Frequently Asked Questions
Learn how to use the FAQ page to get answers to your most pressing questions.
Welcome to our Annual Meeting FAQ page, your go-to resource for all the information you need about our event. Here, you'll find answers to the most commonly asked questions, covering everything from registration and accommodations to event schedules and attendee services. Browse through the FAQs to quickly find the necessary information and ensure a smooth and enjoyable experience. If you have further questions, feel free to contact us directly.
Programming Questions
This section provides essential information about the SGIM25 program, helping you plan and make the most of your time at the event.
A: Yes! We’ve curated a guide specifically for students, residents, and fellows (SRFs) who are new to SGIM. It highlights sessions that focus on career development and professional skill-building to support your success in academic medicine. While it’s not a complete list of all SGIM25 programming, it’s a great starting point for navigating the meeting as a trainee and first-time attendee.
A: Yes! We’ve put together a helpful guide with tips for planning ahead, making connections, and navigating the meeting with confidence. Whether you're presenting, attending sessions, or hoping to expand your professional network, this resource is a great place to start.
👉 View Networking Tips & Tricks for the SGIM Annual Meeting
The best way to organize your time at SGIM25 is by using our planning tools. We recommend planning at least 1-2 weeks before the meeting as there are many concurrent sessions.
Online Planner: Access through any web browser to browse sessions and create your personalized schedule. Simply visit our website and click "Access the Planner" to log in and save your preferences.
Mobile App:
- Search for "SGIM Events" in the Apple App or Google Play stores
- Select the "2025 SGIM Annual Meeting" logo
- Tap "Select Event"
- Use the bottom menu to navigate
Your schedule syncs between both platforms when you log in with the same credentials. Both tools allow filtering by session type, topic area, and time slot. The app also provides notifications about schedule changes.
Registration for the SGIM Annual Meeting includes access to all general sessions, including workshops, plenaries, and poster presentations. Additionally, registrants can access networking events, mentoring opportunities, the career fair, and certain meals or refreshments, depending on the meeting program. Please note that there are a few separate fee events on Wednesday, including precourses and career development programs. For specific details, refer to the meeting's registration page.
Q: How can I become a Peer Reviewer for the SGIM Annual Meeting?
A: We’d love for you to get involved! During the open call for reviewers, simply visit the portal and select "Peer Review Sign-Up." If you have any questions, feel free to contact the SGIM Annual Meeting team.
Presenter Questions
This section provides essential information about the requirements, formats, and key dates for various presentation types, helping you prepare effectively for your session.
Q: Where can I learn more about the requirements, format, and key dates for Workshops, Clinical Updates, Interest Groups, and Precourses?
A: You can find detailed information, including submission requirements, session formats, and important deadlines, by visiting the following pages:
Q: Where can I learn more about the requirements, format, and key dates for Clinical Vignettes, Scientific Abstracts, and Innovations?
A: You can find detailed information, including submission guidelines, presentation formats, and deadlines, by visiting the following pages:
How should I prepare for my presentation?
- Oral Presentation Tips - View our guide on slide design, formatting, and effective presentation strategies.
- Workshop Presentation Tips - Practical strategies to help you optimize your session from planning to presentation day.
- Disclosure Requirements: All presentations must include a Disclosure slide at the beginning that acknowledges disclosures for all submitted authors. Click here to download a sample disclosure slide.
What time should I arrive for my presentation?
- Plenary Presenters: Please arrive at your designated room at least 30 minutes prior to the start of the session (not your individual presentation time).
- Oral Presenters: Please arrive at your designated room at least 15 minutes prior to the start of your session (not your individual presentation time).
Where and when should I submit my presentation files?
- Submission Location: Bring your presentation file(s) on a flash/thumb drive to the Speaker Ready Room.
- Submission Timing: Submit your files the day before your presentation and no later than 3 hours before your scheduled presentation time.
- Speaker Ready Room Location: The Speaker Ready Room will be located at the Diplomat Hotel (specific room to be announced).
What equipment will be available for my presentation?
- Standard Equipment: Each presentation room will be equipped with a computer, projector, and screen.
