Resources for Annual Assembly Poster Presenters

Annual Assembly



2023 AAPM&R Annual Assembly
November 15 - 19

Poster Presenter Checklist 

Due Now

Accept Your Poster Invitation

Poster Presenters received a personalized email in June with a link to their invitation. This email contains instructions to log into our content management system (Annual Assembly Conference Harvester), accept their poster invitation and confirm their audio presentation.

If a presenter has not yet done so, please login to accept/or decline their invitation. Invitations must be completed prior to addressing the other necessary tasks. If you have any questions regarding your invitation, please contact abstracts@aapmr.org.

October 2, 2023

Complete Profile Information

Presenters will need to upload a current digital photo, complete a 2-4 sentence biography, and update contact information in the Conference Harvester. Login details have been emailed previously.

October 30, 2023

Upload Electronic Poster & Audio Recording 

All e-Poster submissions must be uploaded to the Conference Harvester for review. Details about submission will be sent in August to all presenting authors. Please review the Electronic Poster Guidelines and content suggestions below.

After uploading of poster, presenting authors can record audio for each poster. Attendees will hear the audio when they view the poster and it creates a more personal and engaging experience.

Poster Layout Guidelines

Poster Presenter Information

The 2023 Annual Assembly will include 700+ posters presented via a dynamic and interactive platform. All posters will be on display in our ePoster Gallery for registered attendees to view beginning the week of November 6th. Poster presentations and the "Best Of" presentations will take place live in New Orleans. Please refer to the meeting agenda for specific times.

Presenter Change

If you would like to change the presenting author, contact abstracts@aapmr.org by Monday, October 30, 2023. Only listed co-authors are eligible to present research.

Poster Format

The following guidelines will ensure that your work is presented in the most rewarding and effective manner.

Poster's should be a stand-alone, self-explanatory display, allowing viewers to read on their own. Every electronic poster should lend itself to presenting information in a self-explanatory format. The time spent at a poster is determined by the viewer; an effective poster will have a good balance of easy-to-see figures, graphics, and text.

  • Length - A single 16:9 PowerPoint Presentation Slide in PDF format.
  • Font - Suggest Times New Roman, Calibri or Arial.
  • Minimum Font Size - 8 
  • Review the Electronic Poster Guidelines for assistance with formatting.
  • Heading - A heading for the top of the poster should be prepared indicating: (1) title, the same as that of the abstract submitted, (2) author(s), and (3) institutional affiliation of the author(s).
  • Content - An abstract of your research should be included in the layout.
  • Graphics - Graphic material, tables and illustrations should be as simple as possible. Numbers or arrows to indicate the viewing sequence are of great assistance to viewers. Photos should have a matte finish. Photographic Images should only be used with permission and must be cited.
  • QR Codes - A QR code can be include if they direct participants to clinical content and are not promotional.
  • Videos - Video use is not permitted.
  • Commercialism - Posters must avoid commercialism, promotion, or advertisement. Posters that are deemed to be commercial, promotional or an advertisement will removed from the website.
  • Level of Evidence - Presenters are required to disclose levels of evidence for any cited references integral to their talk (see template below).

Audio Recording

Presenters are required to audio record a 5 minute explanation of their research. This recording will be completed after uploading the e-poster to the Conference Harvester. Please allow an estimated 3 minute delay after uploading the e-poster to have access to record your audio. The instructions are outlined when logged in. Note, the ability to re-record the poster multiple times is available. Audio recording is not optional.  

Registration Policy

At least one author is encouraged to register for the 2023 Annual Assembly. Click here for registration information.


The abstract you submitted will be published in PM&R and will be distributed to all AAPM&R subscribers as well as all attendees of the Annual Assembly. A supplement of PM&R will be released electronically a few weeks prior to the Annual Assembly and will feature all abstracts.  Abstracts will be copy-edited to conform with PM&R style and usage.

Embargo Policy
While abstracts will be released to PM&R subscribers, Annual Assembly attendees, and members of the media prior to the Annual Assembly, abstract content and any updated research cannot be promoted or reported until Thursday, November 16, 2023 after 8 am. We encourage all presenters to submit their completed papers to PM&R for publication consideration.

