What is a poster session?
A poster session is a specific type of conference presentation where researchers display their work on large-format posters (usually A0 size). If technical resources allow, digital poster exhibitions on dedicated displays are also a space-saving way to make many posters easily accessible to attendees.
These posters are displayed in a designated area. The authors are generally available during the session to answer questions. Unlike traditional lectures, a poster session allows for a more direct exchange between the presenters and the audience.
Poster sessions are ideal for visually presenting complex data. Data, charts, and tables can be clearly visualized on the poster, allowing the audience to engage with the topic at their own pace. As an interactive format, a poster session also fosters networking among participants.
Why poster sessions are a success
- Direct feedback and interactive exchange: Presenters receive direct feedback from colleagues and engage in personal discussions.
- Networking: The poster session provides an ideal platform to make connections and exchange professional insights.
- Clear presentation: Complex topics can be visually and clearly conveyed on posters. Presenters practice tailoring content to a target audience and putting themselves in the shoes of the conference attendees.
- Variety of presentations: Parallel sessions allow more research findings to be presented simultaneously.
Tips: How to make your poster presentation a research highlight
As an organizer, you have a major influence on the success of a poster session. Here are some key aspects for planning and execution:
1. The right location
Choose a well-accessible and sufficiently large room with good lighting. Ensure there is enough space between the posters so that participants can move freely and view the presentations at their leisure. A separate area with high tables and seating encourages conversation.
👉Important for the location:
- Good access
- Plenty of space
- Good lighting
2. Clear guidelines for poster design
Establish clear guidelines for poster design. This includes, for example, the format, font type and size, and the use of logos and colors. A consistent design ensures a professional overall look and makes it easier for participants to navigate.
Do not restrict authors too much with excessive requirements. Giving tips is fine, but implementation should not be mandatory. Ultimately, the authors know best how to present their research findings on a poster.
The University of Bremen has compiled a helpful PDF guide on designing scientific posters.
Prof. Dr. Jennifer Schmidt also provides excellent tips for posters in her video, which you can forward to your poster authors:
https://www.youtube.com/watch?v=sd0ZpKJZNYk
👉Important information for participants:
- What format?
- Layout requirements?
- Which logos should be on the poster?
- Are there any good examples for guidance?
3. A well-organized presentation
Ensure a structured flow for the poster session. All posters should be hung up in good time. At the start, all participants should be at their stations. A schedule with clear start and end times helps everyone plan their time effectively.
👉Important for an organized flow:
- Set up time for assembly
- Provide assembly materials (poster fasteners, etc.)
- Communicate presentation times
4. Interactive elements
Increase participant engagement through interactive elements. For example, you could hold a poster evaluation or organize a Q&A session with the presenters. Poster walks or the use of social media also increase the reach of the poster session.
👉Designing interactive poster sessions:
- Award poster prizes (perhaps as part of a poster slam)
- Q&A session with authors
- Take questions via social media
5. Catering and networking
Light refreshments such as coffee, tea, and snacks create a pleasant atmosphere. Use the opportunity to organize a networking event afterwards. This allows participants to exchange ideas and make new contacts.
👉Facilitating networking:
- Organize snacks
- Set up high tables
- Create a lounge area for discussion
💡Tip: You can find further practical advice in our article “7 tips for poster sessions at conferences”.
Poster sessions in virtual and hybrid conferences
Even in the age of virtual and hybrid conferences, the poster session still has its place. With the right tools and strategies, the interactive nature of a poster session can also be replicated online.
🧑💻You can also implement poster presentations online:
- Virtual poster galleries: upload function, Q&A feature, and comments
- Live presentations: via video conference or livestream
- Virtual networking: in small groups in breakout rooms
Virtual poster galleries: Create a digital poster gallery. Authors upload their posters and may also present them digitally. Participants view the posters online, ask questions, and provide feedback. This takes place asynchronously. Compared to traditional on-site events, this approach allows for significantly more and more sustainable feedback to be collected over a longer period.