- Supported Formats: PowerPoint and PDF presentations are supported. Videos embedded in PowerPoint must be tested in the Speaker Ready Room prior to your session.
- Personal Devices: While the use of personal laptops is discouraged, if necessary, please bring any required adapters and test your setup in the Speaker Ready Room before your session.
What is the time allotment for oral presentations?
- Presentation Length: Your specific time allotment is detailed in the confirmation email you received. Most oral abstracts are allotted 10-15 minutes, including Q&A.
- Time Management: Session moderators will enforce time limits strictly to ensure all presenters have equal opportunity to present.
What if I need to withdraw or change presenters?
- Presenter Changes: If you are unable to present and wish to designate an alternate presenter, please email annualmeeting@sgim.org as soon as possible. The alternate presenter must be registered for the meeting.
- Withdrawals: If you need to withdraw your presentation, please notify SGIM immediately at annualmeeting@sgim.org.
Will my presentation be recorded or published?
- Recording Policy: Sessions may be recorded for educational purposes. By presenting at SGIM25, you consent to having your presentation recorded.
- Publication: Abstracts from oral presentations will be published in the Journal of General Internal Medicine supplement following the meeting.
Additional Questions?
If you have any other questions regarding your oral presentation at SGIM25, please contact the SGIM staff at annualmeeting@sgim.org.
Poster Numbers
- Beginning Friday, April 4, poster numbers will be available in the SGIM meeting app by searching your last name or poster title in the Posters Tab.
- How do I read my poster number?
- PSX indicates your assigned session
- 000 is your assigned board number
- Example: PS1-010 means Poster Session 1, Board 10
- If you're presenting multiple posters in one session, they have been numbered consecutively.
Poster Design
- What format should my poster be? All posters must be designed in a horizontal format.
- What are the available sizes?
- 36" height x 72" width: Design at 18" x 36" (50% of final size)
- 42" height x 84" width: Design at 21" x 42" (50% of final size)
- What are some design tips?
- Make it visual with drawings, photos, charts, and graphs
- Create a clear left-to-right flow
- Use lines, frames, contrasting colors, or arrows for emphasis
- Choose a clean, consistent font (smallest letters at least ¼" tall/18 points)
- Limit to 4 colors for visual harmony
- Balance accuracy with visual appeal to avoid clutter
Poster Printing
- Do I need to submit my poster before the meeting? No, but you are responsible for bringing your printed poster.
- What are my printing options?
- Use our optional printing service for on-site pickup (orders must be placed at least seven business days before your presentation)
- Print independently and ship to your hotel
- Where can I place an order for on-site pickup? [See Poster Ordering Instructions below]
Presenter Changes
- Can I change the listed presenter? The deadline to change presenters is March 17. After this date, changes will no longer be made to the agenda or mobile app.
- Can someone else present my poster? Yes, another registered meeting attendee may present your poster in an unofficial capacity. No additional action is required.
Poster Rescheduling
- Can I reschedule my poster? The deadline to request a new poster session has passed.
- What if I can't attend? You can ask another registered attendee to present for you or notify SGIM at annualmeeting@sgim.org to withdraw your poster.
Abstract Publication
- Will my abstract be published? All accepted and presented posters will be published in the Journal of General Internal Medicine supplement after the meeting.
- What if my abstract was accepted but I declined to present? These abstracts are not included in the supplement.
SGIM Annual Meeting Poster Ordering Instructions
To ensure your poster is printed and available for pickup at the SGIM25 Annual Meeting, please follow the instructions below for using our official printing provider.
Order Deadline for On-Site Printing:
Due to high order volume, all on-site printing orders must be placed at least 7 business days prior to your presentation.
Step-by-Step Ordering Instructions:
- Create an Account
- Visit SGIM Poster Order Portal
- Click the button to create a new account with a unique username and password.
- Enter the registration code: Users@SGIM to gain access to the portal.
- Choose Poster Type
- Once logged in, you will be directed to the online portal order page. Click on the POSTERS option in the blue bar at the top of the screen.
