Poster Presenter Resources

Congratulations on your Poster acceptance to the 2025 Tandem Meetings | Transplantation & Cellular Therapy Meetings of ASTCT and CIBMTR this February 12–15, 2025, at the Hawaiʻi Convention Center in Honolulu, Hawaii. This page will serve as a home for all the resources and information you need to present your poster. 

Eligibility Policy  

Work submitted and accepted for presentation should not have been reported previously in an archival scientific publication, either as an article or as an abstract, at the time of submission. Data that has been, or will be, presented at any other meeting before being presented at the 2025 Tandem Meetings of ASTCT and CIBMTR, is in violation of this policy. If you submitted an abstract to ASH's annual meeting, please review ASH's copyright policies to ensure that you are in compliance.   

Quick Links

• Acceptance & Title Confirmation
• ADA Support
• Withdrawal Policy
• Speaker Profile, Registration & Housing
• Poster Guidelines
• Poster Abstract Template
• Printing, Set Up & Take Down Guidelines
• Abstract Embargoes

Acceptance Confirmation, Title Confirmation, ADA Support Form (if applicable), Withdrawal Requests (if applicable)

Due by Friday, December 20, 2024, 12:00 PM CT. No extensions!  

Please refer to your acceptance letter for your unique Speaker Center access link to log in, then click on the “Action Items per Session” tab and select your assigned Poster Reception Category to complete the below action items by Friday, December 20 at 12:00 PM CT. Completing these action items serves as your acceptance confirmation.

Confirm Poster Acceptance

Please refer to your acceptance letter for your unique Speaker Center access link to log in, then click on the “Action Items per Session” tab and select your assigned Abstract Poster Session. You must confirm your poster in your Speaker Center by selecting “yes” or “no.”  

In person attendance and presentation is required – if you cannot attend or present in person, your abstract will be removed from the program and from publication.   

Confirm Title & Presenting Author 

Please refer to your acceptance letter for your unique Speaker Center access link to log in, then click on the “Action Items per Session” tab and select your assigned Abstract Poster Session. Please confirm the abstract title and presenting author.  

Any title and presenting author changes requested after Friday, December 20, 2024, 12:00 PM CT, will only appear in the online schedule. The title and presenting author listed will not be updated in ASTCT's journal, Transplantation and Cellular Therapy.  

ADA Support (if applicable)  

Pursuant to the Americans with Disabilities Act, do you require any aids or services that could impact your ability to present (example: handicap accessible stage access)? If so, please complete the ADA Support Form to identify your needs by after Friday, December 20, 2024, 12:00 PM CT.  

Withdrawal Policy (if applicable)  

Withdrawal requests of accepted abstracts must be received in writing to tandemabstracts@astct.org by Wednesday, December 11, 2024, 12:00 PM CT with the subject line "WITHDRAWAL REQUEST – ABSTRACT [ID NUMBER]". The Tandem Abstracts Team cannot honor any requests that do not use this subject line and are not received by email or any request submitted after the stated deadline. All abstracts remaining in the program on Wednesday, December 11, at 12:01 PM CT will be presented in person by the designated presenting author, and will be published as-is in the online schedule and in ASTCT's journal, Transplantation and Cellular Therapy.  

Speaker Profile, Registration, and Housing

Due by Wednesday, January 8, 2025  

Complete Speaker Profile; Upload Photo and CV   

Please refer to your acceptance letter for your unique Speaker Center access link to log in. Providing your bio, phonetic spelling of your name, uploading your photo, CV, etc., will allow attendees to get to know you before the Poster Reception!  

Registration, Housing & Travel

The presenting author is required to register for in person attendance and secure their housing by Wednesday, January 8, 2025. 

Registration  

Presenting authors will receive the early registration rate for their registration category by entering the comp code provided in their acceptance letter into the “Exhibitor/Attendee Comp Code” section. Click here to register and here to view the code of conduct. Please direct registration questions to tandemregistration@smithbucklin.com.  

Housing

Presenters are responsible for booking their housing and all housing costs and associated fees. Discounted housing accommodations are available at several area hotels in Honolulu; however, rates outside our room block will be much higher. Attendees must register for the conference before securing housing.  

Upon completion of your conference registration, you will have access to the hotel reservation link located on your registration confirmation page. Presenting authors are required to book their travel and housing by the above stated deadline and are responsible for all travel and housing costs and fees. Please refer to the housing & travel webpage and the housing FAQs. 

Travel  

Presenters are responsible for booking their travel and all travel costs and associated fees. The recommended airport is Daniel K. Inouye International Airport (HNL), which is a 20-minute drive from the Hawai‘i Convention Center.  

A variety of transportation options are available between the airport and hotels, including rideshare services such as Uber and Lyft, taxis and public transit. The Tandem Meetings will not be offering shuttle services between hotels and the convention center. Please refer to the housing and travel webpage for more information.  

Visa Support 

In lieu of a visa support letter, the Tandem Meetings Abstract Team recommends that you save your abstract acceptance email for visa purposes. For more information, please visit https://www.tandemmeetings.com/About/FAQ.   

