virtual conference presentation guidelines

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10 Tips For Giving Effective Virtual Presentations

What to know before you go live.

September 26, 2016

Presenting online? Try these suggestions to improve your results. | Illustration by Tricia Seibold

As audiences go global and you need to reach more people through technology (including webinars, conference calls and teleconference), you must consider the challenges to connecting with a virtual audience. Here I pinpoint 10 valuable best practices to ensure you communicate successfully.

1. Be Brief

Audiences begin to lose attention after roughly 10 minutes of hearing from the same presenter. If you have more than 10 minutes of content, use interactive activities to keep your audience engaged (for example, take a poll, give quizzes, or ask audience members for their opinions via chat).

2. Be Simple

Keep slides simple — avoid too many words, graphics and animation features. Less is definitely more!

Light yourself well | Illustration by Tricia Seibold

3. Be a TV Personality

Look straight into your camera, not the screen. Wear clothing that is neutral in color (no plaids or stripes). Light yourself well and from above. Be mindful of what appears behind you in the background. Invest in a good microphone.

4. Be Standing

Even though your audience cannot see you, stand when you present. This allows you to stay focused and use good presentation delivery skills such as belly breathing, vocal variety, and pausing.

5. Be Prepared

Practice delivering your presentation with your technology in advance of your talk. Make sure all of the features of the technology work. Record your practice using the recording feature of your tool. Watch and listen to learn what works and what you can improve.

6. Be Assisted

Have someone available to deal with technical issues and to field email/text questions. Also, if you have multiple remote audience members in one location, be sure to pick one of them to be your “eyes and ears.” Ask them to queue up questions and facilitate discussion on your behalf.

7. Be Specific

Ask pointed questions to avoid too many people answering at once. For example, rather than ask, “Are there any questions?” try “Who has a question about the solution I provided?” Set a ground rule that people state their names prior to speaking.

Imagine your audience | Illustration by Tricia Seibold

8. Be Synchronized

Transitions are critical. You must connect what you just said to what is coming next when you move from point to point. Transitions between topics and slides are good opportunities to get people reengaged to your talk.

9. Be Connected

Imagine your audience even though you can’t see them. You can place pictures of audience members behind your camera so you can look at people as you present.

10. Be Early

Encourage your audience to access your call or webinar in advance of the start time so you can iron out any technical issues in advance and get them familiar with the technology.

Matt Abrahams is a Stanford GSB organizational behavior lecturer, author, and communications coach.

For media inquiries, visit the Newsroom .

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Virtual Poster Presentation Guidelines: Template & Tips

Published on 03 Dec 2021

In academic conferences, poster presentations are super important. They help participants gain experience in communicating their research, share their findings, and get feedback from their peers while also making events more dynamic.

It is no wonder virtual event organizers keep them on the program despite the additional layer of complexity.

From my personal experience as a presenter, not having clear guidelines often discouraged me from submitting. I was either confused about the expected format, the poster submission deadlines, or how things would roll out the day of the event.

Not having clear guidelines also wastes the precious time organizers have because it increases the number of support emails.

On the other hand, effective guidelines can be a channel to reinforce the objectives of your event and the benefits participants gain while reassuring them throughout the process.

In this article, we discuss why virtual poster presentation guidelines are important, the elements that need to be in them, and provide 3 bonus tips.

Why Virtual Poster Presentation Guidelines are Important

For in-person events, poster sessions are relatively straightforward: there is a physical room with poster boards and participants roam freely to discuss.

For virtual poster sessions, guidelines are even more important because a lot of aspects vary from one virtual event to the other:

• The presentation format varies across events and it's hard to know what to expect as a presenter. Some events rely on pre-recorded video files with no live video presentation. Others prefer to have posters as short oral presentations through a Zoom meeting with a Powerpoint.
• The experience on the day of the event also varies greatly depending on the virtual platform. It is not always clear how the navigation and the interactions will occur, leaving participants with a sense of uncertainty.
• Technical problems can also occur. Not being able to present your e-poster the day of the event because the image format is wrong or because something was not set up correctly is frustrating.

