Entering the Poster Competition

What is the Poster Competition?

The Patient Safety Poster Competition 2021 recognises safety and quality improvement initiatives from the UK and around the world and provides an important platform for patient safety advocates to share and exchange safety and quality breakthroughs with peers and healthcare stakeholders.

Who can enter the Poster Competition?

If you or your team have had success with an evidence-based, innovative, quality or safety initiative, we want to hear from you! To enter, please complete the entry form and attach your poster in A4 portrait PDF format no larger than 1MB.

Why should I enter?

Posters Recognised for Virtual Display will be showcased via the event app to over 1,000 patient safety experts and practitioners at the Patient Safety Congress 2021. Each category will have one winner and participants at the event will vote for the overall poster competition winner, which will be announced live at the event.

How do I enter the Poster Competition?

To enter the Poster Competition, please complete the entry form with your details and attach your poster in A4 portrait PDF format no larger than 1mg.

Can I enter a poster into more than one category?

No, unfortunately you can only enter a poster into one category. You can, however, enter different posters into different categories.

When is the deadline?

The deadline for the poster competition is Friday 25 June 2021. Unfortunately, we cannot accept any posters after this date.

I have submitted my poster but would now like to submit an updated version. What do I do?

If you have submitted your poster but would like to update it before the deadline, please email lauren.garbutt@wilmingtonhealthcare.com and attach your updated poster.

I submitted a poster last year, but the Congress was cancelled. What are my options?

If you submitted an entry in 2020, you have two options. You can re-submit your poster from last year, or you can withdraw your submission if you wish to update your poster and re-enter. If you submitted an entry last year, you will have received an email from our team to confirm how you would like to proceed. If you have any queries, please email lauren.garbutt@wilmingtonhealthcare.com

What is the process after I submit my poster?
  1. Once you have completed your entry form with your details and attached your poster you will receive an automated ‘submission accepted’ email.
  2. After the entry deadline has passed, the posters will progress to our Patient Safety Judging stages.
  3. If your poster has met the entry criteria, you will be Recognised for Virtual Display, which means that your poster will be displayed in the Patient Safety Congress app which is available to all attendees at the event plus the virtual audience who have access from 27 September. Please note there will not be a physical poster display at the event.  
  4. Each category will have one winner selected from the Recognised for Virtual Display posters, by our Judges. 
  5. You will be notified before the Congress if you are a category winner by 20 August. Please note, category winners’ posters will be printed by HSJ and displayed in the Patient Safety Congress Exhibition as well as being in the app.
  6. At the Congress, attendees will have the opportunity to vote via the app to determine the Overall Patient Safety Poster Competition Winner from the ten category winners.

Creating Your Poster

Is there a specific format that the poster should follow?

Yes, your poster must follow 5 compulsory criteria, any posters that do not follow these criteria will not Recognised for Virtual Display:

  1. Portrait 
  2. A4 in size
  3. Include the poster title 
  4. Include your organisation logo and either a contact name, email or website. All other design aspects are then up to individual organisations.
  5. PDF file no larger than 10MB
Is there a template that I can use to help me to create my poster?

Yes, you can download the template here

If my poster does not meet one of the compulsory criteria, can it still be Recognised for Virtual Display?

No, we can only virtually display posters in the app that follow the compulsory criteria outlined previously. If you are having issues, please contact lauren.garbutt@wilmingtonhealthcare.com

Do I need to print my poster?

No, there will not be a physical poster display at the event. All posters will be displayed virtually in the app. Each of the ten category winners’ posters will be printed by HSJ and displayed in the category winner section of the Patient Safety Congress Exhibition. 

The Congress normally has a physical poster display in the exhibition, why is this only going to be in the app?

Due to space restrictions and to ensure that attendees have plenty of available floor space to move around the exhibition, HSJ has taken the decision to have posters displayed only in the app for the September 2021 event.

I’m struggling with the poster criteria and/or format with my poster, who do I contact?

Please contact lauren.garbutt@wilmingtonhealthcare.com who will be happy to assist you.

Judging

What is the process for judging?

There are two stages of judging, the first will identify those posters meeting the entry criteria and who are Recognised for Virtual Display.  Second stage is taking place from 26 July to 2 August as part of the Patient Safety Awards judging when the ten category winners will be chosen. The overall winner of the poster competition will be chosen from the ten category winners by attendees at the live event.

What are the judges looking for?

