Please review our presenter resources to help you prepare for your session at ASPIRE. Questions should be addressed to the HFES Education team at education@hfes.org.
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Important Dates
Templates
Information Regarding Proceedings Papers and Extended Abstracts
Speaker and Poster Presentation Logistics and Resources
Frequently Asked Questions
ASPIRE Submission Site Proceedings Submission Site
Important Dates:
April 30, 2024 – Acceptance Confirmation
- Confirm your acceptance in the submission system
April 30, 2024 – Author and Abstract Updates Due, Publication Portal Opens
- Submit abstract and author updates to the submission system. The information confirmed in this stage is what appears in the program and mobile app.
- If you are a student who wishes to submit a paper for award consideration, this stage will remain open for you to edit the stage and upload a paper by the May 20th deadline.
- Publication Portal Opens: Authors may begin to submit papers for publication. Please see below for detailed submission instructions.
Week of May 13th – Final Program Released
May 20, 2024 – Alphonse Chapanis and Technical Group Student Award Papers Due
- Students who wish to be considered for the Alphonse Chapanis Student Award and Technical Group Student Awards must upload a copy of their full paper to the submission site during the Author and Abstract Updates stage.
- For Alphonse Chapanis Award Only: Papers must be submitted by this deadline. Completed applications must also be completed, but are due by June 28th.
May 20, 2024 – Pre-Meeting Proceedings Publication Deadline
- This is the deadline to submit a proceedings paper or extended abstract for publication before the meeting. Papers can be submitted after May 20th but will be published after the meeting.
June 28, 2024 - Accessibility and Recordings Stage Due, Alphonse Chapanis Award Application Due
- Alphonse Chapanis Award Application Due: Completed applications must be sent to education@hfes.org by June 28th
- Accessibility and Recordings Stage: Submit the Accessibility and Recordings stage in the submission system
July 31, 2024 – Proceedings Deadline
- This is the final deadline for publication of papers and extended abstracts.
All the above deadlines are due at 11:59 PM Eastern.
Presenter Templates:
Proceedings Papers and Extended Abstracts
Submitting a paper or extended abstract for publication in the ASPIRE – The HFES Annual Meeting Proceedings is optional. If you would like your paper or extended abstract available to attendees before the meeting, you MUST submit the following to the ScholarOne Manuscript site by May 20th:
- Proceedings Paper or Extended Abstract that meets all requirements outlined below.
- Signed copyright transfer or alternative copyright form.
- For those whose employer requires them to use an Alternate Copyright form, you can upload additional files during submission. Please upload your signed copyright form in the File Upload section and choose the designation Contributor Agreement.
Papers submitted after May 20th will be published on a rolling basis after the meeting.
All papers must be in by July 31st. Presenters must use the Proceedings Paper template or the Extended Abstract template. When submitting, please select “Special Issue: Proceedings of the 68th HFES International Annual Meeting” in Step 1.
In addition to utilizing the appropriate template, the following guidelines must be followed:
- Papers can be five (5) formatted pages, including all references and acknowledgments.
- Titles, keywords, and abstracts must be included in the manuscript file to ensure discoverability through online search engines like Google.
- Author information, including names, affiliations, sequence, and contact details, should be accurately listed in the manuscript file.
- Papers missing the author block will be rejected and returned to the author(s) for correction, which could result in delayed publishing.
- Each article should contain Declaration of Conflicting Interests and Funding sections, per the COPE Guidelines on Good Publication Practice (2003).
- Tables and figures must be uploaded separately from the main document, with the appropriate file type designated.
- Uploading a seperate document is in addition to the tables and figures being included in the paper itself.
- Figure titles and captions should not be included within images, as they may not scale appropriately.
- Tables should be formatted using Microsoft Word or Excel, while figures created by authors should be submitted in their original file formats (e.g., Microsoft Excel, PowerPoint). Images should be TIFFs with a minimum resolution of 300 DPI.
- All Tables and Figures in the article should be appropriately cited in the text, i.e., in-text citations of all Tables and Figures are required in the main article text.
- References and their in-text citations should adhere to APA formatting guidelines.
Papers that do not meet the above outlined guidelines may be rejected and returned to the author(s) for correction, which could delay publication. Any changes to a paper that has already been submitted must be routed to sagetracksupport@sagepub.com. HFES cannot make any changes to your paper on your behalf.
Speaker and Poster Presentation Logistics and Resources
Oral Presentations Logistics
Most presentations will be part of a session with other presentations. Pay specific attention to the assigned time of your presentation. Usually, there are three presentations within a one-hour session. Each presentation is 20 minutes long and includes a Q&A. Please reference the exact time of the schedule for your session.
Your presentation WILL NOT be pre-loaded onto the presentation computer. You must bring your final copy on a USB drive to your session. If you are unable to use a USB drive, please complete one of the following alternatives to get your presentation uploaded to the session room computer: Email your presentation to your session chair. Upload your presentation to the submission site and email education@hfes.org with your session date and time.
Before the meeting, your Session Chair will contact you with further instructions. You are strongly encouraged to use the ASPIRE PowerPoint template, developed with accessibility best practices in mind. If you must use a different template or tool, ensure your presentation is accessible to all attendees. Please review the accessibility resources. We strongly encourage you to include a slide in your presentation with practical implications or practitioner takeaways.
