Posters · Glossary

What is a poster session?

A poster session is a scheduled part of a conference where accepted studies are displayed as printed posters, often in one hall, and each presenter stands beside their board to explain the work and answer questions. Sessions commonly last about an hour, and the conversations they start are as much the point as the poster itself.

Many first time presenters prepare the board and nothing else, then spend an hour unsure what to say. The session rewards a little planning around the conversation: a short pitch, answers to the obvious questions and a way for interested people to follow up.

Indunil Asanka · Co-founder

5 min read · Published 13 September 2026

What to prepare before a poster session
Item	Why it matters	How to prepare it
A 60 second pitch	Most visitors give you about a minute before deciding to stay	The question, the method in one line, the finding, why it matters; practise it aloud
A three minute version	For people who ask for more	Add the key figure, the main limitation and the next step
Answers to predictable questions	Sample size, bias and generalisability come up at every board	Write them down and rehearse the two hardest
A QR code or short link	Visitors want the paper or slides after the session	Point it to a stable page you control and test it on several phones
Handouts or cards	Some visitors prefer paper to scanning	A one page summary with contact details, or business cards
Mounting supplies and the rules	Boards, pins and times differ by conference	Read the organiser's guidelines for size, set up and removal times

How a session runs

Posters are usually put up before the session and taken down straight after, and presenters are expected to stay with their board for the scheduled time. The American Public Health Association's guidelines, for example, describe one hour sessions, posters set up 30 minutes before the start and removed within 30 minutes of the end, with presenters remaining by their board. SPIE's guidelines require presenters to stand by the poster for the scheduled duration to answer questions, and warn that a poster not displayed before the session may be treated as a no show. Visitors drift between boards, so conversations start and stop throughout.

Board sizes vary more than people expect

There is no universal poster size, and the board decides what fits. APHA's stands are 4 feet tall by 8 feet wide. The American Psychological Association's 2026 convention provides boards 4 feet high by 6 feet wide. Optica's standard display board is about 8 feet high by 4 feet wide, and SPIE lists different maximum spaces by region, 44 by 44 inches at North American events, 84 by 119 centimetres in Europe and 90 by 120 centimetres in Asia. An A0 poster, 841 by 1189 millimetres, fits some of these easily and not others, so check the call for posters before designing, not after printing.

Talking to visitors

Give people a moment to read before speaking, then offer the short version rather than reading the poster aloud. Ask what their interest is, because a clinician and a statistician want different parts of the story. Point to the figure and the key number as you talk, so the board supports the conversation. Welcome critical questions, since they are often the most useful feedback the study will get before peer review. Note names and contacts of people who want to follow up, and keep conversations short enough that others waiting can join in. If a conversation turns into a detailed methods discussion, offer to continue by email so the next visitor is not left waiting at the edge of the group.

Designing the board for the session

A session poster is read standing, from a metre or more, often over someone else's shoulder. Optica's guidance asks for text readable by viewers five feet away. That means large type, a clear reading order, the result visible without hunting, and figures that make sense with short captions. Aim the board at the person who will never talk to you, and keep the detail that would support a conversation in your head or behind a QR code. SPIE asks for QR codes of at least one inch square so scanners can read them from a distance.

Common mistakes

Leaving the board during the session is the most common, and at some conferences it can mean the abstract is not published. Others are printing at the wrong size or orientation for the board, reading the poster to visitors word for word, standing directly in front of the key figure, and having no way for people to follow up. Many presenters also forget practical details: mounting supplies, a tube or bag that fits the travel, and checking whether the conference prints posters on site or expects them brought. Presenters who share a board with a co-author should agree who stands when, so the board is never left unattended during the scheduled time.

Where it shows up in the poster builder

The poster tab builds A0 boards only, in portrait at 1656 by 2340 pixels on the canvas or landscape at 2340 by 1656, and exports at twice the canvas, 3312 by 4680 pixels for portrait, which is about 100 pixels per inch at full size. There is no custom size for a board such as 44 by 44 inches; a print shop can scale the file proportionally, but the shape stays A0. A QR slot is on 37 of the forty layouts for linking the paper. The thesis defence example shows a board built around three questions with a QR code in its title band.

Questions people ask

What should I wear and bring to a poster session?

Comfortable shoes matter more than formal clothes, since you will stand for an hour or more. Bring pins or tape if the conference does not supply them, a printed copy of your abstract, business cards or handouts, and a charged phone to show supplementary material if someone asks. Water helps, because you will talk continuously.

Can I present a poster virtually?

Some conferences run virtual or hybrid poster halls, where a PDF is uploaded and sometimes paired with a short recorded explanation. The APA 2026 convention, for instance, asks virtual posters to be uploaded as PDFs and allows a short explainer video. Others, such as some Optica meetings, require presenters to be on site to be published. Check the conference rules early.

How do I get people to stop at my poster?

Make the finding visible from a distance, stand beside rather than in front of the board, and make eye contact with people who slow down. A simple opening question, such as are you working on something similar, starts conversations better than launching into a pitch. Posters placed near refreshments get more traffic, but that is rarely in your control.

What if nobody visits my poster?

Quiet periods are normal, especially early in a session or when a popular talk overlaps. Use the time to visit neighbouring posters, which often leads to return visits and useful contacts. Share your QR link or a photo of the board on the conference social channels and hashtags, where people who missed the session can still find your work.

Are poster presentations less valued than talks?

They serve a different purpose. Talks reach more people at once, while posters allow longer, two way conversations with the people most interested. Many conferences accept strong studies as posters because of limited speaking slots. Poster prizes, invited follow up discussions and collaborations often come from sessions, and early career researchers especially benefit from the practice.

Should I print my poster before travelling or at the conference?

Printing at home lets you check the result and avoid last minute problems, but you must carry the tube or a fabric print. Some conferences offer on site printing for a fee, which saves travel hassle but leaves no time to fix errors. If you print on site, send the file early and confirm the size, orientation and paper type.

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Sources

Written and checked by the OneCraft team. Last checked 13 September 2026.