Please review our presenter resources to help you prepare for your session at the Symposium. Questions should be addressed to the HFES Education team at
education@hfes.org.
Important Dates
- October 19, 2025: Submission Deadline
- Week of November 14, 2025: Decisions Released
- November 24, 2025: Deadline to Accept or Decline Acceptance Decision
- March 22, 2026: Symposium in New York, NY
Presenter Templates
Information Regarding Proceedings Papers and Extended Abstracts
Submission Process
Stage 1: Initial Submission
- All submissions are due by October 19, 2025, 11:59 P.M. ET.
- ASPIRE accepts six types of submissions for presentations at the conference: Oral Presentation, Poster, Discussion Panel, Workshop, Robotics Workshop, and Alternative Format. View a summary of these accepted submission types and their requirements.
- Decision letters will be sent to the corresponding authors via email the week of November 14th.
Stage 2: Author and Abstract Updates
- If accepted, you must accept or decline your acceptance by November 24, 2025.
- If you accept, complete Stage 2: Author and Abstract Updates
- The information confirmed in this stage is what appears in the program and mobile app.
- Include any accessibility requirements necessary for your presentation.
- Grant or revoke approval to be recorded or live-streamed as part of the event if offered.
- If you wish to be published in the proceedings, please proceed to Step 2.
- If you will not be submitting a paper or extended abstract, no further action is required beyond completing Stage 2 in the submission site.
Stage 3: Publication Instructions
Authors may decide to optionally submit either an extended abstract or a 5-page paper for publication in the proceedings.
- Submitting a paper or extended abstract for publication in the Health Care Symposium is optional.
- Stage 3 provides instructions on how to submit your paper or extended abstract for publication
Final Publication Paper Formatting Requirements
You must use the Proceedings Paper template or the Extended Abstract template. In addition to utilizing the appropriate template, the following guidelines must be followed:
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- Papers can be five (5) formatted pages, including all figures, tables, images, charts, references and acknowledgments.
- Extended Abstracts can be two (2) formatted pages, including all figures, tables, images, charts, references and acknowledgments.
- 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 a Declaration of Conflicting Interests and Funding section, as per the COPE Guidelines on Good Publication Practice (2003).
- 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.
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 15-20 minutes long and includes a Q&A. Please refer to the exact time of your scheduled 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.
- You are strongly encouraged to use the Symposium 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. Accessibility guidelines can be found here.
- We strongly encourage you to include a slide in your presentation that highlights practical implications or key takeaways for practitioners.
Please review the FAQ section below for further information.
Poster Presentation Logistics
- Detailed poster guidelines can be found here.
- You will be assigned to one of two poster sessions. You will only present your poster at your assigned session, not both.
- You will be assigned a poster number in both the mobile app and the online program, corresponding to the location where your poster should be displayed.
- 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'm experiencing 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 HFES PowerPoint template?
The use of the HFES PowerPoint template is highly encouraged. The template is coming soon. All presentations must meet accessibility best practice guidelines.
Do I need to upload a copy of my PowerPoint slides to the submission site?
Although not required, it is strongly recommended that you upload a backup copy of your final slides to the submission site in case they are 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?
No. If you have any questions, 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.
What is the difference between a full paper and an extended abstract?
A “full paper” is five pages long and includes the components available in this template, like an abstract, acknowledgments and references. An extended abstract is shorter and employs a more straightforward format, as shown in this template.
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 may be a maximum of 2 pages long.
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 to the File Upload section.
Can I publish my paper in a journal if I present it at HFES?
Suitably revised papers printed in the 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
Posters
Is there an on-site poster printing service?
Information coming soon.
Is there a table near or below the posters where I can set up a computer, iPad, or 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 take advantage of the Early Bird registration rates.
When does the Early Bird discount end?
Early Registration Deadline: TBD
Can I register as a student?
To receive student pricing, you must 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 symposium or need to provide a replacement speaker.
Email education@hfes.org immediately.