Live presentations: Presenters introduce their posters online and answer questions directly. Use video conferencing tools to create an interactive and engaging presentation. Alternatively, livestreams are also a great option.
Virtual networking events: Offer virtual networking events where participants can interact online and make new contacts. Breakout rooms or virtual lounges allow for smaller discussion groups.
What are the dos and don'ts for a successful poster presentation?
Checklist: Planning a poster session
Use this checklist to ensure you don't forget anything when organizing your poster session:
✅Define the goal: Is the poster session intended to share knowledge, foster networking, or introduce new projects?
✅Plan the budget: Calculate costs for the venue, technology, catering, printing, and, if applicable, a virtual platform.
✅Determine the format: Should the poster session take place on-site or digitally?
✅Select a location: Important factors here are bright rooms with good lighting, sufficient space, and barrier-free access.
✅Set the date & schedule: Plan enough time for networking, questions, and, of course, breaks. Inform the authors about when they are scheduled to present.
✅Create design guidelines: Communicate format, font sizes, and layout requirements clearly and well in advance to the authors.
✅Organize the technology: Test poster boards, screens, Wi-Fi, and, if applicable, the video conferencing tool or stream in advance! If virtual: Ensure everyone has access.
✅Submit & schedule contributions: Set deadlines and inform the authors in good time so they can create their posters before the conference.
✅Plan interactive elements: Decide which elements to include. Also, announce information about poster awards, live voting, and social media activities with some lead time.
✅Offer feedback opportunities: Create a survey for poster authors and participants.
✅Analyze results: Evaluate the level of interest in the poster session and use the feedback for future poster sessions.
If you would like to know more about poster sessions, you can find more information here 👉 7 tips for poster sessions at conferences.
FAQ – Frequently asked questions about poster sessions
What is the difference between a poster session and a presentation?
In a presentation, an individual shares their findings. A poster session involves a direct exchange between the presenter and interested attendees. Attendees can view the posters at their own pace and ask specific questions.
How do I design an engaging poster for my poster session?
Ensure a clear structure. Use meaningful graphics and tables, and formulate your key messages concisely. Avoid long blocks of text and ensure good readability.
What are the advantages of a virtual poster session?
A virtual poster session allows you to reach a wider audience. No one needs to travel or be on-site. Additionally, you can use elements like live chats and video conferencing to foster interaction between attendees.
How can I ensure my poster session is accessible?
Ensure good accessibility of the room, sufficient lighting , and a legible font. Offer alternative formats such as audio descriptions or braille posters. This allows everyone to follow the presentations.
What guidelines should I provide regarding poster size and format?
The standard size for scientific posters is usually DIN A0 (84.1 × 118.9 cm). Clear instructions on maximum size and orientation (portrait or landscape) help authors. Portrait format is most practical at conferences, as it saves space on poster boards. Communicate dimensions and orientation early so that layout and printing go smoothly.
What is the best way to communicate requirements and deadlines to poster authors?
Ideally via a well-placed document on the conference website or directly by email. Reminders are also important: immediately after poster acceptance, shortly before the submission deadline, and before the event. Also, explain to authors what happens if deadlines are missed.
How can posters be arranged effectively in a room?
Plan for sufficiently wide aisles and enough space between posters so that visitors are not crowded. Thematic groupings make it easier for visitors to find their way. Number all posters and provide an overview map. Please do not place posters at the entrance. This disrupts the flow of traffic.
How does Converia support the planning of a poster session?
Professional conference management software like Converia can support you in organizing and executing a successful poster session.
Converia helps you with the following:
- Abstract Management: You control the submission, review, and selection of poster contributions.
- Attendee Management: Registration and management of attendees and sign-ups for the poster session.
- Program Schedule: Create a complete program including poster sessions from the accepted contributions.
- Poster Gallery: Creation of a virtual poster gallery where participants can upload and present their posters.
- Communication: Inform attendees directly via email about everything important. Also, send targeted emails to poster authors with all information for preparing for the poster session.
