Annual Research Showcase

Showcase Program:

Abstract Submission Deadlines:

March 10th, 2025 - to be considered for the oral and poster presentation competitions

March 28th, 2025 - all others (no competition, poster only)

PLEASE READ FIRST - Abstract Submission Form Components:

1. Title: 250 characters max
2. Abstract Text: 2,500 characters max
3. Abstract Document: upload a PDF of the full abstract (this includes Title, Authors, Affiliations, and Abstract Text)
4. Presenting Author: this is the person that will deliver the presentation. For the competition, the presenting author must be a student or postdoc
5. Senior or Corresponding Author: this is Principal Investigator for the project or the Head of the laboratory; typically a faculty member but can have another role in ALVSCE
6. Permission to Share: we collaborate with Tech Launch Arizona and ALVSCE Development Office to have abstracts screened for intellectual property and development opportunities. A "Yes" in this question authorizes us to share your abstract with them. If you are a student or postdoc, please allow the Principal Investigator on the project to make this decision and tell you what to choose.
7. Research Domain: we use broad categories to organize the abstracts for the showcase, please select the one that best matches the subject of your presentation
8. Author Approval: this tells us that all authors are aware and approve the submission; students and postdocs please make sure your Principal Investigator or mentor are aware and approve
9. Author Attendance: please indicate that the presenting author will attend to present the poster at the showcase
10. Presentation Type: indicate your preference between oral, poster, or either
11. Presentation Competition: if you are a student or postdoc, please indicate if you would like to participate in the competition. Please note that this requires the abstract to be submitted much earlier than non-competing presenters

When ready, submit your abstract here: https://forms.office.com/r/5L4dm6A7RH

Introduction: Every year we recognize the outstanding presentations delivered by our students and postdocs. This year will be no exception. We have made some changes to the process to enhance the peer-review process and streamline the activities during the event.

New Deadline: presenters interested in competing shall submit their abstracts no later than March 10th for guaranteed consideration. After March 10th, we will only consider abstracts if there is space remaining in the competition. Of all abstracts submitted to the competition, 20 will be chosen for competition and up to 8 winners recognized at the event. 

New Judging Process: We will no longer utilize showcase time to select winners. Instead, competitors will submit their presentations ahead of time for judging prior to the event. Winners will be recognized at the event.

Instructions for Oral Presenters Selected for the Competition:

1. If you are interested in competing with an oral presentation, make sure to indicate that you want an oral presentation and to participate in the competition when submitting your abstract
2. If you are selected for the competition, you will be notified by email
3. Detailed instructions will be provided in the invitation email. Briefly, you will be asked to submit a PDF file of your slides and a recording of you delivering your presentation. A due date to submit these materials will be provided along with the instructions
4. If selected as a winner, you will deliver your presentation live during the Showcase Awards Session (10:15 -11:15 am). 

Instructions for Poster Presenters Selected for the Competition:

1. If you are interested in competing with a poster presentation, make sure to indicate that you want a poster presentation and to participate in the competition when submitting your abstract
2. If you are selected for the competition, you will be notified by email
3. Detailed instructions will be provided in the invitation email. Briefly, you will be asked to submit a PDF file of your poster and a recording of you delivering your presentation. A due date to submit these materials will be provided along with the instructions
4. If selected as a winner, you will receive your award during the Showcase Awards session (10:15-11:15 am) and then deliver your poster presentation live during the Showcase Poster Session (12:35-1:50 pm). 

All submissions are due no later than 3:00 PM on Friday, April 4th, 2025. This is firm to allow for proper review and timely notification of the decisions.

1. Your talk must be no longer than 12 minutes long and it must be delivered in one take (no editing small videos together)
2. Prepare your presentation with the evaluation criteria (see below) in mind. Don't forget that our Division is diverse. Aim for a scientific audience comprised mostly of scientists who are non-experts in your field
3. You may use any presentation software that can export a PDF copy. You will need to submit that file to us (form link below)
4. Please record yourself delivering the talk using software like Zoom or any similar tool that produces a link for you to share. It is recommended that you share using a private link that only people with the link can access. Do not password-protect the video
5. If you are recording live in a conference room, please ensure that you can adjust the camera to give you a close-up and that the room audio is high quality and free of any distracting noise
6. Submit your presentation file and recording link using the following form: https://forms.office.com/r/wk6BsCvJFy
7. No action is needed if you are no longer interested in participating

1. Scientific Content (0-15 points possible)
   1. clear statement of research objectives
   2. logical organization of introduction, methods, results, and discussion
   3. appropriate use of literature and background information
   4. clarity and accuracy of results presentation
   5. significance and innovation of the research
       
2. Presentation Skills (0-18 points possible)
   1. accessibility to a diverse audience of scientists outside presenter’s field
   2. effective verbal communication (e.g., clarity, volume)
   3. appropriate use of non-verbal communication (e.g. pointer use, gestures)
   4. clear and legible visual aids (slides, figures, tables)
   5. logical flow and smooth transitions between sections
   6. time management (adherence to allocated time)

1. You will be notified of the outcome of your submission around April 18th, 2025
2. If you are selected to present at the main stage, you will receive:
   1. a report of the evaluation in case you want to incorporate changes to the final version
   2. further instructions regarding the final delivery of your talk and other logistics
   3. a cash prize or travel award (amount not yet determined)
3. If not selected for presentation on the main stage or an award, you will receive:
   1. further instructions regarding the final delivery of your presentation and other logistics
   2. feedback from the judges at a later date to help you enhance your future presentation
       

Please let us know if you have any questions as follows: 

• For program or competition-related questions, contact Zelieann Craig (zelieann@arizona.edu)
• For event coordinating questions, contact Zaida Zalbidea (zaidaz@arizona.edu)

1. You may create a new poster for the showcase or re-use a poster presented at a conference within the last 12 months
2. Please submit your poster in PDF format (link provided below)
3. The oral presentation portion of your poster must be no longer than 7 minutes long and it must be delivered in one take (no editing small videos together) 
4. Please record yourself delivering the talk using software like Zoom or any similar tool that produces a link for you to share. It is recommended that you share using a private link that only people with the link can access. Do not password-protect the video
5. If you are recording live with a printed poster, make sure you use the camera on a horizontal (landscape) format, a tripod or colleague with steady hands to avoid shaking, and that the poster content is visible and large enough for reviewers to observe as you present. Make sure that you have proper audio and there are no distracting noises in the background. Record in one take (no editing small chunks together)
6. Submit your poster file and link using the following form: https://forms.office.com/r/wk6BsCvJFy

1. Scientific Content (0-15 points possible)
   1. clear statement of research objectives
   2. logical organization of introduction, methods, results, and discussion
   3. appropriate use of literature and background information
   4. clarity and accuracy of results presentation
   5. significance and innovation of the research
       
2. Poster Design (0-15 points possible)
   1. logical organization and flow of information
   2. effective use of visuals (charts, graphs, images)
   3. appropriate balance of text and graphics
   4. readability from a distance (font size, contrast)
   5. overall visual appeal and professionalism
       
3. Presentation Skills (0-9 points possible)
   1. ability to provide a concise synopsis of the research
   2. effective verbal communication (clarity, volume)
   3. professionalism and confidence

1. You will be notified of the outcome of your submission around April 18th, 2025
2. If you are selected, you will receive:
   1. your award at the main stage during the showcase plenary session
   2. further instructions regarding the final delivery of your poster and other logistics
   3. feedback notes from the judges shortly after in case you want to incorporate it to the final version
   4. a cash prize or travel award (amount not determined yet)
3. If not selected for an award, you will receive:
   1. further instructions regarding the final delivery of your poster presentation and other logistics
   2. feedback notes from the judges at a later date to help you enhance your future presentations

• For program or competition-related questions, contact Zelieann Craig (zelieann@arizona.edu)
• For event coordinating questions, contact Zaida Zalbidea (zaidaz@arizona.edu)

Poster Preparation Instructions:

1. Poster widths of 4ft or less are preferred. Please contact zaidaz@arizona.edu if you are reusing a poster - and it is wider than 4ft

Poster Session Instructions:

1. Presenters should arrive any time between 9:00 am and 9:45 am to register and hang up posters
2. Push pins will be provided
3. Bring a helper; our team will be there to answer any questions but do not have enough people to help hang posters for or with presenters
4. Some poster boards will be designated to hold two posters side-by-side. If you are assigned to one of those boards, please make sure that you are positioning your poster next to the correct number and all the way to the edge. This will leave enough space for your board partner to set up their poster
5. The showcase program begins at 10:00 am and poster presentations will run from 12:35 pm to 1:50 pm followed by brief closing remarks

Oral Presentations Schedule and Location

Poster Board Assignments

Poster Session and Exhibitor Table Layout

1. I was selected for the poster presentation competition and submitted a PDF of my poster - can I make edits to my poster prior to the showcase?
   1. ANSWER: Yes! We will use the submitted document to evaluate the presentation for the competition but you are free to make edits anytime before the showcase. NOTE: the poster content has to match the abstract initially submitted
2. Can I still present my poster if I drop out of the competition?
   1. ANSWER: Yes! All presentations will be assigned to either a poster or oral presentation regardless of whether they are selected for an award.