A poster session is a program format where scientific contributions are presented not as a lecture, but as a graphically designed poster. Authors are available at their posters during designated time slots to answer questions – facilitating an interactive, accessible exchange between researchers.
Typical for: Scientific congresses, professional conferences
Format: A0 or A1, print or digital (e-poster)
Duration: 60–120 minutes, sometimes spanning multiple days
What is a poster session?
The poster session is one of the oldest and most proven formats at scientific conferences: instead of giving a lecture, researchers condense their findings into a single, graphically designed poster. During a set time window, they stand by their poster to answer questions and engage in in-depth discussions with interested attendees. Compared to a lecture, this creates a direct, low-threshold, one-on-one exchange.
In modern event planning, it is an independent part of the scheduling, with dedicated viewing times and – for hybrid or online events – as an e-poster format.
Process
- Submission of poster abstracts via the call for papers, often in a separate category. Alternatively or additionally, abstracts that did not meet the requirements for an oral presentation can be presented as posters.
- Review similar to traditional lectures – often with a lower acceptance threshold, as posters can accommodate more contributions
- Confirmation with instructions on poster size, mounting, and setup times
- Setup on the day of the event – usually in the morning before the first session
- Viewing during designated time slots with mandatory author attendance
- Optional poster tours: Guided tours with an expert to thematically related posters
- Poster awards: Recognition of the best contributions, often based on audience voting
- Publication in the book of abstracts and potentially online as an e-poster
E-posters and hybrid formats
Modern conferences are increasingly relying on digital posters (e-posters): Instead of physical prints, authors upload their posters as PDFs or interactive multimedia. These are presented on large on-site touchscreens and simultaneously published in an online gallery. Benefits: no logistics involving poster tubes and mounting, significantly greater reach (online participants can browse), and better discoverability via search functions and keywords.
Best practices for organizers
- Clear poster size specifications in the call for papers (e.g., "A0 portrait, max. 841 × 1189 mm")
- Viewing times without parallel lectures – otherwise, participants will stay away
- Catering in the poster area to encourage longer stays
- Stand numbering with a floor plan
- Author presence reminder via email before the session
- Poster award with clear criteria and transparent voting
- Archive of posters in the online portal with DOI assignment for citable references
Best practices for authors
- Key message large and immediately recognizable – the poster must be "readable" from 2 meters away
- Visualization over text: charts, images, and diagrams instead of walls of text
- QR code to the full text or online version
- Signal presence: stand visibly by your poster during the session
- Prepare a short version: a 60-second pitch for interested passersby
For layout, font sizes and a free A0 template, see our guide How to create a scientific poster.
Poster sessions in Converia
Converia organizes poster sessions entirely digitally: dedicated submission paths for poster contributions, e-poster galleries for hybrid and online events, participant voting for poster awards, and automatic publication in the book of abstracts.
Organize poster sessions in a structured way
With Converia, you can keep track of everything even with hundreds of posters – from submission to the award ceremony.
- Abstract Management – Abstracts / Program / Speakers
- Call for Papers (CfP) – Abstracts / Program / Speakers
- Scheduling (Program Planning) – Abstracts / Program / Speakers
Viewing schedules, e-poster galleries, and award voting – integrated into the program and abstract workflow.