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ASSOCIATION OF ZOO VETERINARY TECHNICIANS
AUTHOR INFORMATION GUIDE
Table of Contents
Program Co-Char Contact Information
1
The Basic Steps for Paper and Poster Submissions
2
Formatting for Abstracts and Papers
3
Sample Paper Format
4
Components of a Scientific Paper and How to Write a Good One
5
Numbers, Statistics, and Other Frequently Asked Questions
9
Reference Guide
11
Track Changes Instructional Guide
15
Guide for Presentations
22
Guide for Poster Layout
23
2011 Program Co-Chairs:
Christina Camillo
27203 Walnut Tree Road, Salisbury, MD 21801
Phone: 410-236-5657 or 443-736-3371
Email: cgcamillo@gmail.com
Dianna Lydick
Minnesota Zoo, 12101 Johnny Cake Ridge Rd, Apple Valley, MN 55124
Phone: 952-431-9265
Email: Dianna.Lydick@state.mn.us
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THE BASIC STEPS FOR PAPER AND POSTER SUBMISSIONS
1. Look around you: Consider what you do every day, or consider what you do only once in a while, or
once in a lifetime. Each of us has something to share of value to our colleagues. What may seem
mundane to you will be useful to someone else.
2. Pick a category: Case Studies, Hospital Procedures, Clinical Pathology, Innovations and Updates, and
Posters – or create a new category and try it on us. We are flexible!
3. Fill out submission form and draft your abstract: Abstracts should be approximately 200 to 250
words and include a TITLE (clearly worded and indicating the scope of your topic); an
INTRODUCTION (justifying your topic or study); your METHODS (describing how your data or
case observations were collected); your RESULTS (including your key findings); and your
CONCLUSION (which should sum up the take-home message for the reader.) The submission form
was designed as a guide to help you write your abstract and paper.
THE DEADLINE FOR SUBMISSION FORMS* FOR PAPERS AND POSTERS IS MARCH 14,
2011. PRESENTER BIOGRAPHICAL INFORMATION FORM IS ALSO DUE AT THIS TIME.
*If you need a submission form, please contact Christina Camillo (information below).
ABSTRACTS WILL BE DUE APRIL 4, 2011.
4. Write your first draft: Your abstract will be sent to the editor of the category in which your
presentation falls. Abstracts are either accepted as written, accepted with revisions or rejected (only if
the topic really doesn’t relate to our conference audience). Once your abstract is accepted, you will be
assigned an editor to help see you through the writing process. THE FIRST DRAFT OF YOUR
PAPER WILL BE DUE ON MAY 23, 2011.
5. Write your final draft: Your editor will send you comments and suggestions on your first draft to help
you finalize your text for publication in the Proceedings of the conference. These Proceedings become a
permanent part of the Library of Congress and you get to say “I’ve been published…” THE FINAL
DRAFT IS DUE BY JUNE 27, 2011.
6. Prepare your talk or your poster: Now that you have met all the deadlines for written material, you
will have about two months to put together your presentation for the conference. Remember, you will
NEVER find such a friendly and supportive audience anywhere else. AZVT members are very grateful
to presenters and treat them with great respect. In addition, members are available to help you with
advice on presentation organization, slides and PowerPoint. We are just a phone call or email away.
7. Reach out! If you want help working an idea into an abstract, please contact:
Christina Camillo; Phone: 410-236-5657, Email: cgcamillo@gmail.com
Dianna Lydick; Phone: 952-431-9265, Email: Dianna.Lydick@state.mn.us
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FORMATTING FOR ABSTRACTS AND PAPERS

Margins are 1" and justified right and left.
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The paper title appears in BOLD CAPITAL LETTERS at the top of the first page only, not on
a separate sheet. It should appear at the left margin, rather than centered.
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Beneath the title, include the names and academic degrees of all authors, followed by
affiliations and addresses where the work was conducted. If an author has moved to another
institution, the new contact information may be provided as a footnote under the author
information.
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Do not sequentially number the pages, or place the author's name on top of every page.
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Headings (i.e. Abstract, Introduction, Materials and Methods, Results, Conclusion) should be in
CAPITAL LETTERS and left justified.
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Photographs that can be converted easily into black and white images and high quality drawings
are accepted.

