ARVO | Presenters
Presenters
Presenter information
Reference the guidelines below to prepare to present/moderate at the 2026 Annual Meeting.
Annual Meeting registration
All presenters (Paper/Invited Speaker/Poster) must register and pay the fees to attend the Annual Meeting.
- Membership dues required to submit an abstract DO NOT include meeting registration.
- A full-meeting complimentary exhibitor registration does not qualify as a paid registration for a presenting author.
ARVO recording/photography policy
**** In accordance with our culture of academic integrity and respecting the rights of copyright owners, recording by any means including, but not limited to photographing, audiotaping, videotaping, screen capturing, and/or screen recording of any presentations or sessions at or during any ARVO Meeting is only allowed when a poster or presentation displays the icon indicating photography/recording of the material is permitted.
Presenters may display an icon to indicate to the audience whether or not photography/recording of the poster or presentation is permitted. Presenters have been provided with a digital graphic image to incorporate into their slides. Printed images are available to affix to posters or displays. If no icon or image is attached to a poster or paper slide, the default assumption is “No photography is allowed”.
All attendees are expected to adhere to this policy. Violators of the policy risk confiscation of their equipment and/or dismissal from the Meeting as deemed appropriate by ARVO.
Withdrawal Policy
As the first author, you are obligated to present your abstract. Changes in the presentation type, session, day, time, and poster board location cannot be made. If you cannot present, follow the procedures outlined in the Abstract Withdrawal and Substitute Presenter Policy. A co-author not pre-approved by meeting management as a substitute presenter will not be allowed to present the abstract on your behalf. Failure to comply with the policy will result in your ineligibility to submit an abstract for the 2027 Annual Meeting. Moderators and staff will be onsite to ensure compliance with all requirements.
Paper and Invited Presenters
Paper presenters
- Presentations may be up to 10 minutes. A 5-minute Q&A/transition time will follow.
- Present the same work described in the abstract, with the same title and content, and reveal the essential structures (DNA sequences, molecules, etc.), the elements of a novel compound, and/or sufficient identification of new gene compounds as part of the presentation.
- Design a presentation that is independent, objective, scientifically rigorous, balanced, and commercial bias-free.
- Assure that scientific studies utilized or referenced in your presentation are evidence-based sources acceptable to the scientific and medical community.
- Give a balanced view of therapeutic options. The use of generic names will contribute to this impartiality. If the presentation includes trade names, trade names from several companies should be used, where available, not just trade names from a single company.
Invited presenters
- Your session organizer determines the length and content of your presentation. Please refer to your invitation or contact them directly for details.
All presenters
- Do not use corporate logos, registered trademarks, trade names, or product-group messages of ineligible companies. Ineligible companies are those whose primary business is producing, marketing, selling, re-selling, or distributing healthcare products used by or on patients.
- The use of the ARVO logo on your presentation slides is prohibited.
- Presenting authors should NOT include a disclosure slide at the start of their presentation. ARVO will provide a session disclosure slide for display before each presentation.
Slides (Design/Format)
Designing Slides
- Keep slides simple and uncluttered.
- Use an easy-to-read font (e.g., Verdana, Arial).
- Use a 28-point font or larger.
- Use a dark background (e.g., black dark blue) and white font or a light background (e.g., white, pastel color) with black font.
- When presenting data, use different colors, rather than shades of the same color.
- Describe information and data being presented visually.
- View Projection’s presentation style guide for additional tips on how to make your presentation clear, concise, and appealing to your audience.
Formatting Slides
- To take full advantage of the widescreen display, you should create your presentation in 16:9 aspect ratios.
- Acceptable formats for slides include:
- PowerPoint 365 or earlier version
- Preferred video format: .wmv or .mp4
- Acceptable video formats: .mov, .avi, .mpg, .mp4, .wmv (Other formats may not be compatible or require conversion in the Speaker Ready Room; please allow extra time.)
- PDF Reader: Adobe Acrobat
- Unix Users: Bring HTML Files or Adobe Acrobat
- If you plan to use Apple's Keynote Software, please upload or bring a backup PDF version of your presentation.
