Present & Chair

Poster Session Guidelines

This is your one stop for all of the information you need to participate in a poster session. Instructions differ based on your role. Please select accordingly:

In-Person

Poster Presenter Guide

19–22 FEBRUARY: 16:00–18:00 CST
  • In-person poster sessions will take place on 19–22 February from 16:00–18:00 CST.
  • Registered poster presenters who cannot attend their scheduled session can choose to publish an iPoster in the online gallery, and the abstract will remain in the program. Choose this option via the Participant’s Corner.
  • If you are presenting multiple abstracts, the program committee cannot guarantee that you will be free of scheduling conflicts.

8 STEPS FOR PRESENTING A POSTER IN-PERSON

1. REGISTER

  • You must register to present at OSM24. Please note, presenting authors must be registered to publish an iPoster to the gallery.
    • Please allow one hour from time of registration before publishing an iPoster.
  • Please register at least 36 hours in advance of your session. Register by the early bird deadline of 10 January 2024 to take advantage of lower registration rates.

REGISTER

2. ATTEND A TRAINING SESSION

  • iPoster Demonstration
    26 January 2024, 11:30 AM – 12:45 PM EST
    View the training recording here.

    The iPosterSessions platform is a flexible HTML based poster format and has been used by OSM for several years. Representatives from iPosterSessions will provide a live demonstration of this dynamic online platform. They will also be available to answer any questions you may have as you begin creating your interactive presentations. Some elements that will be reviewed include:
    • High-resolution image
    • Detailed charts and diagrams
    • Slide shows
    • High-definition videos
    • Audio files
    • Voice-over narrations
    • Links to external data sets

3. CREATE & PRINT YOUR POSTER

  • In-person presenters will create a printed poster to be displayed on an assigned board in the poster hall for the entire week.
  • CCI Productions (CCI) is the official poster printer for OSM24. Posters ordered via CCI can be picked up at their booth located in the Ernest N. Morial Convention Center. Ready to order?
  • Refer to the requirements and best practices below.

PRINTED POSTER REQUIREMENTS AND BEST PRACTICES

  • In-person presenters also have the option to create a dynamic, interactive iPoster or a PDF for display in the online poster gallery in the scientific program.
    • To participate, create an iPoster or upload your PDF poster by the suggested deadline of 9 February, when the online gallery goes live.
    • Authors may log in to create a digital poster without first registering for the meeting, but must be registered to publish the poster in the online poster gallery.
    • Authors can edit a published poster through 29 February.
    • Instructions to create your digital poster were emailed in mid-December.

LOG IN TO THE IPOSTER EDITING PLATFORM
LEARN MORE ABOUT IPOSTER

4. REHEARSE

  • Organize your ideas so that you can quickly review your work with poster hall visitors.
  • Create an elevator pitch.
  • Focus on the material as submitted and accepted in your abstract.
  • Rehearse speaking slowly and clearly. If your rehearsal runs long, reduce the material and rehearse again.
  • Use simple, active words and short sentences.

5. PROMOTE YOUR SESSION

  • Use OSM’s customizable Canva templates to promote your #OSM24 session on social media.

CANVA TEMPLATE

LEARN MORE ABOUT PROMOTING YOUR SESSION

6. SET UP YOUR POSTER

  • Set up between 08:00 and 08:30 CST on Monday, 19 February for maximum exposure.
  • Pick up push pins and an availability sign at the Poster Assistance Desk.
  • Find your assigned poster board.
  • Boards will be numbered sequentially (0001–2800) from the beginning to the end of the hall. TIP: The number after the hyphen in your final paper number is your poster board number (e.g., The board for paper “AI14A-0714” is “0714.”)

7. ATTEND THE SESSION

  • You must be available in the poster hall for at least one hour during your assigned session.
  • Leave a note on your poster indicating where you can be reached in case someone wishes to discuss your research.
  • If you have created a digital poster in the online poster gallery, you can also include "I'll be at my poster" times in the gallery.

8. COLLECT YOUR POSTER

  • Your space on the poster board is yours from Monday through Friday. For maximum attendee viewing, please set up Monday and collect your poster Friday.
  • The poster hall will close at 18:00 CST each day.
  • Any remaining posters left unclaimed Friday after 16:00 CST will be removed and recycled. If you wish to keep your poster, you must remove it by this time.
In-Person

Poster Session Moderator Guide

19–22 FEBRUARY: 16:00–18:00 CST
  • Poster sessions will take place daily on 19–22 February from 16:00–18:00 CST.
  • Poster presentations cannot be added or moved to different poster sessions.
  • If you are moderating multiple sessions and/or submitted abstracts to the scientific program, the program committee cannot guarantee that you will be free of scheduling conflicts.
  • Please ensure session co-chairs are available to step in and moderate if needed.

5 STEPS FOR MODERATING AN IN-PERSON POSTER SESSION

1. REGISTER

  • You must register in order to moderate a session at OSM24.
  • Please register at least 36 hours in advance of your session. Register by the early bird deadline of 10 January 2024 to take advantage of lower registration rates.

REGISTER

2. GET READY TO MODERATE

  • Session moderators play an important role in making sure that session attendees feel safe, welcomed, and included.
  • Help ensure that sessions reflect diversity, inclusion, and excellence in science.
  • Reach out to the presenting authors in your session prior to the meeting. Session chairs will be provided with an updated report of presenters via the User Portal.

3. PROMOTE YOUR SESSION

  • Use OSM’s customizable Canva templates to promote your #OSM24 session on social media.

CANVA TEMPLATE

LEARN MORE ABOUT PROMOTING YOUR SESSION

4. ARRIVE EARLY FOR PRE-CHECK

  • Arrive 20 minutes before your poster session is scheduled to begin.
  • Presenters should set up their posters between 08:00 and 08:30 CST on Monday if possible for the most exposure.
  • Help authors having trouble with layout or set-up.
  • Make sure authors’ poster boards are numbered correctly and that presenters' availability signs are visible.
  • OSM staff will be available to provide assistance at the Poster Assistance Desk, where you will also find push pins and availability signs.
  • Note any empty poster boards. (Your evaluation survey will ask for any “no-show” presentations.)

5. MODERATE YOUR SESSION

  • Encourage participation and respect all presenters and attendees.
  • Introduce attendees to authors and facilitate discussion.
  • Perform “crowd control” in the aisles if needed.
  • Be aware of aggressive questioning that borders on bullying or harassment, especially if directed towards students or early career scientists. Please speak up and intervene.
  • Reach out to an OSM staff person at the Poster Assistance Desk for assistance or please report Code of Conduct concerns to [email protected].
  • Remind authors to remove their posters by Friday at 16:00 CST. Any posters remaining at that time will be recycled.