Provide relevant lists, tables, charts, graphs, figures, etc. from your presentation that readers
will find useful and be sure to include separate descriptions for these. Please remember that
your audience includes many members of AZVT who are not in the conference audience.
Information in the table or graph description should stand alone.

When indicating dates (for case procedures, etc.), please format the date as Month Day, Year.
i.e. May 20, 2011.
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The preferred font for AZVT is Times New Roman.
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Please submit the final version of the abstract or paper as single-spaced.

References: Within your text, tables, etc., indicate a reference by (Author, Year) and arrange
the reference list in alphabetical order by the first author’s last name.

Submit the completed abstract or paper via email. If you must submit a hard copy, submit
one (1) hard copy of the paper or abstract and one copy on disc. Be sure to label the disc with
your name, title of the paper, and file names.
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SAMPLE PAPER FORMAT
TITLE (IN ALL CAPS)
Jill Arnold, MT(ASCP)
National Aquarium in Baltimore
501 East Pratt Street
Baltimore, MD 21202
jarnold@aqua.org
INTRODUCTION
AZVT does not set any minimum or maximum page requirements; papers for the proceedings
average 2 to 5 pages in length. Paragraphs are left justified; separate them with a double return.
References should be noted with an author last name and year (Arnold, 1997). Drafts will be
submitted double-spaced, while the final version for the proceedings will be single-spaced.
HEADINGS
If used, headings appear in all capitals, at the left margin. A few example headings include:
Introduction, Background, Materials and Methods, Results, Discussion, Conclusion, References,
etc.
CONTENT
The editors will read your paper for clarity, cohesion, content, and grammar. You will receive
comments regarding the layout of the paper: Does it flow well? Are your thoughts clear and easy
to follow? Does your paper serve the intended purpose? For example, if you discuss a laboratory
method, have you included sufficient information or references for your reader to repeat the
testing?
CONCLUSION
Please remember that the editors are striving to work with all authors to achieve professional
proceedings that will best represent the contributors and the organization. Thank you for your
participation!
REFERENCES
Please print reference lists in alphabetical order by author’s last name. For specific guidelines on
reference formatting, please refer to the Reference Guide provided.
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Components of a Scientific Paper, and How to Write a Good One
Printed with permission; Sarah L. Poynton, Ph.D., Comparative
Medicine, Johns Hopkins University School of Medicine
A scientific paper has a standard, highly organized format, consisting of clearly defined
components.
To ensure successful scientific writing, remember and follow the 5 C’s:
Coherence
Clarity
Consistency
Conciseness
Conviction
sticking together, logical presentation of parts
being clear
agreement, compatibility, parallel structure
expressing much in few words
ability to convince, being believable, persuasive
You could also add Creativity
keeps the reader interested, surprises them
In general, scientific papers are written in the past tense.
Components of a scientific paper
Title information
*Title, list of authors, authors’ addresses, and authors’ email contact information
Abstract
Introduction
Materials and Methods
Results (text, tables, figures, and legends)
Acknowledgements
References
TITLE
Probably more people read this than any other part
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Gain specificity with a subtitle
Consider spelling out your message (i.e. “The Smallest Gene”)
Try a sentence title or ask a question
Should precisely sum up the contents, be specific and informative
Use fewest words possible
If applicable, use scientific name plus classification or common name
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LIST OF AUTHORS
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Everybody who has substantially contributed to the work may be an author
The first author is the most important person – has done the most research and written the
draft
An author should be able to explain and defend the contents of the paper in a scientific
discussion
AUTHORS ADDRESSES