- Choose your poster type:
- Eco and travel-friendly fabric poster
- Paper poster in a shipping tube
- Early bird pricing is available until April 12th. After this date, regular pricing applies until April 28th. Orders after April 28th will be considered "On-site" and must meet the 7-day lead time requirement due to high volume.
- Shipping Information
- All orders will be shipped to the conference site for pickup at the poster pickup room.
- Click the (red) icon in the upper right-hand corner of the screen.
- Enter the SGIM convention address as the ship-to address and click the Update button.
- Add Poster Files
- Click the yellow arrow in the upper right-hand corner.
- Follow the instructions to upload your PDF file(s).
- Ensure the file is ready to print and set the page size in your design program to either 21"x 42" or 18"x 36".
- Once the order is submitted, no changes can be made. If you need to replace your file, you must submit a new order.
- Billing Information
- Click the yellow arrow in the upper right-hand corner.
- Fill in the required details (Order name, PO#, additional emails).
- To make a payment, click to enter your credit card information in the secure window.
- Once your payment details are saved, click the open circle next to your payment method to confirm.
- Final Review and Submission
- Click the yellow arrow in the upper right-hand corner to review your order.
- Ensure all details are correct, then click the yellow arrow to finalize the order.
- Order Confirmation
- After submission, you will receive a confirmation email with your order details.
- The confirmation screen will display your order number. Please keep this number for reference when picking up your order at the conference.
Thank you for using our SGIM-sponsored provider for poster printing. We look forward to seeing your presentation at the SGIM Annual Meeting!
Travel and Logistics
This section offers crucial information on accommodations, transportation, and onsite arrangements to ensure a smooth and well-organized experience at the SGIM Annual Meeting.
REAL ID Requirements for Air Travel
Beginning May 7, 2025, all U.S. travelers flying domestically will need a REAL ID-compliant driver’s license or another acceptable form of identification (such as a passport) to board flights.
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U.S. Attendees: Check your state-issued ID for a star or other REAL ID marking. If your ID is not compliant, you will need an alternative TSA-approved ID (e.g., passport, military ID).
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International Attendees: A valid passport is still required for entry into the U.S. and for domestic flights. We recommend bringing hard copies of your invitation letter and registration confirmation in case they are requested during travel.
Learn more at tsa.gov/real-id.
Q: I need to change or cancel my registration. What are my options?
A: If you need to change or cancel your registration, you have a couple of options:
- In-person to virtual: Transfers can be made at any time, but no refund will be given if the in-person fee is higher than the virtual pricing.
- Virtual to in-person: Transfers can be made until April 13, 2025, with payment of the price difference required.
For full details on how to proceed, please refer to the Registration Policies page.
A: Yes, there is a virtual option available for SGIM25. Learn more here.
A: SGIM has published detailed information to support the health, safety, and well-being of pregnant attendees, including guidance on local regulations, emergency care resources, and attendance options. Please visit the Guidelines & Resources page for more information.
Q: Is there a lactation room available at the SGIM25 Annual Meeting?
A: Yes, a dedicated lactation suite will be available at the Diplomat Hotel. The suite will include a mini-refrigerator, chairs, and electrical outlets. To access the room, please check in with the Registration Desk staff for a key.
Q: Can I bring breast milk, formula, and related supplies through airport security?
A: Yes, formula, breast milk, toddler drinks, and baby/toddler food in quantities greater than 3.4 ounces are allowed in carry-on baggage. These items do not need to fit within a quart-sized bag, as they are considered medically necessary liquids. Cooling accessories, such as ice packs, freezer packs, and gel packs, are also allowed. Your child does not need to be present for you to bring these items. Be sure to inform the TSA officer at the beginning of the screening process.
For more details, refer to TSA guidelines here.
Q: Are there options for shipping expressed breast milk to and from the SGIM25 Annual Meeting?
A: Yes, there are several services available that allow you to ship expressed breast milk in temperature-controlled packages to and from Hollywood, FL. This can be a convenient option if you prefer not to carry breast milk during travel. Check your institution’s travel policies to see if shipping breast milk will be reimbursed.
