Preparing Abstracts and Poster Presentations

1. Preparing Abstracts and Poster Presentations Keri T. Holmes-Maybank, MD Division of Hospital Medicine Medical University of South Carolina

2. Learning Objectives • Residents will learn to prepare an abstract for submission to a scientific conference. • Residents will learn to prepare a poster for presentation at a scientific conference. • Residents will identify elements of successful abstracts and posters. • Residents will identify pitfalls of unsuccessful abstracts and posters.

3. Key Messages • Successful abstracts and posters are heavily edited. • Successful abstracts and posters follow the guidelines and goals of the scientific conference. • Successful abstracts and posters are concise and focus on a few key points. • Successful abstracts and posters have clearly linked learning objectives and conclusions.

4. Why give a presentation? • Share knowledge • Experience presenting • Preparation for manuscript publication(34-77% of posters are published in p-r journals) • Feedback and criticism • ACGME requires residents to participate in scholarly activity • Separate yourself from other employment or fellow candidates

5. What should be presented? • Clinical practice, education, or research • Common diagnostic, therapeutic, or management dilemmas • Unique or important teaching points • Increases awareness of condition • EBM • Unusual presentation, complication, management • Proper or new diagnostic strategy • Cost effective approach • Rare

6. Where to present? • Society of General Internal Medicine • Southern Society of General Internal Medicine • American College of Physicians • South Carolina Chapter American College of Physicians • Society of Hospital Medicine • Subspecialty organizations

7. Abstract • Very concise statement/summary of the major elements of your vignette, research, or innovation • Submit to scientific organization for consideration of presentation at the organization’s conference

8. Poster vs. Oral • Oral • Only top abstracts • Usually 8 minutes followed by question and answer • Poster • Large formatted • Set up with other presenters in lecture hall • Set time – attendees will walk by and have opportunity to discuss poster

9. Getting started… • Ask your attending if good case • Collect history and physical, progress notes, relevant labs and imaging • Do literature review • Start by writing what made you interested • Write the case presentation

10. Specifications • Each organization has its own specifications • Length • Format • Read directions!!!!

11. Writing an abstract – 4 C’s • Concise – no excess wordiness or information • Clear – readable, well-organized • Cohesive – flows • Complete – covers the major points

12. Abstract Tips • Active voice, consistent and correct verb tenses • Simple, short sentences • Grammar correct - The Chicago Manual of Style: The Essential Guide for Writers, Editors, and Publishers • Eliminate unnecessary words • Avoid medical jargon • Generic RX • Don’t use >3 abbreviations-spell out first,common • NEVER “first case ever reported” • EDIT, EDIT, EDIT

13. Abstract Content Tips • Clear take home message • Design around 1-3 key points/objectives • Simple and concise • Don’t be emotionally attached to details • Omit details not essential to the main message • Want your audience to understand why your case is of interest to them

14. Scientific Abstract • Introduction • Methods • Results • Discussion

15. Innovations Abstract • Statement of Problem or Question • Objectives of Program/Intervention • Description of Program/Intervention • Findings to Date • Key Lessons Learned

16. SSGIM – Vignette Abstract • Learning Objectives • Case Presentation • Discussion

17. ACP – Vignette Abstract • Introduction (can omit and go straight to case) • Case description • Discussion

18. SHM – Vignette Abstract • Case Presentation • Discussion • Conclusion

19. Title • Interesting • Short • Descriptive • Summary • Do not give everything away

20. Authors • Presenter should be first author • Attending should be last author

21. Affiliation • Medical University of South Carolina, Charleston, South Carolina

22. Title NEW ONSET SEIZURES: REEMERGENCE OF INACTIVE SARCOIDOSIS TemeiaMartin,MD (Resident); William Moran, MD Medical University of South Carolina, Charleston, SC

23. SSGIM - Learning Objectives • Only 1-3 objectives • Clear, concise • Clear link to conclusions • Action-oriented • Recognize • Diagnose • Assess • Treat • Distinguish • Manage • Identify • NOT – know or understand

24. ACP - Introduction • Describes context of the case and explains relevance and importance • Usually 3-ish sentences

25. Case Presentation • BRIEFLY describe case • Pertinent HPI, ROS pos/neg, PMHx, SocHx, FamHx, Rx • Pertinent PE findings pos/neg, diagnostic studies, interventions/treatment • Patient outcome • Only PERTINENT info

26. Discussion • Emphasize key points • Importance of this case • Different/unique • Implications: teaching, practice, research? • Future: do differently? • ****Make sure is clearly linked to objectives**** • Concise