- If you bring your presentation on a USB Drive to the Speaker Ready Room, the drive should be PC-formatted.
Disclosures
- Presenters must verbally disclose all their financial relationships with ineligible companies from the prior 24 months. If relationship changes occurred since the abstract was submitted, the presenter must inform ARVO of the changes and include them in the verbal disclosure.
- View the ARVO Commercial Relationships Policy for complete reporting requirements and Disclosure Codes/Definitions.
- Presenters must verbally disclose any discussion about unlabeled or unapproved uses of drugs or devices contained in presentations to comply with U.S. Food and Drug Administration (FDA) requirements.
- Moderators will be on-site to ensure compliance with these requirements.
Continuing Medical Education (CME)
The ARVO Annual Meeting is an accredited continuing education activity. As such, all presenters are required to comply with the presentation requirements outlined in this document. The Accreditation Council for Continuing Medical Education (ACCME) sets and enforces these requirements to ensure independence in accredited activities.
Onsite Check-in
Presenters are required to check in to the Speaker Ready Room, preferably the day before, but no later than 4 hours before the start of your session. If you are unavoidably delayed, you must go directly to the Speaker Ready Room.
Speaker Ready Room (501/502/503) hours
- Saturday, May 2: 7am - 7pm
- Sunday, May 3 - Wednesday, May 6: 7am – 6pm
- Thursday, May 7: 7am - 2:30pm
It is essential to review your presentation in the Speaker Ready Room. The computers in the meeting rooms are the same as those in the Speaker Ready Room; therefore, if the presentation does not play properly in the Speaker Ready Room, it will not play properly in the meeting room.
When you have completed your presentation review, you must check out with an AV Tech in the room to ensure that no changes have been saved and that no additional changes are inadvertently made from your open files.
Presentation Upload
Presenters must upload files online in advance or onsite in Speaker Ready Room: 501/502/503. The upload details will be sent in early April.
- Files must be uploaded at least 4 hours before the session starts.
- All presenters must preview their upload onsite in the Speaker Ready Room at least 4 hours before the session starts to ensure it will display as intended.
- If you speak in multiple sessions, each presentation must be in separate folders on your device, labeled clearly to indicate the appropriate sessions. Do not put more than one presenter’s files on the same device. Each presenter must have his/her own media.
- Upload all the videos and fonts required for your presentation. Any movies, sounds, or fonts not included in your online upload folder will cause your presentation to fail in the meeting room. If your video file size is too large to upload, bring it to the Speaker Ready Room the day before your presentation.
Do not bring a laptop or other media device to the session room. THERE ARE NO EXCEPTIONS TO THIS POLICY.
Equipment
Each session room is equipped with a Presentation Windows PC and a Mac. An operator will control the display of either machine to the audience. A confidence monitor is provided and will mirror what the audience sees.
NOTES
- Presenter View is not supported. You will want to print your notes for your reference.
- Personal laptops or other media devices CANNOT be used for presentations in the session rooms.
PC configuration
• Processor: a minimum Core i7 2.93 GHz
• 32 GB RAM
• 1920 x 1080 at 24-bit color depth (16:9 High Definition)
• Microsoft Windows 10 Professional (fully updated)
• Microsoft Office 2021 Professional (fully updated)
• Windows Media Player (Version 12)
• Adobe Acrobat Reader (Latest Version)
Mac configuration
• Processor: Apple Silicon M2
• 16 GB RAM
• 1920 x 1080 at 24-bit color depth (1080P 16:9 High Definition)
• Mac OS 14.x (Sonoma)
• Microsoft Office 2021 for MAC (fully updated)
• Apple Keynote 14. x
• Preview for PDF viewing
Other equipment
Each session room has a computer, data projector, and laser pointer.
No internet access
Please note that Internet access will NOT be available on the presentation computer. You will need to include any web-based content in your slides.
Poster Presenters
Schedule
Each presenter has been scheduled to present their poster on one day of the Annual Meeting, as indicated in their scheduling notification. Presenters must be available at their poster during the assigned session time. Presenters are also encouraged to be at their poster for the All-Poster Session on their scheduled day.
