Research Forum Participant FAQ
Introduction
This page contains answers to most participant questions about the Research Forum, organized into sections such as Submission, Post-Submission, Day-of Participation, and Poster Printing. Please refer to the questions below and the schedule of events for everything you need to know about the Research Forum. Judges, please refer to the Judging FAQ page.
If you don’t find the information you need here, contact us and we’ll be glad to help.
Submission: Eligibility & Scope
Who is eligible to participate?
Please refer to the Who is Eligible? section on the Submission & Presentation Guidelines page for further details.
Is this opportunity for only the UIC, UI COM community or can anyone submit?
This opportunity is only open to members of the UIC, UI College of Medicine. Submissions from outside the UIC, UI COM community are not accepted.
Can I submit an abstract or poster on a project associated with another institution?
Yes, but you must first obtain approval from the project lead before submitting.
Can I submit an abstract or poster that has already been presented elsewhere (for example, at another conference)?
Yes. Previously presented work may be submitted.
Please ensure that you have the appropriate permissions if the work was presented under another institution or collaboration.
Can I submit a case study?
Yes. Case studies are eligible for submission and will be evaluated using the same rubric as other abstracts and posters.
If my data is unpublished, can I only upload the abstract and not the poster?
No. Posters and abstracts must both be submitted.
Can I be both a judge and a presenter?
No. Presenters must remain at their posters for the full session to ensure every assigned judge sees their presentation, and judges will be assigned to multiple presentations.
Submission: Process
Is there a character limit for submission?
Yes, the abstract text box has a limit of 1,500 characters, including spaces.
The character limit applies only to the body of the abstract (not the title or authors). Title, authors, and related details are entered separately in the online application.
Please note that if your abstract exceeds the limit, the text will be cut off. Be sure to double-check the end of your abstract before submitting.
What size should my poster be for online submission?
For online submission, posters must be 1920 × 1080 pixels in landscape orientation.
Your printed poster must be 4′ x 3 ‘.
Is the online poster size the same as the print poster size?
No.
- Online poster should be 1920 x 1080 pixels (landscape orientation)
- Print poster must be 4’ x 3’.
How will I know if my online submission was successful?
You’ll get a confirmation email once your submission is complete.
If you don’t see the email, make sure all required fields were filled out and the form was submitted correctly. Also check your spam or junk folder for an email from noreply@qemailserver.com.
Late or incomplete submissions cannot be accepted.
Can I submit a DropBox or other links instead of Box?
No. All submissions must be uploaded through Box.
The Box link is not viewable by others, how do I fix it?
Your file must be uploaded to Box with permissions set to “People with the link.”
If this permission is not applied, others—including judges—will not be able to access your poster. For step-by-step instructions on creating and sharing links, please refer to the help video.
Submission: Mistakes & Updates
I accidentally submitted my poster and now I can’t resubmit — what should I do?
All submissions are final and must be carefully reviewed before submission. Resubmissions are not accepted.
If you encounter a serious issue, you may contact us through the Contact Us form, but please note that exceptions will only be considered in rare circumstances.
Can I make updates to the poster post-submission ?
No. All submissions are considered final, and the version you submit will be treated as your final poster.
Why can’t I submit more than one poster?
Each participant is limited to one poster submission to ensure fairness and equal opportunity for all presenters.
In addition, you cannot be present at two posters at the same time to present to the judges. Limiting submissions to one ensures that each poster receives proper attention from both the presenter and the judges.
Post-Submission
What are the next steps after submission?
After submitting, no further action is needed. Your submission automatically confirms your presentation at the Research Forum. Simply plan to attend and be prepared to present your poster to judges and attendees.
Do I receive a separate invitation to attend?
No. Submission through the online form automatically confirms your acceptance to present.
If you are unavailable on the day of the Research Forum, please do not submit, as co-authors are not permitted to present on your behalf.
Will the presentation be an oral presentation?
Yes. You are required to give an oral presentation to the judges, who will evaluate you using the established rubric.
Will I be judged based on the online poster and abstract?
No. Judging and scoring will take place during the Research Forum based on your in-person presentation to the judges. However, judges may review your abstract and online poster in advance.
Do I need to sign up separately to present at a session?