Shipping Options Include:
- FedEx
- Milk concierge services such as Save the Milk, Milkstork, and Maven Milk
Note: SGIM lists these services for illustrative purposes only and does not endorse any specific service. Other shipping services may be available.
Q: How can I connect with others to share housing, airport shuttles, or carpools for the SGIM Annual Meeting?
A: You can use the GIM Connect community to share housing, airport shuttles, and carpools with other SGIM members. To view and post in the discussion, go to the community home on GIM Connect (you must be logged in to view the full discussion or post).
Important Tips:
- Include the specific meeting you are posting about in the subject line (e.g., SGIM25 or Southern Regional Meeting 2025) to avoid confusion if multiple meetings are happening simultaneously.
- To protect your privacy, do not include your email address or phone number in your post. Instead, use the community’s secure communication features (e.g., Reply Inline, Reply to Sender).
Submission Questions
Planning to submit your research, session, or abstract to the SGIM Annual Meeting? Our comprehensive Submission FAQs provide all the details you need to navigate the submission process smoothly.
Q: How do I submit my session or abstract for the SGIM Annual Meeting?
A: All session and abstract submissions must be completed through the ScholarOne website: https://sgim25.abstractcentral.com/.
Steps to Submit:
- Prepare to Submit:
- Before you can include co-authors or session faculty members (speakers/presenters) in your submission, each co-author must:
- Create or update their ScholarOne personal profile/account.
- Complete, sign, and submit the required Conflict of Interest (COI) Disclosure, available in your ScholarOne account upon your first login.
- Before you can include co-authors or session faculty members (speakers/presenters) in your submission, each co-author must:
- Submission Process:
- Use the ScholarOne search function when adding speakers to your session submissions to ensure all information is accurate and up-to-date.
- Allow ample time to complete the online submission process, which takes approximately 30 – 45 minutes.
Tips for Submission:
- Prepare and finalize the text of your submission in a separate program (such as Microsoft Word) before logging on to the ScholarOne website.
- Beware of cutting and pasting directly into the web-based system, as some characters (e.g., bullets, numbering, tabs, or mathematical symbols like ≤ or ∑) may not be captured correctly by ScholarOne.
Q: Can I submit the same work that was previously presented at an SGIM Regional Meeting?
A: Yes, you may submit work previously presented at an SGIM regional meeting, but only if the work has not yet been published in article or abstract form. Please refer to the Submission Eligibility and Encore Presentation Policy for more details.
Q: Can I submit my work, which was recently submitted to another national organization’s medical meeting?
A: Yes, you can submit your work as long as the notification of acceptance by the other meeting occurs after the SGIM submission deadline. Additionally, papers under review at the time of the submission deadline but not yet accepted for publication, even if they appear in the press before the meeting, are eligible for presentation. Please review the Submission Eligibility and Encore Presentation Policy.
Q: Can I submit the same work that was previously presented at another organization’s regional meeting?
A: Yes, you may submit work previously presented at another organization’s regional meeting, provided the work has not yet been published in article or abstract form. Please review the Submission Eligibility and Encore Presentation Policy for further guidance.
Q: Can I submit my work, which was recently submitted to the Journal of General Internal Medicine (JGIM), in article form?
A: Yes, you may submit your work to the Annual Meeting if you have not received a publication acceptance notification before the submission deadline. Please note that the peer review process for inclusion in JGIM typically takes several months to complete.
Q: Is there a fee to submit my session or abstract?
A: Yes, each submission (excluding Interest Groups) requires a submission fee, which must be paid by credit card.
Details of the Submission Fee:
- Fee Amount: $85 per submission.
- Payment Requirement: Your submission will not be considered for peer review if the submission fee has not been paid.
- Refund Policy: Submission fees are non-refundable.
Important Note:
- If your submission is accepted, each author/speaker is required to pay the registration fee to attend the meeting. The submission fee is separate and does not cover meeting registration.
Q: Is there a limit on the number of abstracts I can submit for the SGIM Annual Meeting?
A: No, there is no limit on the number of submissions per author. However, please make sure to refer to the Submission Eligibility and Encore Presentation Policy for additional guidelines and requirements.