Session moderators and ARVO staff will monitor poster displays and poster presentations during scheduled poster sessions each day and will take note of “no-shows.” First authors and any pre-approved substitute presenters of “no-show” presentations will be disqualified from submitting an abstract for the 2027 Annual Meeting as first authors. See the Abstract Withdrawal and Substitute Presenter Policy.
All presenters must mount their posters on their assigned poster board on their scheduled day of presentation 30 minutes before the first poster session that day, and posters should remain on display until the end of the last poster session that day. Posters must be removed within 15 minutes of the All-Poster session ending.
ARVO is not responsible for poster materials left after each day’s removal deadline. Posters remaining after All Poster sessions will be removed and discarded.
Daily Poster Display Times
Sunday, May 3: 7:30am-6:15pm
Monday, May 4: 10:45am-6pm
Tuesday, May 5: 8am-6:30pm
Wednesday, May 6: 9:45am-5pm
Thursday, May 7: 7:30am-5pm
All-Posters Session Schedule
Sunday, May 3: 5:15 - 6:15pm
Monday, May 4: 5 - 6pm
Tuesday, May 5: 5:30 - 6:30pm
Wednesday, May 6: 4 - 5pm
Thursday, May 7: 4 - 5pm
Presentation
The first author is expected to present the same work described in the abstract, with the same title and content, and will reveal the essential structure (DNA sequence), elements of a novel compound, or sufficient identification of new gene compounds.
All presenters are expected to:
• Disclose commercial relationships.
• Design a presentation that is independent, objective, scientifically rigorous, balanced, and free of bias.
• Assure that scientific studies utilized or referenced in their presentation are from sources acceptable to the scientific and medical community.
• The U.S. Food and Drug Administration (FDA) requires disclosures to be made to session participants of unlabeled or unapproved uses of drugs or devices contained in presentations. You must disclose any such uses when discussing unlabeled or unapproved uses of drugs or devices.
Disclosures
Full disclosure must be listed on the poster. First/presenting authors must fully disclose to the session participants all commercial relationships with ineligible companies that existed within the past 24 months and non-remunerative positions that may create a conflict of interest. Full disclosure will include the name(s) of the commercial interest and the nature of the relationship(s). Indicate “None” if no relationships exist. View the ARVO Commercial Relationships Policy for complete reporting requirements.
Poster Design
The image area of the poster board is a maximum of 1.1 meters (44”) high by 1.7 meters (66”) wide (landscape layout). Materials, including the title, may not extend beyond the image area.
- Keep the materials clear and concise.
- Include complete disclosures relevant to the abstract’s subject matter (see DISCLOSURES above).
- Produce legible material from a distance of at least three feet.
- Use large print and shade or color block letters when possible.
- For legibility, a minimum font size of 28 points and a maximum of 600 words are recommended.
- Avoid using blue-green and magenta-violet, which appear gray to your red-green color-blind colleagues.
- Avoid using red or green - up to 5% of the population is red-green color blind.
- Use a layout for your poster that follows the main headings used in your abstract, i.e., Purpose, Methods, Results, and Conclusion.
- Use of the ARVO logo on your poster is prohibited.
- Do not use industry logos, registered trademarks, trade names, or product-group messages of any defined commercial interest(s). A commercial interest is any entity producing, marketing, re-selling, or distributing healthcare goods or services consumed by or used on patients.
- Post your abstract’s unique Presentation Number in large type adjacent to the title of your poster. Your Presentation Number was provided in your Abstract Scheduling Notification email on February 26 from arvoabstracts@arvo.org.
- The Poster Board Number will be posted by ARVO to identify the poster board that you should use to mount your poster for that day. Your Poster Board Number was also provided in your Abstract Scheduling Notification email sent on February 26.
- Leave space on your display for your colleagues to leave notes.
- Include your e-mail address on your poster to assist viewers with contacting you later.
- You may want to provide printouts of your poster as handouts.
