Presenter Information

Abstract Guidelines

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View Presenter Packet - Important information regarding presenter requirements and tips for preparing presentations.

Abstract Notification
Contributors will be notified about whether the abstract has been accepted on or about November 22, 2013. (If you have not received notification by November 22, please contact

View Sample Abstract

Presentation Formats
Abstracts for the 2014 EHDI Meeting will be considered for either a breakout presentation or for a poster session. As part of the online submission process you may indicate your preference for your abstract to be considered for:

  1. A breakout presentation only
  2. A poster session only
  3. Either a breakout presentation or poster session

* If you choose "presentation" and your abstract is not selected for presentation, the planning committee may request that you present as a poster, however you can choose to decline this request.

Abstracts for presentations or posters can be submitted in one of the following ten program tracks. All presenters are encouraged to include information in the abstract that demonstrates collaboration among EHDI stakeholders. The tracks (along with a few illustrative ideas for each track which are not meant to be limiting) are listed below.

  1. EHDI Program Enhancement (e.g., efforts to improve any component of an EHDI program, systems change initiatives, protocol improvement, extending EHDI to other populations)
  2. Audiological Services (e.g., improving diagnostic protocols, fitting and management of hearing aids, cochlear implants, or FM systems, improving access to hearing technology, counseling families following audiological diagnosis)
  3. Language Acquisition & Development (e.g., helping early intervention specialists, parents, and others understand the language development process, understand the impact of early language development on achieving school-readiness and social/emotional well being; research on evaluation and intervention driven by language assessment; giving families tools and strategies to evaluate and maximize language acquisition/development on an ongoing basis)
  4. Early Intervention (e.g., improving educational programs for 0-5 year olds, coordination and communication among early intervention and EHDI programs, transition between programs, the role of non-Part C services, providing culturally competent services, evaluation and intervention in regards to speech/language assessments)
  5. Medical Home (e.g., providing family-centered health care within a community-based system, coordinating care between primary care providers, specialists, subspecialists, and other health care professionals, delivering health care that is accessible, continuous, comprehensive, compassionate, culturally effective and efficient for all involved, screening during well-child care)
  6. Follow-up, Tracking and Data Management (e.g., strategies for improving loss to follow-up, innovative tracking systems, using tracking information for quality improvement)
  7. Family Perspectives and Support (e.g., what do families like and dislike about EHDI programs, how parents can be involved efficiently in program administration, implementing effective parent support programs, parent education, how to inform families of the full range of communication options and choices, overcoming barriers to language acquisition)
  8. EHDI Workforce Issues (e.g., pre-service and in-service education for EHDI providers, workforce shortages and how to reduce them, strategies to address knowledge gaps)
  9. Program Evaluation and Quality Improvement (e.g., efforts to assess quality of services or data, quality improvement efforts, results of statewide program evaluations, reporting to funders and administrators, strategies for assuring quality)
  10. Policy, Advocacy and Legislative Issues (e.g., mandates for insurance coverage for hearing aids, securing funding for program improvement, public awareness campaigns, state legislative or advocacy efforts)

Abstracts that are considered to be a commercial product endorsement in the opinion of the EHDI Program Committee will not be accepted. All abstracts must be in English. Presenters must register for the EHDI Meeting.

Abstract Review and Scoring
The National Early Hearing Detection and Intervention (EHDI) Meeting strives to provide key stakeholders an opportunity to identify areas of concern, promote collaboration, and share best practices. EHDI Meeting participants range from state and local programs to the federal level and from academicians to families.

The Meeting goals are to enhance the implementation of comprehensive state-based EHDI programs and improve EHDI services. This includes current research and research methods related to EHDI, cultural competence of providers and assessment of their abilities to work with children who have hearing loss, their families and communities and enhancing and creating new and ongoing working relationships.

Abstract submissions will be reviewed and scored according to the following criteria by a committee appointed by the EHDI Program Committee.

