WSAUA Annual Meeting
Presentation Submission Instructions & Guidelines
See below for abstract, poster and video preparation as well as guidelines for presentation file submission, tips, terms and policies.
General Abstract Preparation
- See abstract sample below and follow the exact format.
- Your abstract should fit on one page using Microsoft Word, formatted as follows: width 5.5″, height 8.5″, 0.5″ inch margins for top/bottom and right/left
- Use 10 pt Arial font (word count = no more than 350)
- Center title portion and justify body, single space with double spaces between paragraphs, justify the margins
- Type the title of paper in bold type using upper and lower case letters, not all caps. (Use 10 pt. Arial font)
- Use first names, middle initials, last names and degrees of all authors, list the principle author first.
- If any author is not a member of the Section or AUA, place an asterisk (*) after his/her name.
- List city and state of origin, but not the institution.
- After listing city and state of origin: “Presentation to be made by Dr./Ms./Mr._______________.”
- The abstract should be informative and detailed. It must contain – objectives, methods, results and the conclusions. It is NOT acceptable to state that “the results will be discussed.”
- REQUIREMENT: If there is a funding source, this must be listed at the bottom of the one-page abstract.
- Do not include graphs or photos, save that for your live presentation.
- On the abstract submittal form check preference of Podium or Poster, Poster only, Round Table, Essay or Video.
- Submit the abstract form only once. If there are any updates or corrections, email the new abstract to firstname.lastname@example.org. Include the paper title and your name in the email.
- If your abstract must fit in the specifications, if not, it will be returned to you.
- If submitting an essay, both the one page abstract AND essay manuscript are due at time of the abstract deadline.
Please format page as follows:
width 5.5″, height 8.5″, 0.5″ inch margins for top/bottom and right/left.
Video Surgi-Session Submissions - must be uploaded by June 10
Submit your video for consideration on the program! There will be a special Video Surgi-Session. Video presenters must submit an abstract regarding the presentation by the deadline. Once accepted instructions and links will be sent. Video formats to use: .mov / MP4 / wmv files.
- Video submissions should be less than 10 minutes and Microsoft Windows PC compatible – running Quicktime or Media Player.
- All video’s will be tested and stored for presentation. You will NOT be permitted to use your own computer at the time of presentation.
- Upload or send video files to: Western Section AUA at 1950 Old Tustin Avenue, Santa Ana, CA 92705 by deadline.
- Upon arrival to the meeting, please check-in at the Slide Preview Room to be sure the video has been tested and labeled as ready. Please bring a copy of your video to the meeting.
- Abstract Form: Submit a one-page abstract form for the Abstract Book.
Poster Session Submissions
Posters are designed to permit the author of a technical paper to explain and illustrate concepts, techniques or research findings in a simple graphic manner that will promote understanding more readily than a “rapid fire” podium address. Presenters will be sent instructions upon acceptance.
Those selected for a moderated poster session will present a 2 minute podium presentation along with one PowerPoint summary slide. Those selected for an unmoderated poster session will hang their poster for all day viewing on Sunday, but will not have a formal presentation.
BOTH MODERATED & UNMODERATED POSTER SIZES will be approx. 44″ wide by 44″ tall (usable area of poster). Design the poster(s) to explain and illustrate concepts, techniques or research findings in a simple graphic manner. (See sample design below)
POSTER POSITION – 2 POSTERS PER BOARD
PowerPoint File Submittal Instructions
NOTE: WIDE FORMAT SCREEN (16:9) USED DURING SESSIONS
- Send your PowerPoint presentation file by the deadline via our file upload utility.
- All files received will be loaded into a Windows PC where they will be tested and stored for use in your presentation. You will NOT be permitted to use your own computer at the time of presentation.
- Minor adjustments to your presentation may be made on-site at the Slide Preview Room no less than two hours in advance of your presentation time. Please do not attempt to update your file in the session room.
- MAC Users: Please be sure your file can be opened on a PC. Some early versions of PowerPoint may not be compatible.
- Short embedded videos are permitted, however, will be subject to output testing. Please be sure your video file is included or combined with the PowerPoint file so it will work on our computer.
- Upon arrival to the meeting, please check-in at the Slide Preview Room to be sure we have your file loaded and status as ready. Please bring a backup of your file on a memory stick to the meeting.
Tips for a Better Presentation:
- Use a dark blue background, white lines and letters, and red surrounded by white for highlights.
- Stay with the primary colors, do not use blended colors such as gray or mauve.
- Use white or yellow bullet points.
- Do not use red lettering.
- Change numbers to pictures – whenever possible use graphs.
- When using diagnostic images, place arrow to show the important features.
- Show conclusions at both the beginning and the end of the presentation.
- Use an outline for case presentations.
- Limit verbiage. Use “6 x 6” rule. Use no more than six words across and six lines down of information.
- Do not use the laser pointer to draw circles and repeatedly underline your slide. Simply point at the projected feature and then turn the pointer off.
- If you have to apologize for a slide, do not use it.
Publication & Presentation of Accepted Abstracts
Abstracts selected for presentation will be available in the annual meeting materials, both print and digital, and are published online. At this time, your abstract and all information will become a matter of public record and may be referenced by WSAUA, media relations staff, and others. Please review the abstract licensing agreement/copyright policy below for more information.
• The submitter acts on behalf of all co-authors and in submitting an abstract, transfers to Western Section of the American Urological Association (WSAUA) the copyright and all other rights in the material comprising the abstract if the abstract is accepted. Co-authors reserve the following: All proprietary rights other than copyright, such as patent rights; and the right to use all or part of the abstract in future works of their own.
• WSAUA, as holder of the copyright of the accepted abstract, reserves all rights of reproduction, distribution, performance, display, and the right to create derivative works in both print and digital formats.
Abstracts should not include libelous or defamatory content. Material presented in abstracts should not violate any copyright laws. If figures/graphics/images have been taken from sources not copyrighted by the author, it is the author’s sole responsibility to secure the rights from the copyright holder in writing to reproduce those figures/graphics/images for both worldwide print and web publication. All reproduction costs charged by the copyright holder must be borne by the author.
Authorization to Record
Authors and Presenters grant to WSAUA and their vendor the right to audio record thier presentation and/or use of associated material (PowerPoint etc) for use in the publishing of event-based materials for/from the distribution in any media format on behalf of the WSAUA and agree that they shall receive no compensation for this recording.
General Terms and Policies
• All abstracts presented at the WSAUA Scientific Sessions must conform to the eligibility criteria listed above.
• The WSAUA Program Chair will determine presentation time and format for all accepted work, based on the topic and relationship to others submitted.
• All presentations and question-and-answer periods will be in English. If presenters need assistance in understanding or responding to questions in English, they are encouraged to have a member of their research group assist them.
• Each presenting author is required to comply with the WSAUA Disclosure Policy and is expected to disclose to the audience any real or apparent conflict(s) of interest that may have a direct bearing on the subject matter of the continuing medical education activity. This pertains to relationships with pharmaceutical companies, biomedical device manufacturers, or other corporations whose products or services are related to the subject matter of the presentation topic.
• Presenters are required to make disclosure of any financial interest/arrangement or affiliation with any organization(s) that could be perceived as a real or apparent conflict of interest in the context of their presentation subject matter. Disclosure information collected during the submission process will be published in WSAUA’s final program materials. To be in compliance with this policy, oral presenters must disclose at the beginning of their presentation. Poster presenters must include disclosure information on their posted presentation materials.
• Any additional or revised guidelines for abstract presentation will be provided to presenting authors of accepted abstracts in their notification email.