Clear guidelines will decrease anxiety, get your participants more prepared and help them get the most out of the virtual poster session.

Virtual Poster Presentation Guidelines Template

Here is the key information you should clarify in your guidelines. What you choose to include can vary depending on your specific situation.

• The objective(s) of the poster session. Depending on the main objectives of the poster session, the information presented and how it is explained will be different. Objectives can go from communicating a research project in layman's language to the general public to summarizing the learnings from a summer internship program or to presenting findings at a niche research symposium. The type of audience (undergraduate research students or the general public) is key information that will help put the objectives into perspective.
• What content should be included. It's common to ask for a title, authors and their affiliations, an introduction, methods, results, discussion, conclusion, references, acknowledgments, funding partners, and contact information. Depending on the objectives, you can ask presenters to emphasize additional aspects like potential applications, social or environmental impact, or personal learnings.
• What software they can use to create the poster. Powerpoint, Keynote, or Google Slides are common options. For cases where you need pre-recorded videos, a list of free software and instructions to record them will be very helpful.
• Format specifications. Posters can be uploaded in the form of images (.jpg or .png) or video files (.mp4 or .webm). Make sure to specify the maximum length in minutes. You can mention if you require the face of the presenter to be visible which adds a personal touch. If it's a slideshow, it can be a Powerpoint (.pptx or .ppt) or a PDF file (.pdf). Adding audio in the Powerpoint slides is useful, but watch out for the increase in file size. It's best to check with the virtual platform first for restrictions on file size and to specify it. You can also provide external links to free online compressing tools like https://tinypng.com, https://www.freeconvert.com, or https://cloudconvert.com .
• Templates and design tips. You can let presenters be creative with their poster design or provide a blank poster template with the university watermark to increase uniformity. A common rookie mistake is to include too much text. Remind presenters that most of the explanations will be made live during the presentation and that key information can be shared through bullet lists. Visuals like graphs or images are very important.
• Competition, prizes, or judging criteria. Mention if presenters will be judged and what the scoring grid is. Clarify how much time they will have, for example, 4 minutes of presentation and 1 minute for questions. This will help participants know what to focus on when they rehearse.
• Deadlines and submission instructions. Mention submission deadlines and acceptance notification dates. Provide a link to the submission platform with clear instructions on how to send a new submission and update an existing one.
• What the experience will be like on the day of the event. This is a very important one. Share how participants can log in and navigate on the platform the day of the event. Platforms like Fourwaves allow presenters to visit other posters avoiding them to staying alone in front of their posters.
• Data sharing. You can share how long the posters will be available and to whom and how they can request to remove them if necessary.
• Contact information. Share an email address to which presenters can write to ask questions or a link to an external FAQ to find answers quickly.

Tips for Effective Guidelines

1. have a well-structured document.

Separate each section with a title in a large heading to allow participants to quickly spot information of interest. Keep in mind most won't read the whole document.

Keep paragraphs short and straight to the point. Include images when necessary.

2. Create a FAQ page

A FAQ will decrease inbound support emails. Place it at the beginning or end of the guidelines document and/or on your event website.

Update it regularly based on the most common questions you receive.

3. Provide a video tutorial

A video tutorial that walks the presenter through the interface will dissipate a lot of uncertainty. If you can, give them access to the platform in advance so they can play around after watching the video.

You can also program a live demo with participants so they can familiarize themselves with it.

Guidelines Examples for Inspiration

• Designing Virtual Posters by Boise State University
• Virtual Poster Presentation Guidelines by John Caroll University
• Guidelines for Virtual Poster Presentation by IAEA
• Guidelines for Presenting a Poster in a Virtual Live Session
• Virtual Conference: Poster Guidelines by CLEO

Providing clear guidelines will help participants through their journey at your event, will decrease time spent on support, and will convince more presenters to submit their work.

It is definitely something organizers should tackle early on. It is time well spent that will most likely increase the success of your event!