In every category, judges are looking for well-presented posters that describe clear, well-evidenced projects with the ultimate goal of delivering tangible improvements in patient safety. Please view the category list for more information regarding each individual category. 

Who are the judges?

Our judges have been selected from the Patient Safety Awards Judging Panel. 

When is the judging taking place?

Stage 1 of judging to choose posters successful to be Recognised for Virtual Display will be completed by 23 July and all entries will be notified week commencing 26 July.  Stage 2 of judging to identify the ten category winners is taking place from 26 July – 2 August. Category winners will be announced and informed prior to the event by 13 August.

If my poster is chosen to be Recognised for Virtual Display, when and how will I be notified?

An email will be sent out to the lead contact person no later than week commencing 26 July to inform you that your project has been successfully Recognised for Virtual Display and will also provide the next steps.

If my poster is not Recognised for Virtual display, when and how will I be notified? 

An email will be sent out to the lead contact person no later than week commencing 26 July to inform you that your poster has been unsuccessful and therefore we will not be displaying the poster at the event.

If I am unsuccessful, will I receive feedback as to why it did not meet the criteria?

No, in view of the number of entries we receive, we will be unable to provide feedback as to why your poster was unsuccessful. 

How and when will I know if I have won my category?

We will be announcing the ten category winners via email and they will be listed on our website. The lead contact from each category will also receive an email by 13 August providing next steps.

If I did not win my category will I be notified?

No, we will only notify the category winners, if you have not received an email from HSJ by 13 August your entry did not win the category but is still Recognised for Virtual Display.

How will the overall winner of the poster competition be chosen?

During the Patient Safety Congress live event, taking place on 20-21 September 2021, the audience will vote from the ten category winners, via the app to choose the Overall Patient Safety Poster Competition Winner.

Attending the event

My poster has been Recognised for Virtual Display, I would like to attend the event, is there a discount?

Yes. If you haven’t already booked your ticket, you, your colleagues and anyone else in your organisation are eligible to book at a reduced rate of £299 + VAT for the two-day Congress. This rate is only available until the 27 August.  To take advantage of this discount please contact ryan.bessent@wilmingtonhealthcare.com. Please note that this price cannot be used retrospectively. 

Does the discount expire?

Yes, you’ll need to claim this discount by 27 August, after which, the price will return to the standard booking rate (£449+ VAT).

Who is eligible to use the discount?

Anyone from the organisation that entered the poster competition and has had their entry Recognised for Virtual Display.

If I do not attend the event, will I have access to see my poster in the app?

Unfortunately not, the content of the posters would only be available to those attending the event either onsite (20-21 September) or on-demand after 27 September. If you have submitted a poster and you are not based in the UK, you have the option to purchase an on-demand ticket here which will give you access to the posters via the event app.  

At the event

Where will the posters be displayed?

All posters that have been Recognised for Virtual Display will be displayed in the event app only which is accessible to all attendees at the live event and available to virtual attendees from 27 September. The ten category winner posters will be printed and displayed in the Patient Safety Congress Exhibition. 

The Congress normally has a physical poster display in the exhibition, why is this only going to be in the app?

Due to space restrictions and to ensure that attendees have plenty of available floor space to move around the exhibition, HSJ has taken the decision to have posters displayed only in the event app for the September 2021 event.

I won my category so there is a printed poster in the exhibition, can I take my poster with me after the event?

If you are the lead contact of the poster then you can take your poster with you after 3pm on 21 September. Please ensure you have something to transport it as the event team will not be able to supply anything to you.

I do not have a smart phone, so cannot access the app, how can I see the posters?

If you booked to attend the congress you can still access the app content and posters via a desktop computer/laptop and log-in details will be provided nearer the time.

I have booked a virtual pass only for the event, can I still access the posters?

Those booking virtual tickets for the congress to access the on-demand content will be provided log-in details to the app/virtual platform by 27 September. The posters will be available to view then.

Winner announcements

How many winners are there?

There will be ten category winners, 1 for each category selected prior to the event. During the Congress, the audience will vote for the Overall Patient Safety Poster Competition Winner

When and how will the category winners be announced?

An email will be sent by the 13 August to announce the category winners.

When will the Overall Patient Safety Poster Competition Winner be announced?

The winner will be announced during the Congress. Timings will be confirmed closer to the event.

I have another question

If the FAQs have not answered your questions, please contact lauren.garbutt@wilmingtonhealthcare.com who will be happy to help.