computer set up in the room. Disconnecting and reconnecting computers takes time away from the session. However, if you must use yours, please email education@hfes.org.
Is there an option to present remotely?
No. We are unable to accommodate remote presentations. If you are no longer able to present, please email education@hfes.org immediately.
Proceedings
Can I submit an extended abstract instead of a full paper?
Yes, you can submit an extended abstract for publication.
Where do I submit my proceedings paper or extended abstract?
Papers are submitted to the submission site under the Proceedings Upload stage.
What is the maximum length? Does that include references and acknowledgments?
Papers may be 5 formatted pages, including all references and acknowledgments. An extended abstract is typically 1-2 pages long.
I noticed an error in my submitted paper; what do I do?
Email education@hfes.org with your submission title and a description of the edit. Once the paper has been submitted to publisher, HFES Education staff can no longer make any changes on your behalf.
My employer requires me to use an Alternate Copyright form; how do I provide this?
Please upload your signed copyright form in the Copyright Form File Upload section.
Can I publish my paper in a journal if I present it at HFES?
Suitably revised papers printed in the Proceedings may be submitted for consideration in Human Factors, the Journal of Cognitive Engineering and Decision Making, Ergonomics in Design, or Human Factors in Healthcare. For more information, please visit our publication policies page.
Posters
Do I need to submit the poster ahead of the symposium?
No. Simply bring your poster to the symposium.
Is there an on-site poster printing service?
Local printing options will be available closer to the event.
Is there a table near/below the posters where I can set up a computer/iPad/demonstration?
No – using additional materials beyond your poster is prohibited, as the poster receptions are highly attended, with many people walking around viewing posters.
Registration
Do all authors need to register?
At least one author for any poster or presentation must be registered for the symposium. Speakers register at the regular conference rate.
Is there a speaker discount?
There is no speaker discount. We encourage you to register early to use the Early registration rates.
When does the early registration discount end?
Early Registration Deadline: Informaiton will be posted when available
Can I register as a student?
To receive student pricing, you must be able to provide a valid University ID at registration and be actively enrolled at the time of your presentation.
Additional FAQs
I need to request an accommodation I did not list on my submission; who do I contact?
Please email education@hfes.org with your request.
I can no longer attend the symposium or need to provide a replacement speaker.
Email education@hfes.org immediately.