Give address of institution where the work was done
If your present address is different, add it as a footnote
ABSTRACT
What’s the paper all about?
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State concisely
Problem being studied
Method used
Principle results
Main conclusions
Single paragraph
No abbreviations, detailed data, speculation, or citations
Limit of words (200-250 words)
INTRODUCTION
What did you do and why?
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General area, specific problem studied (and why it is of interest)
Findings of other people to be challenged or developed (i.e. review of literature)
Experimental approach and rationale
Principle findings and conclusions (optional, and keep it brief)
First time a species is mentioned, give common name and scientific name, subsequently use
either common name or G. species (and use consistently throughout the paper)
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MATERIALS AND METHODS
How did you do it?
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If using published methods – identify procedure, give reference
If using a modification of published methods – give reference, and details of modification
If using a new method – give full details
Enough detail for someone else to be able to repeat the work
Include statistical analysis (for relevant data, name of statistical test used and confidence
level)
Omit trivial details such as brand of film, etc.
For reagent use, the particular manufacturer may be important
Use sub-headings if possible
RESULTS (INCLUDING TABLES AND GRAPHS)
What did you find?
Scientifically the most important part of the paper
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Present results here, preferably, no raw data
Explain results in discussion section
May have sub-headings
Indicate mean and variability
Written description – be sure to refer to all tables and figures, summarize them in the text
(main trends)
Tables – for precise numerical data
o Make column headings clear, include units of measure
o Experiment to find best layout
Figures – where trends are more important than principle data
o If an illustration is essential
o May be seen by people who don’t bother to read the text
o Can be arranged in a plate (a coherent group)
o Ensure photos are of the highest quality
o Label using commercially available symbols
Table titles and figure legends should be precise, informative, and self-explanatory
DISCUSSION
What does it mean?
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Present the principles and relationships indicated by the data (level of reliability)
Point out exceptions, unresolved details
Compare and contrast your findings with those of others
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State conclusions, implications of data
Be sure conclusions follow logically from data
Try to have parallel structure with results
Clearly identify speculations and hypotheses, argue your findings, give unexpected results
ACKNOWLEDGEMENTS
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People who provided specimens
Technical support
Financial support
Colleagues who reviewed your paper
REFERENCES
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List only those in print (i.e. published) or in press (i.e. accepted for publication)
Remember – YOU are responsible for accuracy
Verify contents of references and details of citations
Don’t cite if you haven’t read it!!!!!!!!
Assemble reference list (complete citations) early
If you wish to cite something that is not published or in press, this is a personal
communication, and appears in the text as……. (Beverly Williams, pers. comm., Date)
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NUMBERS, STATISTICS AND OTHER FREQUENTLY ASKED QUESTIONS
NUMBERS AND STATISTICS (Found in the Scientific Writing Booklet - www.biochem.arizona.edu/marc/Sci-Writing.pdf)

Use tilde (~) to mean approximately equal to.

Numbers beginning a sentence must be spelled. Rewrite a sentence so you don't start it with
numbers greater than ninety-nine.

Note: one, two, three… nine, 10, 11, 12… Exceptions: a 2-m tape measure; 3 million.

Put a space between numbers and units: For example, 75 kg. Exception: 75%.

Note: 0.32, not .32.
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Note: 143, 2,461 or 2461, 21,278, 1,409,000…

When you quote numbers, make sure you use the minimum number of significant digits or
decimal places. For example, 23 ± 7 years is easier to read than 23.4 ± 6.6 years, and the loss
of accuracy is not important in most situations.

Use the appropriate number of digits: two significant digits for standard deviations (one digit
if the standard deviation is for a descriptive statistic like height or weight, or if precision is
not important); two decimal places for correlations, two significant digits for percentages.
Examples: 73 ± 5; r = 0.45; r = 0.08; 16%; 1.3%; 0.013%.

If it is more convenient to show p values than confidence limits, show the exact p value to one
significant digit (for p < 0.1) or two decimal places (for p > 0.10). Do not use p < 0.05 or p >
0.05. Examples: p = 0.03; p = 0.007; p = 0.09; p = 0.74. (The exact p value is important for
anyone using your data to calculate confidence limits or using your data in a meta-analysis.)

Make sure the significant digits of the mean and standard deviation are consistent. Examples:
20 ± 13; 0.020 ± 0.013; 156 ± 7; 1.56 ± 0.07; 15600 ± 700.

Use the standard deviation as a measure of spread. Do not use the standard error of the mean.

Avoid test statistics like t, F and χ2, but if the journal insists on them, show only two
significant digits.

Show 95% confidence intervals for effect statistics like a correlation coefficient or the
difference between means.

