Guidelines

In previous years many people have requested an opportunity to talk about their organization, the projects they are working on in their community, and accomplishments they are especially proud of.  This year we are featuring a Networking Poster Session to showcase the interesting and important work that our participants are conducting.

Goals

• The Networking Poster Session is designed to be a forum for the exchange of knowledge, information, and ideas beyond the scheduled events and topics of the APM.  
• Share information about RVCC participants’ respective organizations and specific projects that deserve attention.
  
• Provide an opportunity for individuals to network and spread knowledge about issues they are passionate about.

Types of Displays

There are a lot of ways to participate and present materials at the networking poster session:  

1. Information Table: A table will be set up for those of you who choose not to tend a display, but wish to leave some media describing your organization and its activities.
2. Low Hassle Option: Bring a few publications, leaflets, or other materials describing important activities of your organization and discuss them with onlookers.
3. Create a Poster: We suggest coming equipped with a poster that describes detailed elements of a project, a variety of relevant literature on your work, and compelling communications designed to engage as many diverse individuals as possible.
4. Be Creative: This is a rare opportunity to present critical projects and share information with a large group of people.  We encourage you to make the most of your presentation and display your knowledge in a unique fashion.  

• Important Note: While we do not have any available A/V equipment, you are welcome to use your own if you choose to do so.  If you plan on using any A/V equipment in your display please let us know in advance so we can plan accordingly.

Poster Session Schedule

• The Networking Poster Session will be held on Monday, December 7, 2009 at 6:00 PM in Blackberry Hall.
• Displayers must set up their materials in Blackberry Hall between 5:15pm and 6:00pm following the culmination of scheduled events for the day.  Display tables will be set up around the perimeter of the room.
• At 6:00 pm presenters will tend their posters until the session transitions into the recognition ceremony also being held in Blackberry Hall that evening.

Display Etiquette

• Displayers are strongly encouraged to stay with their display and describe their work to interested onlookers.
  
• Content should be non-partisan and use appropriate language and visuals.

Who Gets to Have a Display

• We anticipate that all individuals who wish to participate in the session will have the opportunity to do so.  However, in the event that requests to participate in the session exceed available space in Blackberry Hall, priority will be given to those individuals who registered at the earliest dates.
• No posters or other materials will be allowed from persons not registered and not attending the Annual Policy Meeting.  You must bring your materials and be present.
• Participants are responsible for packing up their displays.  Any materials that are left behind after the session will be recycled.

Formatting Guidelines

• Posters may be no larger than 4’ x 4’.
• Posters will be propped on tables or easels along the walls of the room, so you should bring your poster mounted on foam core or other appropriate backing.  Edgefield prohibits tape of ANY KIND, pins, or other sticky material on the walls.
• Posters should include the title of the presentation and the list of authors with contact information.
• Keep in mind that most viewers will be approximately 3-5 feet away from posters.  Therefore, it is suggested that a font no smaller than 16 pt. be used and that the font be simple and bold.
• If you are bringing materials to pass out, we recommend bringing at least 20 copies.
• It you are creating a poster, we recommend bringing a copy of the poster/display on standard letter sized paper to hand out during the event.

Display Prizes

In order to encourage interaction during this event we are including incentives for both presenters and onlookers to engage with each other.

• Poster presenters will give tokens to individual onlookers who they believe have shown significant interest in their presentation. 
  

• The first four individuals to receive five tokens will win an additional drink ticket or the opportunity to speak for one minute at the microphone.

• Individuals will have the opportunity to award poster displays that are especially noteworthy.  Individuals will vote on the presentations that they believe are the: Most Creative, Most Informative, and Best Overall.

• Displays getting the greatest number of votes in these categories will also receive an additional drink ticket or the opportunity to speak for one minute at the microphone.

Shipping

Please label your package with the following information:

McMenamins Edgefield
ATTN: Kelly Jones
2126 SW Halsey Street
Troutdale, OR 97060
Conference Name: Annual Policy Meeting
Hold for (Your Name)
Box # of #

• Shipments not labeled correctly may be refused or returned by the shipping company.  McMenamins Edgefield does not take responsibility for returned/refused items.
• Sustainable Northwest is unable to receive shipments of any kind.  Do not send them to our office.

Questions?