  1. Relevance and significance to the early identification of hearing loss and early intervention services for infants and young children with hearing loss and their families. [1 - 20 points]
    • The abstract should address a current topic and information appropriate for the purposes of the Meeting goals.
    • The abstract should address important issues or gaps related to improving state-based EHDI services.
    • The abstract should inform, enable, or update others in improving EHDI services regarding potential issues related to clinical practice, education of professionals/families, or future research.
    • The abstract should have the potential to advance the practice/knowledge base of EHDI.
    • The abstract should expand the discussion or perspective to build on existing knowledge or address new knowledge, discoveries, methodologies, tools, technologies, or practices.
  2. Overall clarity [1 – 10 points]
    • The abstract should be well written and organized in a coherent manner.
    • The amount of information to be presented should be appropriate for the proposed session length and format.
    • The abstract should clearly describe the presentation’s goals and learner outcomes.
    • The abstract should provide prospective participants enough information to determine if the session will meet their needs.
    • If research results are included, they should be clearly described and supported by statistical findings with the conclusions supported by the results.

Submission Agreement
Abstract submitters agree to the following terms related to the presentations/posters and their use by the EHDI Program Committee:

  • Understand that acceptance of the presentation/poster does not imply payment or reimbursement for travel expenses to attend meeting, including the registration fee.
  • Agree to present this presentation/poster on the date, time, and track assigned by the EHDI Program Committee during April 13-15, 2013.
  • Understand that for breakout presentations only the following audio/visual equipment will be provided: Computer, LCD projector, screen, podium and microphone, internet connection and audio link.
  • Unless contrary notification is given to the EHDI Program Committee by November 16, 2012, grant all of the necessary rights to record each presentation/poster in any audio and/or video formats, use each presentation/poster in printed, digital or electronic form, and make it available online following the meeting. Except as noted above, when Power Points are used as a part of the presentation, they will be posted on the Meeting web site as protected Portable Document Format (PDF) so the material cannot be altered.
  • Agree to upload an electronic copy of Topical (breakout) or Poster session PowerPoint™ presentations to the EHDI meeting website prior to March 14,2014
  • Understand and agree that the EHDI Program Committee need only notify the abstract submitter of the acceptance for the terms stated herein to be binding.
  • Understand and agree that presentations and posters may be recorded, transcribed and or videotaped for the purpose of being used and distributed in various formats by the EHDI-PC. The EHDI-PC has permission and is authorized to videotape, audiotape, photograph, record, edit or otherwise reproduce my presentation/poster and to use it in formats and purposes stated.

Presenter Guidelines and Suggestions

Start by reading these tips from Jeffrey Cufaude's Blog entitled: Idea Architects


  • If you plan on using interactive techniques remember to plan the appropriate amount of time required to allow your audience to interact.
  • Create opportunities for participants to share with others and compare information, offer data, react to ideas, or answer questions.
  • Help participants interact with the information you are presenting (interactive handouts with fill-ins and brainstorm lists).
  • Allow participants to observe the subject or action you are presenting.
  • Rehearse your presentation beforehand to make sure your presentation is not too long or too short. The actual delivery of the presentation usually takes longer than the rehearsal.
  • The average 8 1/2 page, typed, double spaced with one-inch margins contains 250 words. The average speaker can present approximately 6 of these pages in 12 minutes. Have text that is highly legible with well-marked cues for visuals.
  • Speak directly into the microphone in a normal voice and do not handle the microphone while speaking. There should be a comfortable distance between your mouth and the microphone. If you turn away from the microphone the audience may not hear your voice.
  • During the question and answer period of your session, repeat all questions and/or comments into the microphone.
  • Make sure to look up at the audience and shift your gaze around the room.
  • Use active words, brief and concise phrases and short sentences.
  • If you are using materials in your presentation (pictures, charts, graph, etc.) that are not original work, remember to cite the source.
  • Give participants 3-4 seconds to adjust to a new image/slide before you begin speaking again. This will also give you a chance to take a deep breath.