Interpret the magnitudes of outcomes in a qualitative way, using both your experience of the
magnitudes that matter in this area of human endeavor and also any published scales of
magnitudes (e.g., Cohen, 1988; Hopkins, 1998). You must interpret the observed effects and
the confidence limits. For example, you might have to say that you observed a moderate
effect, but that the true value of the effect could be anything between trivial and very strong.
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FREQUENTLY ASKED QUESTIONS
Trademark (TM), Copyright (©), and Registered (®)
These can be listed a couple of ways, but they all have the same basic information, which
includes the name of the product, the manufacturer's name, and the location of the
manufacturer.
For example: If you have an instrument, such as a Heska i-Stat, depending on how you
describe the product it could be listed as "... tests were performed on an i-Stat® portable clinical
analyzer (Heska® Corporation, Loveland, CO)..." This way is probably the least awkward
since writing Heska® i-Stat® (Loveland, CO) is a little awkward.
Referencing Drugs
The easiest method for referencing drugs is to list the generic name of the drug, rather than the
brand name. This way others can find the drug fairly easily or use different manufacturers to
purchase the drug.
If the brand name is the only one known or it is a very specific drug, then trademark/registered
information must be included as well as the generic name (if known), manufacturer and location
of manufacturer in paretheses.
For example: Baytril® (enrofloxacin, Bayer Animal Health, Shawnee Mission, KS). Note: If
the author just wrote enrofloxacin, there would be no need to write the information on Baytril.
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REFERENCE GUIDE
Below are several examples of the reference formatting as required by AZVT. References are not
required for abstracts, but may be included if relevant.
References are cited with the author’s last name and the year (Smith, 2002) following the
referenced sentence(s). If two authors contributed to a paper, include both last names and the year
(Smith and Jones, 2002). If more than two authors contributed to a paper, list the first author’s last
name, followed by et al and the year (Smith, et al, 2002)
Do not use numbered footnotes. Your reference list should appear at the end of your paper in
alphabetical order by the first author’s last name.
REMEMBER: YOU are responsible for accuracy
Articles in Journals
Standard journal article:
You CH, Lee KY, Chey RY, Menguy R. Electrogastrographic study of patients with unexplained
nausea, bloating, and vomiting. Gastroenterology 1980:Aug:79(2):311-314.
Organization as author:
The Royal Marsden Hospital Bone Marrow Transplantation Team. Failure of syngeneic bone
marrow graft without preconditioning in post-hepatitis marrow aplasia. Lancet 1977:2:742-744.
No author given:
Coffee drinking and cancer of the pancreas [editorial]. BMJ 1981:283:628.
Volume with supplement:
Magni F, Rossoni G, Berti F. BN-52021 protects guinea-pig from heart anaphylaxix. Pharmacol
Res Commun 1988:20 suppl 5:75-78.
Issue with supplement:
Gardos G, Cole JO, Haskell D, Marby D, Paine SS, Moore P. The natural history of tardive
dyskinesia. J Clin Psychopharmacol 1988:8(4 Suppl):31-37.
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Volume with part:
Hanly C. Metaphysics and innateness: a psychoanalytic perspective. Int J Psychanal 1988:69(pt
3):389-399.
Issue with part:
Edwards L, Meyskens F, Levine N. Effect of oral isotretinoin on dysplastic nevi. J Am Acad
Dermatol 1989:20(2 Pt 1):257-260.
Issue with no volume:
Baumeister AA. Origins and control of stereotyped movements. Monogr Am Assoc Ment Defic
1978:(3):353-384.
No issue or volume:
Danoek K. Skiing in and through the history of medicine. Nord Medicinhist Arsb 1982: 86-100.
Type of article indicated as needed:
Spargo PM, Manners JM. DDAVP and open heart surgery [letter]. Anesthesia 1989: 44:363364.
Fuhrman SA, Joiner KA. Binding of the third component of complement C3 by Toxoplasma
gondii [abstract]. Clin Res 1987:35:475A.
Books
Personal author:
Colson JH, Armour WJ. Sports injuries and their treatment. 2nd rev. ed. London: S. Paul, 1986.
Editor(s) as author:
Diener HC, Wilkinson M, editors. Drug-induced headache. New York: Springer-verlag, 1988.
Organization as author and publisher:
Virginia Law Foundation. The medical and legal implications of AIDS. Charlottesville: The
Foundation, 1987.
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Chapters in a book:
Weinstein L, Swartz MN. Pathologic properties of invading microorganisms. In: Sodeman WA
Jr. Sodeman WA, editors. Pathologic physiology: mechanisms of disease. Philadelphia:
Saunders, 1974:457-472.
Conference proceedings:
Vivian VL, editor. Child abuse and neglect: a medical community response. Proceedings of the
First AMA National Conference on Child Abuse and Neglect (1984) Mar 30-31:
Chicago:American Medical Association, 1985.
Conference paper:
Harley NH. Comparing radon daughter doimetric and risl models. In: Gammage RB, Kaye SV,
editors. Indoor air and human health. Poceedingsof the Seventh Life Sciences Symposium
(1984)Oct 29-31:Knoxville (TN). Chelsea (MI):Lewis(1985) 69-78.
Scientific or technical report:
Akutsa T. Total heart replacement device. Bethesda (MD): National Institutes of Health.
National Heart and Lung Institute; 1974 Apr Report No.: NIH-NHLI-69-2185-4.
Dissertation:
Youssef NM, School adjustment of children with congenital heart disease [dissertation].
Pittsburgh (PA): Univ. of Pittsburgh, 1988.
Other Published Material
Newspaper article:
Rensberger B, Specter B. CFC’s may be destroyed by natural process. The Washington Post
(1989) Aug 7: Sect. A:2 (col. 5).
Audiovisual:
AIDS epidemic: the physician’s role [videorecording]. Cleveland (OH): Academy of Medicine
of Cleveland, 1987.
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Dictionary and similar references:
Ectasia. Dorland’s illustrated medical dictionary. 27th ed. Philadelphia: Saunders, 1988:527.
Classical material:
The Winter’s Tale: act 5, scene 1, lines 13-16. The complete works of William Shakespeare.
London: Rex, 1973.
Electronic Sources
General:
Excerpts from the Draft International Standard for Citation:
Site: http://www.nlc-bnc.ca/iso/tc46sc9/standerd/690-692.htm
More Specific with author(s):
Davies P. Tuberculosis: no longer down and out. Chest Medicine Online [web page] Dec 1996
Version 1.1; http://www.priory.com/med/tubercul.htm [Accessed 25 Feb 1997]
Hal D. Student use of most drugs [web page] Sep 1996.
http://www.prideusa.org/press95 [Accessed 25 Feb 1997]
Kulikowski S. “Readability Formula” in NL-KR (Digest vol. 5, no. 10) [electronic bulletin
board] (Rochester, NY, 1988 [cited 31 January 1989]); available from nl-kr@cs.rochester.edu:
INTERNET.
Personal Communication
Since personal communications cannot be accessed via database, they are not cited in the
reference section. Instead, cite the name of the person you spoke with, followed by the indication
that it is a personal communication and the most approximate date of the communication that you
can give:
i.e. …Many designers do not understand the needs of disabled people according to J.O. Reiss
(personal communication, April 18, 2000)…
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TRACK CHANGES INSTRUCTIONAL GUIDE
This document (U. Pittsburg, 2001) reviews procedures for using Microsoft Word’s Track Changes
feature. Topics include inserting, deleting and modifying text with Track Changes, accepting or
rejecting changes, and inserting comments in a document. A basic understanding of Word is
necessary.
I.
Introduction
Track Changes is a tool that is utilized in Microsoft Word for electronic review and markup of a
document. A document can be reviewed and edited by a single reviewer or a workgroup. When
track changes are enabled, Microsoft Word uses revision marks, the equivalent of “redlining” or
“blacklining” to indicate tracked changes.
After the document is reviewed and modified, the author can see the changes made by the different
reviewers – each reviewer’s changes are marked with a different color and are tracked by reviewer
name. The author of the document has final control over which changes to accept or reject.

