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Accepted Poster Presentation Guidelines

Congratulations on having your abstract accepted for presentation as a poster at the 113th AAVSO Annual Meeting! On this page, you will find information about deadlines as well as tips for preparing and printing your poster. Please review these instructions carefully.

If you have any questions, please contact Lauren Herrington (lherrington@aavso.org).

Instructions

  1. Register for the Annual Meeting before September 27, 2024. (Deadline passed)
     
  2. Create your poster, then save it as a PDF with the filename "[Your last name]_poster24.pdf".
    • PowerPoint is a popular option for designing scientific posters. Create your poster as a single slide, and export to PDF.
    • We recommend the standard size 36"×24". Our largest display boards measure 44"×28", so your poster should not exceed this size.
    • Landscape orientation is preferred, as your poster will be displayed on landscape orientation screens when you advertise it to the audience on Saturday morning.
       
  3. Email your final PDF to Lauren Herrington (lherrington@aavso.org) no later than October 21 November 4 @ 11:59 p.m. ET. (Deadline extended!)
    • Please use the subject line format "[Your last name]_poster24".
    • Inside your email, please include the physical dimensions of your poster, so that we can prepare a rigid board for your easel.
       
  4. Bring a physical copy of your poster to the Annual Meeting. The AAVSO will not print any posters.
    • We will provide an easel on which your poster will be displayed.
    • You may print your poster on a non-rigid material such as paper or fabric. We will provide a rigid board to which you can attach your poster for display purposes.
       
  5. Be prepared to give a short pitch about your poster on stage.
    • On Saturday morning, we will give you the opportunity to walk on stage and pitch your poster to the audience.
    • You will have a maximum of 90 seconds for your pitch. You do not have to use the full 90 seconds.
    • We will show your poster on the main display screens during your pitch.

Conference Proceedings

You have the option of preparing a full proceedings paper for inclusion in a special "Conference Proceedings" volume—Proceedings of the 113th Annual Meeting of the American Association of Variable Star Observers.

Proceedings papers should be submitted to Joyce Guzik (joy@lanl.gov) by Monday, December 16, 2024. If you do not receive an acknowledgement of your email within a few business days, your email may have been caught by a spam filter; please send a second email without any attachments.

Conference proceedings will not be formally refereed, but will be curated and edited by guest editor Joyce Guzik and AAVSO staff. In short, they should be similar to JAAVSO manuscripts in organization, with sections roughly as follows:

  • Introduction giving motivation for the work and background
  • Methods, whether observational or theoretical
  • Results
  • Discussion
  • Conclusions
  • Acknowledgments
  • References in the same format as in JAAVSO: mentioned in the text as (author(s) date) and listed alphabetically at the end

Please use this downloadable .docx template as a guide for formatting:

Figures and other graphics are encouraged, but should not be much more extensive than those included in your poster. Conference proceedings should also not include extensive data tables; those should be saved for subsequent publication in an archival journal such as the JAAVSO. Ordinarily, there will be no length limitation, although our staff will request that verbose writing be condensed.