No. Submitting your abstract and poster online confirms your participation in the Research Forum and your commitment to present. A separate session sign-up is not required.
Can I request to present in a specific session?
No. Participants are randomly assigned to sessions, and individual preferences or convenience cannot be accommodated. A session change will only be considered under exceptional circumstances with a compelling justification.
I submitted online but I am unable to attend the Research Forum to present. What should I do?
If you cannot attend the Research Forum after submitting, you must withdraw your submission.
Please contact us to complete the withdrawal process.
Day-of Participation: Before Your Session
When and where do I pick up my poster?
See the Poster Printing and Pickup section on the submission and presentation guidelines page for more details.
What should I bring on the day of the event (pins, poster, etc.)?
If you chose to print your poster yourself, or if you picked up your poster from Creative and Digital Services prior to the event, please remember to bring it with you.
Push pins will be provided on-site and should remain on the poster board after your session ends.
What time is my presentation?
Check your confirmation email for your assigned session and start time.
Session times are also listed in the schedule of events. Plan to check in, set up, and be ready before your session begins—judges may visit at any time during the session.
I can’t attend on event day. What should I do?
Please notify the team as soon as possible. If you are unable to attend, you will be withdrawn from the event, as substitutes or co-authors are not permitted to present on your behalf.
My printed poster is too large for the board. What should I do?
If your poster exceeds the required size of 4′ x 3′, it cannot be displayed, and you will need to withdraw.
Poster size rules are strict, and no exceptions can be made on event day.
Can I move my poster to a different board?
No. Poster board assignments are planned in advance, and changes are not allowed as they create confusion for both judges and attendees.
Day-of Participation: During Your Session
Do I need to remain at my poster board during the event?
Yes. You are required to remain at your poster for the entire duration of your session. If you are absent when judges visit, your poster will not be scored.
If you need to step away briefly, you must display the “Returning Shortly” sign so judges know you will return.
Extended absences will result in no judging. Please plan ahead for breaks before or after your session.
Can my co-author present the poster to the judges?
No. Only the primary author is permitted to present the poster.
How many judges will review my poster?
Each poster will be evaluated by at least two judges, though there may be more.
If your poster has not been judged by at least two judges and we are nearing the end of the session, please notify the volunteers at the check-in desk.
How will my poster and presentation be evaluated?
Day-of Participation: After Your Session
What should I do with my poster after my session?
Please remove your poster and take it with you once your session has ended. Any posters left behind will be discarded.
Push pins must be left on the poster board for the next presenter.
I was assigned to Session 1. Do I need to return for the reception?
We recommend that you attend the reception, as the winners will be announced during that time.
When will winners be announced?
Winners will be announced at the end of the event during the reception. Please refer to the schedule of events for timing.
Poster Printing
Do I need to print my poster myself?
You are welcome to print your own poster; however, Creative and Digital Services provides one complimentary print per participant.
You can find more details about the complimentary poster in the Poster Printing and Pickup section.
What is the deadline for Poster Printing?
Please refer to the Poster Printing and Pickup section for more details.
I uploaded my poster PDF to the CDS Box folder. How do I confirm it’s been printed?
You will receive a print confirmation email after your poster is printed. Printing may take up to 10 business days. If you did not receive a confirmation of print completion 10 business days after submission, you must contact Creative & Digital Services at 312-996-3562.
Printing cannot be arranged on the day of the Research Forum.
I noticed a typo on my poster. Can I have it reprinted?
No. If your poster was printed through Creative and Digital Services (CDS), only one complimentary print is provided per participant.
It is your responsibility to thoroughly proofread and check your poster for errors before submitting it for printing.
I don’t want to use Creative and Digital Services for printing. Can I bring/print my own poster?
Yes. If you choose to print it yourself, the poster must not exceed 4’ x 3’.
Posters larger than this size cannot be accommodated on the poster boards, and failure to comply may result in withdrawal from the event.
Is the process the same for the Rockford and Peoria campuses?
Yes. Please see poster printing guidelines for further details.
My department already paid for poster printing. Can I get a reimbursement?
Please refer to the Poster Printing & Pickup section for more details.
Post Research Forum
How can I retrieve a poster I submitted previously?
Since all online posters are submitted through your Box account, please check your Box account to access your file.
Printed posters that were not picked up after the session may be discarded.