27. SSGIM Abstract Criteria • Clarity of presentation • Concise, complete, organized, well-written, focused objectives • Significance/relevance to general internal medicine • Unique, interesting. Contextualizes and describes impact on clinical practice in internal medicine, teaching/education or future research • Teaching value • Offers important diagnosis, physical examination, or management pearls

28. Why not accepted? • Poor presentation • Weak discussion • Lack of originality • Inadequate support • Conclusions not tied to learning objectives • Objectives not clearly stated

29. Successful Abstracts • Follow the guidelines/directions • Well-written • Meets goals of conference • Basis of future work

30. POSTER PRESENTATIONS • To distill down to a brief presentation effectively requires clear thinking, careful planning, and concise, efficient communication. • Best clinical vignette posters are those that make a small number of points(even just one) clearly and succinctly.

31. Poster Content Tips • Clear take home message • Clear why your case is of interest to audience • Design around 1-3 key points • Don’t be emotionally attached to the details • Omit details not essential to the main message • Do not include abstract unless required - redundant

32. Poster Construction • Abstract is the basis • Judicious use of more detail

33. Poster Tips • BULLET POINTS – simple and concise - PHRASES • Orderly, left to right • Organized - Easy to follow flow of info • Use white space – not overly dense with text • AVOID CLUTTER – simple, user friendly • Use no more than 4 colors • No more than 3 sizes of font • No smaller than 24 point • San Serif fonts: ARIAL, Trebuchet MS, Helvetica • Make it visual – images, tables

34. Remember • Anyone who views your poster walks away with key information • 10-10 rule (10 seconds from 10 meters) - Draw them in • Goal to share information and have many viewers

35. Poster Outline • Title • Authors, institution, location • Follows abstract outline plus conclusions

36. Title • Center, All caps, Largest font on poster • Smaller font for author, institution, city, and state • Upper and lower case for author, institution, city and state

37. ACP Introduction • Describe the clinical context and relevance • 1-3 sentences/phrases • Bullet points if possible

38. Case Presentation • BULLET POINTS • Clear, concise • Only pertinent info • Do NOT be emotionally attached to details • Omit any information not relevant to main message

39. Case Presentation • Brief • Relevant HPI • RelevantPMHx, SocHx, FamHx • Ros pertinent positive/negative • PE pertinent positive/negative • Pertinent Laboratory, biopsy, and imaging • Hospital course • Treatment

40. Discussion • Importance of this case to audience • Support your conclusions • Lessons learned • Subheadings for your main message: • diagnostic criteria, diagnostic modalities, unusual presentation, description of biopsy results, treatments, guidelines, possible mechanisms

41. Conclusions • TAKE HOME MESSAGE • May be all your audience sees • Emphasize key points

42. Images • ***Real draw to attendees in vignettes*** • ***Center, top (under title) of poster*** • Large, clear • Use arrows • Review with radiologist

43. Figures and Tables • Use graphs for a purpose NOT to dress up • Emphasize learning points • Simple - Not too many columns or rows • Label graphs very clearly • Horizontal labels

44. References • Really small font • If necessary can print on separate sheet and attach to bottom right corner

45. Attendings • Have your attending review your poster • Provide constructive feedback • Rehearse your overview • Practice for judges questions

46. Getting Your Poster Made • Lisa Fennessy, Art Services • Send the proof to Lisa Fennessy by email – no pdf • Lisa will print proof same day • Edit proof (maybe several times) • Final proof • Send the final one week before need poster

47. Etiquette • Prepare a 1-2 minute summary of your poster • Dress professionally • Stand by poster – expected by mtg coordinators • Be prepared to answer questions from the judges • Wait for readers to finish • Make eye contact - Put down any food or drink when discussing poster • Know the flow of your poster and refer to it • Don’t get tipsy before or during presentation

48. ACP Poster Judging Criteria • Significance – increase understanding of a disease, improve the diagnosis or treatment • Presentation – logical, interesting, clearly written, free of grammatical problems • Visual impact – effective, value of figure and graph • Interview – knowledgeable, conversant

49. SSGIM Poster Judging Criteria • Poster Presentation – outstanding organization, excellent poster format, effective illustrations, appropriate amount of words • Learning objectives – clearly stated learning objectives, tied to conclusions, supported by data • Content – clear, concise case description, all RELEVANT patient information, info well organized • Teaching/educational value – valuable to internists, increases understanding of disease, improves diagnosis or treatment of disease state • Overall

50. SSGIM Most Common Pitfalls • Objectives not clearly stated (content) • Inappropriate amount of words(too many) • Conclusions are not tied into learning objectives (conclusions)******