Housing Fraud Alert 

For the security of you and your company, please make your arrangements for the Tandem Meetings directly through information provided to you via email from the authorized housing company, OnPeak. If there is ever a question about a communication received, please check with the Tandem Meetings team to confirm the provider is a preferred supplier before acting. The Tandem Meetings, ASTCT and/or CIBMTR are not responsible for services booked through means other than our official vendors nor can we guarantee the authenticity of those offers. 

If you are contacted by a third-party company, please do not provide them with any personal information and contact the 2025 Tandem Meetings Conference Office at tandemmeetings@mcw.edu. 

Poster Guidelines

The Presenting Author is required to attend the Poster Reception on Thursday, February 13, 6:45 PM - 7:45 PM HST in Exhibit Hall 3 to present their poster. You will present your poster to attendees by standing in front of your poster for the full duration of the Poster Reception (60 minutes) to discuss your research findings with and answer questions from attendees. If you have more than one poster, please split your time accordingly at each poster.  

Please adhere to the below poster creation guidelines Authors are also welcome to utilize the 2025 Tandem Meetings Poster Template for creating their poster. 

Abstract Template

In Person Presentation 

In person presentation at the poster reception is required. If you cannot attend or present your poster in person, your abstract will be removed from the program and from publication.  

Dimensions  

The poster size must be equal to or less than 65 inches wide by 41 inches tall (165 centimeters wide by 104 centimeters tall). Poster presenters are encouraged to use the 2025 Tandem Meetings Poster Template. You may use your organization’s poster template as long as it meets the dimension requirements. Dimensions larger than 65 inches wide by 41 inches tall (165 centimeters wide by 104 centimeters tall) are not permissible.

Required Content 

All posters are required to include a title, introduction, objectives, methods, results, conclusions, author full names with the principal author listed first, any author financial and conflict of interest disclosures, in text citations, and a reference list.  

Please label section headings and sub-headings clearly and consistently. Spell out acronyms, abbreviations, and symbols the first time they are used. All equations and variables should be explained in a caption or in the text. 

Figures, Tables & Images 

The inclusion of tables and figures is strongly encouraged. Most images will be about 8" x 10" (20 centimeters by 25 centimeters) when your poster is printed full-size. No image should be smaller than 5" x 7" (13 centimeters by 18 centimeters). Most printing glitches are the result of incorrect image files – it is recommended you use .tiff, .jpg or .png images that are 300 dpi.  

QR codes may be included on posters if they are linked to educational materials like academic studies for additional ready by attendees. QR codes may not be used to link for promotion of business or services. 

Font & Colors 

Use an accessible font that is 36 - 40 pt to be easily legible to attendees, although 32pt or even 28pt could be used in isolated areas. Figures, tables, and their captions must be legible to the poster viewer. Choose your colors to provide strong contrast and avoid pairing red and green elements to assist those with red-green color blindness. You should use dark text colors on a light background, or vice versa. 

Digital Poster for Virtual Attendees (Optional)

You may opt to upload a digital version of your poster prior to the meeting so virtual attendees can view your research. In-person poster presentation is still required. Failure to present your poster in person will result in the removal of your abstract from the program and from publication.  

Prohibited Information 

Poster cannot contain any industry logos and/or brand names of pharmaceutical drugs. Brand names must not be used if at all possible unless required to eliminate confusion about identical products. Please use generic names to contribute to impartiality. If the CME educational material or content includes trade names, where available trade names from several companies should be used, not just trade names from a single company.     

Printing, Set-Up & Take Down Guidelines 

The Presenting Author is responsible for creating, printing, bringing, setting up, presenting their poster in person and taking down their poster as well as all costs. There is no virtual presentation option for the poster reception; however, you can upload an optional digital version for virtual attendees. 

Poster Printing 

The Hawaiʻi Convention Center Business Center offers on-site poster printing and pickup through FedEx.  We recommend printing your poster on matte poster paper (can be gloss or no gloss) for easy hanging. Poster presenters are responsible for all printing and creation fees. 

Poster Set Up 

The presenting author and/or a colleague in attendance is required to set up the poster in the designated poster board spot (see poster number in acceptance email) on Wednesday, February 12, 2025, between 7:00 AM – 1:00 PM HST in Exhibit Hall 3. Poster boards are cloth-covered cork board. Push pins will be provided for poster hanging.  

Your designated poster board will have your poster number in the top right corner. Please refer to your acceptance email for your poster number. Do not hang your poster in someone else’s designated board spot – your poster will be removed and discarded.  

Poster Take Down 

Posters must be removed by the presenting author on Saturday, February 15, 2025, between 3:00 PM – 6:00 PM HST.  Any posters remaining in the exhibit hall past 6:00 PM HST will be discarded. 

Abstract Embargoes  

Abstracts submitted for presentation to the 2025 Tandem Meetings will be embargoed by the author(s) and the 2025 Tandem Meetings, upon submission. The embargo will be lifted, and abstracts will be made available for viewing on Friday, January 17, 2025. Late-breaking abstracts will be subject to a separate embargo timeline and will be available for viewing on Thursday, February 13, 2025. 

Questions?

View our contact page to direct your question(s) to the appropriate members of our staff.