Q: Can you merge my duplicate ScholarOne accounts?
A: Yes, we can merge duplicate ScholarOne accounts. Please email annualmeeting@sgim.org with the following information:
- Your full name
- The email addresses associated with the duplicate accounts
- Your preferred ScholarOne primary account email address
Q: I forgot my password. How do I reset it?
A: To reset your password:
- Go to the SGIM Annual Meeting ScholarOne Log In Page: https://sgim25.abstractcentral.com.
- Click on the "Forgot Password" link next to the orange Log In button.
- An automated email will be sent to the email associated with your account.
Note: If you need to update your email address, please contact annualmeeting@sgim.org.
Q: Can I change my user account ID?
A: Yes, you can change your user account ID by following these steps:
- Log in to ScholarOne.
- Click on your name at the top right-hand corner of the screen.
- Select "User ID & Password."
- Enter your new User ID.
- Click "Save Changes."
Q: Can you send me my account information? I can’t find my user account.
A: If you can’t find your user account, please try the following steps:
- Check the Correct Email Address: You may have an account listed under a previously associated email address from another institution. Also, try using variations of the institutional email domain.
- Ensure the Correct ScholarOne Submission Website: Make sure you are using the correct ScholarOne website for the SGIM Annual Meeting: https://sgim25.abstractcentral.com.
- Enter your associated ScholarOne email address and click on "Forgot Password."
- Q: What steps do I need to take to complete the Disclosure of COI Statement for my submission?A: To complete the Disclosure of Conflict of Interest (COI) statement, follow these steps:
- Log in to ScholarOne: Visit https://sgim25.abstractcentral.com/.
- Access Disclosures: Click your name on the top right-hand navigation bar.
- Select "Disclosures": From the drop-down menu, select "Disclosures."
- Complete the Form: Read the policy carefully and fill out the required form.
- Sign and Submit: Sign the form with your first and last name, then click "Submit."
If a Conflict of Interest is Disclosed:
- SGIM may contact you for additional information or request a copy of your presentation slides to ensure that any potential conflicts are properly mitigated.
- Q: How can I see if my co-authors have completed their disclosures?
A: To view the status of disclosures for your submission:
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- Log in to your ScholarOne account.
- Click on the "Submissions" tab.
- From the list of completed submissions, select "View Abstract."
- Disable any pop-up blockers. A proof of the abstract will appear in a new window.
- At the bottom of the proof, review the disclosure status for each author.
Q: How is the meeting schedule for presentations determined, and can I request a change to my assigned time slot?
A: The scheduling of all presentations at the SGIM Annual Meeting is determined by the Program Committee. Presenting authors should be prepared to present at the time assigned. If you have any potential time conflicts, please note them at the time of submission.
Q: What are the submission categories for the SGIM 2025 Annual Meeting?
A: The submission categories for the SGIM 2025 Annual Meeting cover a wide range of topics, including clinical practice, medical education, research, and more. To view the complete list of submission categories, please click the link below.
Q: Can I make changes to the authors or presenters for my submission, and how do I do it?
A: Yes, presenter changes can be requested and accepted until March 3, 2025. If you need to replace or add an author or presenter during the Open Edit Period, follow these steps:
- Ensure the new author or presenter has a ScholarOne account and has completed the required disclosure statement.
- Contact annualmeeting@sgim.org with the following information:
- The Control ID of your submission
- The new author's name and email address
Q: How will SGIM communicate with me regarding my submission for the Annual Meeting?
A: All correspondence related to your submission will be conducted exclusively via email, and only the selected presenting author will receive these communications. The emails will come from the address annualmeeting@sgim.org.
Important Tips:
- Ensure Delivery: To avoid missing important updates, please ensure that your institutional email system allows emails from annualmeeting@sgim.org to reach your inbox.
- Accessing Emails: In addition to your email inbox, all communications sent to the presenting author will be available in the Messages section of their ScholarOne account.
Q: Will my submission be published in the Journal of General Internal Medicine (JGIM) if it is accepted for presentation at the SGIM Annual Meeting?