Poster mounting/ location/ printing
Poster Mounting
Pushpins will be available in the Exhibit Hall.
- Tape, Velcro, or spray adhesive must not be applied to poster boards, or you will be charged for the damage they cause.
Posterboard Location
Posters are in the Exhibit Hall. For the exact location of your posterboard, consult overhead signage in the Exhibit Halls and the map in the ARVO Pocket Guide, distributed on-site.
Printing
Poster printing is the presenter's responsibility and is not available through ARVO. Posters may not be delivered to you at the convention center. Below is a nearby option:
Questions?
For general questions about the ARVO Annual Meeting program, your presentation, etc., contact ARVO by email at arvoabstracts@arvo.org or by phone at +1-240-221-2900.
Moderator Guidelines
Paper/Invited Speaker Sessions
On-Demand Presenters
Presentation Fee
The first author must pay the fee by Monday, April 13, 2026. Failure to pay will result in the withdrawal of your abstract. For assistance with your invoice, please email arvo@arvo.org.
Presentation Format
On Wednesday, April 15, 2026, you will receive an email invitation from ativsoftware.com to upload your presentation. Please add alerts@ativsoftware.com to your email list to be sure your message doesn’t go to spam. The deadline to upload will be Friday, May 1, 2026. Failure to upload by the deadline will result in withdrawing your abstract.
Any abstracts withdrawn by the first author or from failure to follow deadlines will not be published in ARVO’s IOVS Journal.
The first author may choose the format of their presentation. Videos or narrations should be kept under 15 minutes.
PDF files
PDF is a ubiquitous file format that is displayed on various devices and is supported by most applications. You can easily save your content from most applications in PDF format. Before uploading a PDF, always compress your file to minimize file size. Compress your PDF here.
Video files
You can record your screen, voice, and webcam in various ways. Review this knowledge base article for different tools to record your screen. The file format you can upload is .mp4. Modern screen recording tools support this format. Depending on how you record, the file size may be too large to upload, and you may need to compress or optimize your file to meet the upload requirements.
Important dates
April 13 – Deadline to pay presentation fee.
April 15 – Invitation to upload presentation will be sent via email.
May 1 – Deadline to upload the presentation.
May 2 – Abstracts with no presentation are withdrawn from the program.
May 3 – Presentations made live on ARVO 2026 Online Planner and Mobile App (presentations will be available to all registrants and all on-demand presenters).
Questions and Support
If you need additional assistance with the presentation format, please review the knowledge base or submit a ticket by emailing support@ativsoftware.com. Please mention the ARVO 2026 conference and your browser setup in the email. Before submitting a ticket, double-check that you are using the latest version of the Chrome browser and update if necessary.
Frequently Asked Questions (FAQs)
Will ARVO print my poster?
Poster presenters must bring a copy of their poster to hang on their poster board in the Exhibit Hall. ARVO does not print posters.
What size are the printed posters?
Your poster must be smaller than 44” tall by 66” wide to fit inside the image area. Materials, including the title, may not extend beyond the image area.
Can I make edits/changes to my presentation that I was unable to make to my submission?
If you forgot to include a co-author or have newly added disclosures, you may update your presentation to reflect accurate information. However, you must present the same work described in your abstract; therefore, no content should be edited or changed.
Can I have a guest to watch my presentation in person?
Registrants who wish to have a spouse, domestic partner, significant other or immediate family member attend Annual Meeting sessions will need to purchase a guest pass, available at the Attendee Help desk for $75 per day. ARVO members, co-authors on abstracts or individuals having a professional interest may not register as guests. Guests must be accompanied by the registered ARVO attendee for onsite registration. Eligibility of guests will be verified.
What is the photography/recording policy?
Presenters may display an icon to indicate to the audience whether photography/recording of the poster or presentation is permitted. Presenters are provided with a digital graphic image to incorporate into their slides. Printed images are available to affix to posters or displays.
I’m no longer able to attend the Meeting in Denver. Do I have to withdraw my abstract?
No, you have the option to request approval of a co-author listed on the abstract as a substitute presenter to give the presentation for you.