Use the Tools, Options, User Information command to specify your name and initials for use
with Track Changes.
Notice To Users Of Microsoft Word XP: Track Changes displays the changes in a different
manner. Please refer to the last page of this Manual for instructions on using Track
Changes in Microsoft Word XP.
Enable Track Changes
Use the Tools, Track Changes, Highlight Changes command to enable Track Changes and select
the desired settings. Once the options are selected, click OK and begin editing a document.
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
Track changes while editing enables Track Changes.

Highlight changes on screen will display inserted, deleted, and modified text on screen in
a different color (e.g., red) and with some type of formatting (e.g., underline or
strikethrough).

Highlight changes in printed document will print the document with the revision marks
shown on screen and a line in the margin indicating the location of a change.
Click the Options button to change the color marks and formats that Word uses to track changes.
You can also double click the TRK button on the status bar at the bottom of the Word document
window to activate Track Changes. Initially this button is grayed-out, and will darken once
selected to indicate that the feature is turned on. Track Changes will start up with the previously
chosen options in the Highlight Changes dialog box (pictured above).
Insert and Delete Text with Track Changes
Insert Text
Text that is inserted in a document that has track changes enabled will display the text as
underlined in red. The following image depicts the added text (underlined in red print) with
revision marks along the left edge of the line affected by the changes.
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Delete text
Text that is deleted from a document that has track changes enabled will display the text in red print
with a strikethrough line through the text. The following image depicts the deleted text (in red
strikethrough) with revision marks along the left edge of the line affected by the changes.
Accept or Reject Changes
Use the Tools, Track Changes, Accept or Reject Changes command to review and accept or
reject changes in the document.
The following table summarizes the Accept or Reject dialog box options.
Item
Description
Changes window
Shows the selected change, along with the reviewers name or initials, and
the date and time the change was made.
View window
Changes with highlighting displays all the tracked changes in the
document.
Changes without highlighting hides the changes and shows how the
document will look if all changes are accepted.
Original displays the original, unchanged document so the author can see
how the document will look if all tracked changes are rejected.
Finds and selects the previous or the next tracked change.
Accepts the selected tracked change and removes change
highlighting from document.
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Rejects the selected tracked change and removes change highlighting
from document.
Accepts all the tracked changes in the document and removes change
highlighting.
Rejects all the tracked changes in the document and removes change
highlighting.
Reverses the last acceptance or rejection of a tracked change.
Closes the dialog box and retains the changes.

You can also use the right mouse button to individually accept or reject a change,
especially in a case where only a few changes are suggested. Position the mouse pointer
over a change and press the right mouse button, then select Accept Change or Reject
Change.
This shortcut menu also displays options to turn off Track Changes, or to view the Accept or
Reject Changes dialog box.
Inserting Comments
Authors and reviewers can make annotations on screen without changing the text by adding
comments. Use the Insert, Comment menu command to insert comments.
Word opens a separate comment pane and numbers a comment as it is added. As with revision
marks, Word tracks each reviewer’s comments in a distinct color. Word then shades the text in the
document that is commented in light yellow. Comments can be viewed via screen tips or in the
comment pane.
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Insert a Comment
1.
Place the cursor at the desired location.
2.
Choose Insert, Comment.
3.
Type your comments in the Comments pane (at the bottom of the Word window).
4.
Click the Close button when finished.
5.
Once a comment has been entered, the text will be highlighted in yellow.
6.
Position the mouse pointer over the highlighted text and the comment symbol
will
briefly appear on screen, and then the Screen Tip displays the comment, along with the
author’s initials or name.
The Reviewing toolbar contains icons to use with comments. Use the View, Toolbars menu
command to display this toolbar.
Insert Comment
Edit Comment
Previous Comment
Delete Comment
Next Comment
Use the Edit Comment tool or right click on a comment to use the Edit Comment shortcut. This
will open the Comments pane; use the Comments pane to edit and review all the comments in a
document. To delete a comment, use the Delete Comment tool or the Delete Comment shortcut.
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You can also copy comments from the pane to paste into the document. Comments can be
printed along with the document by using the File, Print menu command. In the Print dialog
box, select Options and click the Comments check box. To print only comments, select the
Print what drop-down list and choose Comments.
Microsoft Word XP Track Changes
Word XP will enable Track Changes when you use the Tools, Track Changes menu command or
the TRK status bar button; no dialog box will appear as with Word 2000.
The most obvious difference with Track Changes in Word XP is that of deleting text. Word XP
places deleted text within a “balloon” that appears in the right margin.
Comments and format changes that are made to the document, such as margins or fonts, are also
displayed in balloons.
The Tools, Options, Track Changes menu command controls Track Changes settings. To make
Word XP work comparable to 2000, disable the Use balloons in Print and Web Layout in the
Balloons area.
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Reference
Collaborative Editing with MS Word Track Changes. Sept 2001. University of Pittsburg,
Computing
Services
and
Systems
Development
(CSSD)
[Document];
http://training.cssd.pitt.edu/downloads/WordTrackChanges.doc [Accessed 29 Feb 2007]
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GUIDE FOR PRESENTATIONS
The following recommendations are intended to help AZVT speakers prepare effective
presentations. Please review these tips; if you have questions or would like advice, please contact
one of the AZVT Program Chairpersons.
Organization of the Presentation
·
The time slot for presentations is 30 minutes, plus several minutes for questions. Prepare an
outline of your topic and decide how much time you will require. You can request a longer
time slot; notify the Program Chairperson in advance of the meeting.
·
Determine the "take-away" message(s) you most want your audience to receive from your
presentation; focus your outline with this in mind. Your presentation should capture the
highlights of your topic; leave the in-depth details for your paper.
Preparation of Visual Materials
·
If you have access to a computer slide-making program, such as PowerPoint, this is an ideal
way to prepare the slides for your presentation. If possible, avoid the "blue-burn" slides. If you
need to use these, be sure not to overcrowd the slide with tiny print.
·
Resist the temptation to use the entire color palette in PowerPoint! Some of the very bright
colors are distracting, or the text gets lost. Also, remember that some of your audience may be
red/green color blind.
·
Use a large enough font size so that your audience will clearly see the text. If you are having
trouble fitting your text on one slide, reorganize your material onto two or more slides.
·
Be sure all photographs are clear and properly lighted. Avoid extraneous slides; focus on your
main topic.
·
Photographs must be in good taste; i.e. be sensitive to your audience when showing a necropsy
image.
·
Videotapes or DVDs can be very effective for your presentation. You can tape specific short
segments to illustrate a point, or you can tape the whole presentation. You may also insert a
video clip into your presentation. Be sure to contact the Audio/Visual person prior to your
presentation to make sure your media works!
·
Overhead illustrations may be used; be sure the text is of a large font and that the sheets are not
overcrowded. Design these as you would a slide; do not photocopy a page of text.
·
Have fun! This is a great opportunity to show off your creative skills. Humor (in good taste!)
is always welcome and appreciated.
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GUIDE FOR POSTER LAYOUT

Use a font size sufficient for the material to be clearly readable from a distance of 4 to 6 feet.

The title will stand out if it is CAPITALIZED with letters approximately 2 inches tall.

Bold headings will direct the reader's eye from section to section. Some suggested headings
are:
o Purpose/Objective/Hypothesis
o Method
o Results
o Conclusions

The content of the poster should reflect the information in your abstract.

The viewer should be able to read the material in a few minutes, so details should be minimized
as much as possible. As author, you will be able to provide detailed information verbally or
with a hand-out during the poster session.
o Hand-outs should not be too lengthy (1-2 pages) and they should enhance the information
on your poster. Hand-outs can also be left by your poster so if you are not there, viewers
can take the hand-out with them. Be sure to include your contact information on the
hand-out, so they can contact you with questions.

The average size for poster boards is 4 × 6 feet, but they can certainly be larger if needed. The
poster will be affixed to provided boards or walls via push pins or Velcro. The details of
what will be provided at the poster session will vary from year to year and from location to
location.
The poster session information has not been set yet, however you will be notified as to which day
you will be presenting your poster as soon as that information is available. You will have time to
set up your poster prior to the morning presentations. Please be available throughout the poster
session to answer questions.
Any questions, please contact one of your Program Co-Chairs.
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