Most common complaints attendees have of speakers:

  • Spoke too fast. If you think you are speaking too fast, you most likely are. Speak loudly and clearly.
  • Topic discussed did not match the information listed in the abstract.
  • Too much information was presented.
  • Did not speak into the microphone, mumbled or spoke too softly.
  • Did not repeat questions asked by the audience into the microphone.
  • Visual aids were cluttered and hard to read.

Power Point Tips

  • Keep your slides as "clean" as possible - minimize text, logos and background pictures.
  • Use no more than 8 lines of text in an easy to read, 24-point font.
  • Avoid using all capitals, use bold or italics for emphasis.
  • Clearly label graphs and charts.
  • Use contrasting colors when choosing backgrounds and text colors. The best combination is a blue background with white or yellow lettering or white background with black or blue text. Avoid using red text.

Poster Guidelines and Suggestions

One standard size poster board will be provided for displaying your poster. You will need to bring all materials that you will need to display the poster on the board. You may use push-pins or Velcro to mount materials on the board. However, if you plan to use Velcro, bring double-sided tape and apply it on-site. Other materials suggested for you to bring include: tacks, tape measure, scissors, tape, markers, and poster icons if you choose to use them. Bring copies of your complete paper or/and any other non-promotional materials/handouts to distribute to attendees.

Preparing a Poster

  1. Create a sign for the top of the board with the poster title, author(s) and affiliation name. Sign lettering should not be less than one-inch (1") high (30-36 points).
  2. Prepare a written summary of your project. It is suggested that most posters be organized to include the following sections:
    1. Objective(s)/Purpose of the study, project or activity
    2. Methods used conducting the study, project or activity
    3. Results of the study, project or activity
    4. Conclusions/Evaluation of the study, project or activity
  3. Viewers should be able to understand your poster without listening to an explanation or reading a report. To improve readability of your poster, consider the following:
    Text. Use a minimal amount of text. Focus on 2 or 3 main points. Use one-line phrases with bullets to highlight key points rather than full sentences. Break up large amounts of text with indented paragraphs and subheadings.
    Type. Use large lettering, at least 3/8" high (24-30 points), but do not use all upper case letters. Simple, easy to read fonts, such as Arial, work best. If text is not readable from 3 to 5 feet away, the print is too small.
    Graphics. Use basic charts, graphs, tables, clip art, drawings, symbols, color print and photos to illustrate key points.

* Posters must not exceed 42" x 42"

Schedule and Format of Poster Session

  1. Poster Authors: Only authors who are Annual Meeting registrants can display posters at the meeting.
  2. Format: Posters are supposed to be an informal, "no lecture" format. It is not necessary to prepare a formal presentation-just be prepared to discuss any aspect of your paper on a one-to-one basis and to network with attendees.
    1. Attendees appreciate handouts. if you would like to provide handouts, feel free to bring them. Handouts must be non-commercial.
    2. Plan to be available at your poster to talk with meeting attendees during your designated Poster Session time.
  3. Time and Location: Information on the exact time and location of the poster sessions will be shared once the meeting agenda is determined.
  4. Poster Set-up/Removal: Poster board will be available for pick-up in the meeting registration area on Sunday evening, April 14 or early morning on Monday, April 15. Posters should be mounted on the poster board and set on the designated easel before 8:00 am on Monday, April 15, 2013. Posters must be removed on Tuesday, April 15, 2013 by 5:00 pm. Materials left after this time will be discarded.
  5. Length of Session: Posters must be displayed during the entire poster session with at least one author available at the poster during the poster session. The exact day and time of poster session will be announced once the meeting agenda is determined. Authors are welcome to remain with their posters after the session, but it is not required.
  6. Poster Tone: Displays must be content-related and reflect a scientific, unbiased, non-commercial tone. Authors should not distribute promotional materials.
  7. Presenter Resources: The following internet sites contain useful suggestions for preparing effective posters: