Presentations and Posters FAQs ICML + EAHIL 2017

What types of abstracts are accepted?

Abstracts describing oral presentations, posters, continuing education workshops will be accepted and reviewed using separate assessment criteria. Abstracts should report on designing, conducting, and analyzing a research project. Abstracts describe the creation and improvement of products, programs, technologies, administrative practices, or services that librarians and information professionals conduct.


What are the review criteria for research abstract and program description abstracts?

Please review the criteria that will be used to review submitted abstracts. The criteria will be made available on the conference website.

Evaluation criteria for submissions includes:

  • Relevance to conference theme
  • Clarity, coherence and organization of writing
  • Academic merit including quality of research method, analysis or results and review of existing literature
  • Originality and innovation of the work

Additional criteria will be used for submissions for continuing education courses and interactive sessions:

  • Clear objectives that are supported by interactive learning activities
  • Relevant skills and experience of session leader(s)
  • Design of activities based on participants’ needs, using a learner-centered approach to facilitate individual and group based learning
  • Relevant learning outcomes – participants will develop relevant knowledge and/or skills relevant to their current professional practice and transferrable to different contexts

How do I decide whether to submit my project as a poster abstract, an oral presentation, a continuing education workshop or an interactive session?

  • You will select either oral presentation/poster, continuing education workshop or interactive session when submitting your abstract.
  • When deciding which format to submit, you may wish to consider the rules or guidelines of your institution for obtaining travel funding and consider your own career goals.
  • Oral presentations give you an option of presenting your project/research to your international peer group. This allows for more time to explore in depth work conducted by library and information professionals. Advantages of presenting at this conference will include having a captive audience to highlight initiatives and receiving feedback and questions about your work.
  • Posters allow for short case studies or research projects to be showcased in a visual way. There is no option for the poster author(s) to present formally to the conference attendees, however poster author(s) have the advantage of having an opportunity to meet with many conference attendees and discuss their work informally.
  • Continuing education workshops are an opportunity to share your knowledge with your peers. There is significant time required on the part of the author to prepare CE courses. The advantage of opting to present a CE course includes stretching your professional and personal development to the ultimate test – by sharing your experience and knowledge with international counterparts.
  • Interactive sessions are experimental in nature and empower the librarian/information professional to stretch their skills by taking on a role of facilitator. This type of session is suited to individuals who are able to facilitate and manage group interaction and discussion. The advantage of leading such a session is to explore a topic in depth with an international audience.
  • Given space constraints, there is a maximum number of presentations, posters, and continuing education workshops that can be accommodated. To make acceptance decisions, all scored abstracts submitted as presentations will be pooled, and the highest-scoring abstracts will be accepted. Similar processes will occur with posters.

What are the presentation formats?

Three types of presentation formats are being solicited: oral presentations, posters, continuing education workshops and interactive sessions. You will rank your preferred presentation formats when submitting your abstract. Abstracts will be first reviewed and considered for your first choice presentation format. If not accepted for your first choice, your abstract will be considered for your second choice presentation format and, if needed, your third choice. You may choose to submit to only one presentation format if you do not wish to present your abstract in any other format.


How long are the presentations?

Typically, paper presentations will be limited to twenty five minutes. Poster authors will be asked to staff their poster for one hour during the conference.


How do I submit an abstract?

  • Abstracts for presentations, posters, continuing education workshops and interactive sessions are to be submitted using ICML + EAHIL’s online abstract submission site. The Call for Abstracts has been extended until 19 October 2016, You are encouraged to submit your abstract prior to the deadline to avoid the last minute rush and allow time for technical assistance, if needed.
  • To use the system, you need to have an account with a login name and password. The steps in the process of creating an account should be clear once you are in the system.

What is the required format for a paper or poster abstract?

You MUST write a structured abstract in the English language. Please refer to the MLA Research Section page for guidance on writing a structured abstract. Please consult the MLA Style Manual for guidance on style, spelling, and grammar.


What sections MUST be included in my abstract?

  • Your submission MUST include the author block, objective, and methods sections of the structured abstract.
  • Titles and abstracts will not be formatted or edited. It is your responsibility to check for correct spelling, grammar, and punctuation. You will be judged in the review process on the professionalism of your submitted abstract. The abstract as submitted will be put into online meeting scheduler and abstract supplement.
  • The objective section should indicate aims or you may substitute the research question, and the methods section should include brief descriptions of the population, methods of measurement or assessment, and expected results.
  • For the author block, please be complete and accurate with author information. If you need to update author information, you may return to the abstract submission site to make the necessary changes.

May I include tables, figures, or citations in my abstract?

Structured abstracts should NOT contain tables, figures, or bibliographic references.


Is ICML + EAHIL going to be giving awards in 2017?

ICML + EAHIL gives out several awards recognizing those paper and poster presenters whose work demonstrates high-quality research, and they will continue this for the 2017 conference. All accepted research presentations and posters will be indicated with a symbol in the Official Program and will be considered for Awards. Criteria used to assess research projects and the process used to judge projects are created by the IPC.


How will I know if my abstract is accepted?

Around January 2017, all authors will receive by email an automated acceptance or rejection notification letter. If you are an author and have not received the notification email by January 30, please contact Aoife Lawton.


How do I withdraw or cancel an abstract or presentation?

All withdrawals or cancellations must be in writing and emailed to Aoife Lawton, (aoifelawton@gmail.com) project manager. Be sure to include the full title of your abstract, abstract control number, and author name.


My paper, poster, or continuing education abstract has been accepted. Now what? Are there other deadlines?

You should make travel arrangements as soon as possible after acceptance. This is especially critical for international presenters who may need additional time. At least one author MUST be registered for the meeting and available to present the paper, lightning talk, or poster at the annual meeting on the date and time assigned. See the 2017 ICML + EAHIL joint site for conference registration, hotel information, and an FAQ on travel and entry to Ireland.


How can I show off a website without a live Internet connection?

Programs such as WebWhacker, HTTrack, and SiteSucker allow you to download an entire website to your hard drive. You can then display and browse your website locally, without the need of an online connection. You can also use screen-recording or screen-capture software, such as Jing, to create a stand-alone video of your site in action or capture a screenshot. This can act as a backup for times when you want to demonstrate a specific feature and you are having connectivity problems. More information is available at www.bluesquirrel.com (WebWhacker for Windows); www.httrack.com (free, for Windows and Linux); www.sitesucker.us (free or donation, for Mac OS); and www.techsmith.com/jing.html (free, for Windows and Mac OS).


How do I get copies of my slides or poster online?

  • Before the meeting, you will be notified to log in to the Conference website and upload your presentation slides (typically, portable document format [PDF] or PowerPoint files) by May 1, 2017. You will have an opportunity to update your slides onsite in the speaker ready room if the information on them has changed.
  • Electronic copies of posters will be gathered through the Conference website and be available online.
  • Please follow the instructions in the Conference Website regarding how to upload your slides and poster file.
    Should I bring handouts and other giveaways for my paper, poster, or lightning talk presentation?
  • Before the meeting, upload handouts to the abstract processing system so that attendees can view them online. In an effort to keep the meeting as green as possible and limit paper waste, only bring handouts if they are absolutely necessary. If you do opt to bring handouts, bring a limited number because you will need to transport them.

After the annual meeting, I want to publish my paper. Can I submit it for publication in the Journal of the European Association for Health Information and Libraries?

All contributed paper authors, including non-EAHIL members, are asked to give first option for publishing their presentations to the Journal of the European Association for Health Information and Libraries. Consult JEAHIL’s guidelines for authors.


Where can I find moderator guidelines?

Each paper and poster session will have a moderator. Moderators keep the session running on schedule. Moderator guidelines will be available in January 2017.


Whom should I contact for assistance?

Members of the IPC have made themselves available as research mentors. Mentors are listed on the main website and their availability is listed next to their contact details. Anyone wishing to avail of advice and expertise of the experiences research mentors are encouraged to contact them prior to submission for advice. In addition to the research mentors, please see assistance below:

  • Inquiries about presentations should be directed to Anne Madden
  • Inquiries about posters should be directed to Jane Burns
  • Inquiries about continuing education workshops should be directed to Jane Burns
  • For help with other aspects of your contributed paper or presentation experience, please contact staff listed on the website. Support is available when librarians are available, typically 9am – 5pm, GMT, Monday through Friday, excluding holidays.

How and when can I view presentations after the meeting?

The presentations will be made available on the conference website after the conference.
To access presentations and other online meeting content, log in to the online system.