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More From Forbes

Best practices for virtual presentations: 15 expert tips that work for everyone.

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In today’s COVID-19 world, virtual meetings and presentations have become the norm. While many presentation skills and best practices apply to both in-person and virtual presentations, expert virtual presenters understand the importance of adjusting their approach to match the medium. With in-person presentations, you more or less have a captive audience — you still need be engaging, but your audience is kind of stuck with you for the duration. But with virtual presentations, your audience has a greater opportunity to stray. You now have to compete for their eyes, ears, hearts, and minds against diminished attention spans, increased home and work life distractions, and conflicting priorities. 

Here are 15 expert tips to set you up for success in your next virtual presentation:

1.     Get the Lighting Right:  As a presenter, it is essential that people can see you well. Make sure you have good front light—meaning the light shines brightly on your face. If your back is to a window, close the shades. While natural light is often the best choice, if your home office doesn’t have natural light and you do a lot of virtual presentations, consider purchasing supplemental lighting to enhance your image.

2.     Choose the Right Background:  Try to use a background that enhances your professional image and is aligned with your message. Avoid a cluttered background or anything that can be distracting. Learn whether your presentation platform enables you to use virtual backgrounds (like Zoom) or whether you can blur your background (like Microsoft Teams). Your background can either add to your professional presence or detract from it.

3.     Know the Technology:  Nothing kills a presentation faster than a presenter who fumbles with the technology. This is a performance, so make sure you know how to make it work. A dry run is essential so that you’re comfortable with the platform features. It’s best to have a co-host (or producer or moderator) assist you with the technology so that you can focus on your presentation. Make sure you practice with the same technical set up (computer and internet connection) that you will use when you deliver the presentation.

4.     Play to the Camera:  When you are the one speaking, look directly into your computer’s camera , not on the screen or at the other participants. This takes some practice, but it makes the viewer feel as if you are looking right at them. Some presenters turn off their self-view so that they aren’t distracted by their own image. Put the camera at eye level . Try not to have your camera too far above or below you. If it’s too low, then you run the risk of creating a double chin. A camera too high makes it difficult to maintain eye contact, as you may find your gaze dropping as you speak. If you are part of a panel or a team of presenters, make sure you are aware of when your camera is on. If you are not speaking but your camera is on, make sure you look like you are paying attention! Powerful presenters understand the importance of making eye contact with their audience, so this means you have to simulate the same effect virtually.

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5.     Get Close (But Not Too Close).  You want the camera to frame your face, neck, and shoulders. People are drawn to faces, so you don’t want to lose that connection by being too far away, but you also don’t want your face to take over the whole screen like a dismembered head because, well, that looks weird. Practice your positioning and distance.

6.     Stand Up:  If possible, use a standing desk or position your laptop so you can stand at eye level with your computer. Standing up provides a higher energy level and forces us to put our body in a more presentation-like mode. If you have to sit, lean forward as you would if you were presenting at a real meeting or as if you were a TV news anchor. Avoid slouching away from the camera, as that sends a signal that you are disconnected from the audience.

7.     Be Animated:  Just like in a live presentation, you want to present with a little energy and animation. Too slow or too monotone in your voice makes it easy for folks to disengage and tune out. Keeping people engaged virtually requires you to actually be engaging.

8.     Pace Yourself:  Without real-time visual audience feedback cues, getting the pacing right can be difficult. Even though you want to infuse some animation and energy into your presentation don’t pump up the speed too much. If you tend to be a fast talker in real life, practice slowing down just a bit. If you’re a slow talker, you may want to speed up just a bit.

9.     Do A Sound Check:  If your sound is garbled, people will tune out. While people may forgive less than perfect video, if they can’t clearly hear you, they will leave. Practice with someone on the other end of the presentation platform. Make sure your sound emits clearly. Sometimes headphones or external microphones work better than the computer audio, sometimes not. Every platform is different, so make sure your sound quality is excellent every time. And again, you should practice with the same technical configurations and location that you will use for your presentation.