A: Yes, SGIM typically publishes all accepted Scientific Abstracts, Clinical Vignettes, Innovations in Clinical Practice, and Innovations in Medical Education submissions in an electronic online supplement to the Journal of General Internal Medicine (JGIM), the official publication of SGIM. This supplement is usually published in late summer. However, SGIM reserves the right to exclude any abstract deemed inappropriate for publication.
Accessing JGIM: SGIM members can access JGIM issues by logging into the Members Only section of the SGIM website and clicking on the grey JGIM tab above the "Welcome to Society of General Internal Medicine" on their account profile page.
Q: Are oral presentation sessions and poster sessions open to the press?
A: Yes, both oral presentation sessions and poster sessions at the SGIM Annual Meeting are open to members of the press. This allows for broader dissemination and coverage of the research and innovations presented at the event.
Q: Do I have to be a member of SGIM to submit or present as a co-author?
A: No, membership in SGIM is not required for submission or to present as a co-author. We welcome submissions from all. However, we encourage you to become a member to enjoy the full range of SGIM member benefits, including discounted meeting registration.
Q: How can I find more information about the SGIM25 submission policies?
A: For detailed information about the SGIM25 submission policies, click the link below:
After the Event Questions
This section provides essential information on how to claim CME and MOC credits, access post-meeting materials, and stay connected with the SGIM community following the Annual Meeting.
Q: How can I claim CME and MOC credits for attending the SGIM25 Annual Meeting?
A: To claim CME credit for the SGIM25 Annual Meeting, you must complete a meeting evaluation. This evaluation will be available on the last day of the meeting and can be accessed via email or through a link in the mobile app. The evaluation will only be open for 30 days.
If you also wish to receive MOC credit, you will need to complete an additional Assessment. Be sure to complete both the evaluation and the assessment within the provided timeframe to receive your credits.
Q: When and where will the 2026 SGIM Annual Meeting take place?
A: We are excited to announce that the 2026 SGIM Annual Meeting will be held from May 6 to May 9, 2026, in Washington, D.C. The event will take place at the Gaylord National Harbor, offering a fantastic opportunity to gather with healthcare professionals, researchers, and experts in general internal medicine. We hope you join us again!
Career Fair & Exhibitor Questions
Considering showcasing your organization at the SGIM Annual Meeting? Our Exhibitor FAQs provide everything you need to know, from available exhibit packages and add-ons to the application process.
Q: What are the benefits of exhibiting at the SGIM Annual Meeting?
A: Exhibiting at the SGIM Annual Meeting offers several key benefits:
- Reach: Connect with SGIM meeting attendees, including those interested in your programs and activities, as well as representatives from government agencies and the private sector.
- Engage: Network with healthcare leaders, including researchers, general internal medicine faculty, and clinicians, to build valuable relationships.
- Showcase: Highlight your services and offerings to a diverse audience of medical students, residents, and fellows, providing visibility and opportunities to share your expertise.
Q: What exhibit packages and add-ons are available for the SGIM Annual Meeting, and what do they include?
A: The SGIM Annual Meeting offers two main exhibit packages, with options for both non-profit/government and commercial exhibitors:
- Tabletop Exhibit:
- Cost:
- $2,750 for Non-profit/Government
- $3,250 for Commercial
- Includes:
- One draped 6’ table
- Two chairs
- Cost:
- 10’ X 10’ Booth:
- Cost:
- $4,200 for Non-profit/Government
- $5,500 for Commercial
- Includes:
- One draped 6’ table
- Two chairs
- 10’ pipe and drape
- Cost:
Add-Ons:
- Career Center Posting:
- Cost: $350
- Details: Advertise your organization’s open positions by posting on SGIM’s Career Center board for 30 days (careers.sgim.org/employers).
- Mobile App Banner Ad:
- Cost: $800
- Details: Attract extra attention to your organization with banner ads in our mobile app.
Q: How can I apply to be an exhibitor at the SGIM Annual Meeting?
A: The SGIM Annual Meeting Exhibitor Prospectus is now available.
You may also visit the Expo & Career Fair site for more details.