Best of Presentation Guidelines

Presentation Notification

Only individuals (Primary and Presenting Authors) who received a communication from abstracts@aapmr.org are asked to present their research live in-person in the Research Hub in New Orleans, Louisiana. These presentations were highly ranked and will also be available in the virtual event for all registrants to view and hear their research. Please refer to the meeting agenda for specific times of these Research Spotlight sessions.

Research Spotlight Session Format

Approximately 5-7 research and case reports will be scheduled in a 45 minute session during scheduled times. In-person registrants will come and go through these sessions, which will be moderated by committee members from multiple AAPM&R education focused committees.

"Best of" Poster Presentation Format

  • Each research presentation should be no more than 7 minutes in length.
  • Presenters may either use their actual e-poster file or can use up to three PowerPoint slides to present your data.
  • Title slides do not count towards the three-slide limit.
  • If they chose to use PowerPoint slides, we strongly encouraged use of the AA23-Powerpoint which is already formatted to 16:9 aspect ratio.

Please note, registration is required for participation. There are not discounts for presentersClick here for registration information.

Level of Evidence Citation

The Requirement

All research session/course presenters are required to disclose levels of evidence (LOE) for any cited references integral to their talk (see template below).

Purpose of the Requirement

The intent behind this request is to elevate the educational value of all research presentations and promote the understanding of Evidence-Based Medicine principles.

EBM Background

What is Evidence-Based Medicine? Sackett defines it as the “conscientious, explicit, and judicious use of current best evidence in making decisions about the care of individual patients.” At its core, it is about finding the best available evidence and using that evidence to inform clinical decision making. This can be accomplished by using a hierarchical system to classify evidence - which is known as the levels of evidence.

Preferred LOE table of AAPM&R Evidence Committee

The Evidence Committee has selected the AAOS JBJS’s 2003 Levels of Evidence Table as their preferred table. This tool has been utilized by the Evidence Committee since 2012 to help standardize the Academy’s protocol for review of evidence and establish levels of evidence for all Academy work products. Click here to access the Academy’s LOE table.

Citations and Additional Resources

  1. Sackett DL, Rosenberg WMC, Gray JAM, Haynes RB, Richardson WS. 1996. Evidence based medicine: what it is and what it isn't. BMJ 1996;312:71
  3. Oxford Centre for Evidence-Based Medicine


Conflict of Interest Guidelines

Anyone in a position to control the content of a CME activity must complete a Disclosure Form to disclose all relevant financial relationships (in any amount), including those of a spouse or partner from the past 12 months, with any commercial interest. *

Relevant financial relationships can include such things as grants or research support, employment, consultant, stockholder, speakers’ bureau, etc.

*A commercial interest is defined as any entity producing, marketing, re-selling, or distributing health care goods or services consumed by, or used on, patients. Providers of clinical service directly to patients are not considered to be commercial interests. Please see the AAPM&R COI Disclosure and Resolution Policy for more information.

Individuals who do not disclose their relevant financial relationship(s) will be prohibited from participation in the planning of a CME activity.

All faculty involved in sessions MUST include one of the attached Disclosure Slide templates as the 1st or 2nd slide in your presentation to disclose any relevant financial relationship(s) verbally to the audience.

Use this template when you have a relationship(s) to disclose. 
(i.e. Dr. John Doe is on the Speakers’ Bureau for ABC Company. or Dr. John Doe is the recipient of a research grant from XYZ Organization.)

 Use this template when you have no relevant relationship(s) to disclose.

Poster Presenter Engagement

Below are ways presenters can engage with assembly attendees and promote their upcoming research presentation.

PhyzForum: Faculty are encouraged to build up anticipation for their sessions through our online member forum, PhyzForum.

Social Media: The Annual Assembly has a presence on several social media channels and is always looking to creatively engage attendees. Please log on to share why you are excited for the 2023 Annual Assembly!  

  1. Twitter: @aapmr #aapmr23
  2. Instagram: @aapmr #aapmr23
  3. Facebook: @aapmrinfo #aapmr23
  4. YouTube: aapmrsite

Poster Presenter Frequently Asked Questions

Contact the AAPM&R National Office at (847) 737-6000 or email: abstracts@aapmr.org.