10.  Plug into Your Modem:  If possible, plug your computer directly into your modem using an Ethernet cable. This will give you the strongest signal and most stable internet connection. The last thing you want to happen during your presentation is to have a weak or unstable internet signal.

11.  Incorporate Redundant Systems.  If using slides, make sure someone else (another webinar co-host or producer) also has a copy of the slides just in case your internet goes wonky and you have to present by calling in. If you are using slides, make them visually appealing. Use high-quality graphics and limit the amount of text on each slide. It’s your job as presenter to deliver the content. The slides are meant to enhance your spoken words, not replace them.

12.  Engage Your Participants. Just as if you were doing an in-person presentation, craft your presentation to engage the audience. Incorporate chats, polls, raised hand features, etc. Try not to speak for more than ten minutes without some sort of audience engagement. Use the participant list to interact with your participants by name. Have people chat or raise a hand if they want to speak. Keep track of the order of people and then call on them to invite them to turn on their mics or cameras. 

13.  Let Someone Else Check the Chats.  Don’t get sidetracked by the chats during your presentation. You’ll be shocked at how distracting it is to your train of thought if you attempt to read the chats while speaking. Instead, have your co-host or producer monitor the chats. If you ask people to chat you answers or comments to a question you’ve posed, then pause your talking and engage directly with the chats by acknowledging them, reading them out loud, and commenting on them. 

14.  Evaluate and Enhance:  If possible, record the session and take the time to play back and look for areas that worked well and areas that you might want to improve upon. Great presenters, whether virtual or in person, understand the value of continually honing their craft. Be sure to acknowledge your strengths as well as your areas of improvement.

15.  Be Yourself and Have Fun:  Again, just like in face-to-face presentations, audiences connect to authenticity, so be yourself! Let your personality show through. Have fun. If you look like you’re enjoying the presentation so will others. Research shows that happy people retain information better than bored or disinterested people, so model the energy that you want to create. The audience takes its cue from you.

Remember, whether you are presenting in-person or virtually, all presentations are performances. And all performances are in service to your audience. Their time is valuable, so honor that time by delivering the best presentation you can. No matter what kind of presentation you are giving, you must find ways to create authentic audience connection, engagement, and value.

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Information on preparing pre-recorded and live presentations at SEMI virtual events

Preparing Your Virtual Presentation - Information and Guidelines

Although COVID-19 has significantly restricted travel, conferences and trade shows remain an important part of SEMI's mission to engage our members to advance the interests of the global electronics design and manufacturing supply chain. In response to the current travel restrictions, SEMI has moved many of our conferences and trade shows on-line as virtual events.

If you have been invited or selected to present at a virtual conference, or are considering delivering a presentation, there are a few guidelines you should be aware of. Most of the preparation is the same as a live event. You prepare your slides and rehearse your presentation to be sure you can deliver your message clearly in the allotted time. There are, however, a few differences in the actual delivery of your talk. The information below is intended to help deliver an effective presentation.

SEMI virtual conferences include three presentation styles.

• On-demand (pre-recorded). This style uses a pre-recorded video of your presentation which can be viewed on-line by attendees. 
• Live on-line. For live presentations, you present in real time from your office or home using a video conferencing application. Many live on-line presenters use a webcam along with their slides.
• Hybrid (also called simu-live). This style includes a pre-recorded presentation followed by live Q&A, often using a webcam.

Not all events include all three, and some of the details vary depending on the event. You should contact the event managers for details of your specific event.

Speaker Resources

For all presentation styles:

Online presentation tips and guidelines (PDF)

For pre-recorded presentations:

Recording and submitting your pre-recorded presentation (PDF)

Preparing and saving your presentation as a pre-recorded video using PowerPoint.