If you are a student podium presenter who wishes to be considered for the Alphonse Chapanis Student Paper Award and Technical Group Student Awards, you must submit a copy of your final paper to the submission site by May 20th, during the Author and Abstract Updates stage. For Alphonse Chapanis Award Only: Papers must be submitted by this deadline. Completed applications must also be completed, but are due by June 28th.
Please review the FAQ section below for further information.
Poster Presentation Logistics
- View the poster guidelines
- You will be assigned to one of two poster sessions. You will only present your poster at your assigned session, not both.
- Poster Session 1 – Tuesday, September 10th, 5:30 PM – 6:30 PM
- Poster Session 2 – Wednesday, September 11th, 5:30 PM – 6:30 PM
- You will be assigned a poster number in the mobile app and the online program, corresponding to where your poster should be posted
- Please watch for an email with poster setup times closer to the event
- Information on local poster printing options will be coming soon
Please review the FAQ section below for further information.
Poster Formatting Guidelines
- Detailed poster guidelines can be found here.
- Your poster should be formatted to fit within the poster board space of 3 feet 6 inches (42 inches or 160.68 cm.) wide by 3 feet 6 inches (42 inches or 160.68 cm. ) high. Formatting your poster to fit these dimensions will ensure adequate space for your poster and those of other presenters.
- Your poster will not be permitted to be posted if it is produced incorrectly and is too wide.
- The poster boards are divided so that two posters fit on each side. You will share a side with another presenter.
- Posters should be printed on a material that can be secured to the boards by push-pins. Push-pins will be provided.
- The poster should be self-explanatory, and text and graphics should be large enough to be read from six feet (two meters).
- The poster should contain the title, authors' name(s), and affiliation(s).
Frequently Asked Questions
Speakers
I am having an issue with the submission site. Who do I contact?
Please email education@hfes.org with a detailed description of the issue.
I need to make a speaker change on a submission. Who do I contact?
Email education@hfes.org with the submission title and new speaker’s information, including name, affiliation, and email address.
Am I required to use the ASPIRE PowerPoint template?
The use of the ASPIRE PowerPoint template is highly encouraged. The template can be downloaded here. All presentations must meet accessibility best practice guidelines.
Do I need to upload a copy of my PowerPoint slides to the submission site?
Though not required, it is strongly suggested that you upload a backup copy of your final slides to the submission site if needed on-site.
Will my presentation be pre-loaded onto the computer in the session room?
No – You must bring a final copy on a USB drive. If you are unable to use a USB drive, please complete one of the following alternatives to get your presentation uploaded to the session room computer:
- Email your presentation to your session chair.
- Upload your presentation to the submission site and email education@hfes.org with your session date and time.
Can I use my computer to present instead of the one in the room?
We strongly prefer that you use the computer set up in the room. Disconnecting and reconnecting computers takes time away from the session. However, if you must use yours, please email education@hfes.org.
Is there an option to present remotely?
No. We are unable to accommodate remote presentations. If you are no longer able to present, please email education@hfes.org immediately.
Proceedings
Can I submit an extended abstract instead of a full paper?
Yes, you can submit an extended abstract for publication. The extended abstract template can be found here. Additionally, the full paper template can be found here.
Where do I submit my proceedings paper or extended abstract?
Papers are submitted directly to the publisher, Sage, via their ScholarOne site.
What is the maximum length? Does that include references and acknowledgments?
Papers may be a maximum of 5 formatted pages, including all references and acknowledgments. An extended abstract is typically 1-2 pages long.
I missed the May 20th deadline for paper submissions. Can my proceedings paper or extended abstract still be published?
Yes, you can continue to submit your paper to ScholarOne until July 31. However, it will be published after the meeting.
I noticed an error in my submitted paper; what do I do?
Email sagetracksupport@sagepub.com immediately with the submission title and manuscript ID outlining the error. Once the paper has been submitted, HFES Education staff can no longer make any changes on your behalf.
My employer requires me to use an Alternate Copyright form; how do I provide this?
You will have the option to upload additional files during the submission process. Please upload your signed copyright form in the File Upload section and choose the designation Contributor Agreement
Can I publish my paper in a journal if I present it at HFES?
Suitably revised papers printed in the HFES Annual Meeting Proceedings may be submitted for consideration in Human Factors, the Journal of Cognitive Engineering and Decision Making, Ergonomics in Design, or Human Factors in Healthcare. For more information, please visit our publication policies page.
Why are there two deadlines for the Alphonse Chapanis Award?
Final papers are due by May 20th to the Abstract and Author stage on the submission site. A completed application is also required and must be emailed to education@hfes.org by June 28th.
Posters
Is there an on-site poster printing service?
HFES does not offer on-site printing. Information regarding local printing options is coming soon.
Is there a table near/below the posters where I can set up a computer/iPad/demonstration?
No – using additional materials beyond your poster is prohibited, as the poster receptions are highly attended, with many people walking around viewing posters.
Registration
Do all authors need to register?
At least one author for any poster or presentation must be registered for the meeting. Speakers register at the regular conference rate.
Is there a speaker discount?
There is no speaker discount. We encourage you to register early to use the Early registration rates.
When does the early registration discount end?
Early Registration Deadline: 11:59 pm PT, Friday, June 7, 2024
Can I register as a student?
To receive student pricing, you must be able to provide a valid University ID at registration and be actively enrolled at the time of your presentation.
Additional FAQs
I need to request an accommodation I did not list on my submission; who do I contact?
Please email education@hfes.org with your request.
I can no longer attend the meeting or need to provide a replacement speaker.
Email education@hfes.org immediately.