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Optica Quantum 2.0 Conference and Exhibition

23 - 27 June, 2024 Postillion Hotel & Convention Centre WTC Rotterdam Rotterdam, Netherlands

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Poster Presentation Guidelines

P oster Preparation  l Poster Template  l On-site Presentation l  Poster PDF  l  Three-Minute Poster Preview  l  Uploading Your Materials l Remote Audience Engagement

This conference will be held in a hybrid in-person/virtual format.  On-site presenters are expected to print and post their own posters .  They are also encouraged to upload the PDF of their poster and submit a short video to extend visibility to the remote audience. 

All posters are displayed in gallery view with search features by keyword, speaker, and final ID. Each poster has a dedicated page that includes the Poster PDF and/or a 3-minute poster preview, as well as an embedded chat window for interactive discussion with the remote audience. Upon navigating to a poster page, registrants will view the real-time chat discussion and can join the Slack channel to engage as desired. 

Presenters MUST either present on-site or provide either a Poster PDF or a 3-minute poster preview video in order to be published .   

Poster Preparation

Posters should be readable by viewers five feet away and should display the paper title and authors and affiliations. The message should be clear and understandable without oral explanation. The following guidelines have been prepared to help improve the effectiveness of poster communications. Initial Sketch. Try various styles of data presentation to achieve clarity and simplicity. Rough Layout. Enlarge your best initial sketch, keeping the dimensions in proportion to the final poster. The rough layout should be full size. Print the title and headlines. Indicate text by horizontal lines. Draw rough graphs and tables. This will give you a good idea of proportions and balance. If you are working with an artist, show the poster layout to your colleagues and ask for comments. This is still an experimental stage. Balance. The figures and tables should cover slightly more than 50% of the poster area. If you have only a few illustrations, make them large. Do not omit the text, but keep it brief. The poster should be understandable without oral explanation. Simplicity. Resist the temptation to overload the poster. More material may mean less communication. Prepare a 6-inch high headline strip that runs the full width of the poster. Include the title, authors and affiliations on the strip in letters not less than 1-inch high. Post a large typed copy of your abstract.

Poster Template

There is no official poster template for Optica Meetings. However, there are a number of companies that offer free templates to assist you in creating your Poster PDF. The A0 poster size formatted vertically is the most popular based on the physical dimensions of boards provided on site.

• https://www.postersession.com/poster-templates.php (see AO 85X120 cm Vertical Poster Template)
• https://www.posterpresentations.com/free-poster-templates.html (see option to personalize your template with the International A0 format)
• http://www.makesigns.com/SciPosters_Templates.aspx (select your preferred option in a 36 x 48 vertical format)

On-site Presentation

Please note that poster papers are not supplied with electricity or audiovisual equipment. Generally, an eight-foot-high x four-foot-wide approximately (244cm x 122cm) bulletin board, a sign indicating your paper number, and push-pins or adhesive tape will be provided.

Any deviations from this poster size as well as exact set-up and tear down time will appear on the main For Speakers (navigate one level up) page for your specific meeting. These details are also communicated to poster presenters with their acceptance notification. 

All poster presenters (in person and remote) are encouraged to provide a one-page Poster PDF. This is the same file that would be prepared to print for posting on-site (see poster preparation and template above).

Upload the poster PDF file directly into the conference paper submission system at least one week prior to the start of the conference.  While instructions were provided by email, you may also access the system directly using the same link you used to submit your paper:

Select the "Alert" pop-up box that will appear in your account.  The PDF is used to generate the thumbnails displayed in the searchable poster gallery.  

Pre-recorded Three-Minute Poster Preview Video

Poster presenters are encouraged to also provide an optional three-minute video describing their poster. The three-minute video must include a PowerPoint as accompaniment, which is limited to no more than four slides. No live presentations will be given via zoom.

If you have never used Zoom, instructions on creating an account and basic features are included in the  Introduction to Zoom . In order to record your presentation, you must first download and install the Zoom client . For a virtual background and instructions on pre-recording your presentation , refer to just those two sections of the  Oral Presentation Guidelines: Virtual   page.

Uploading Your Poster PDF Thumnail and Three-Minute Video

Your presentation can be uploaded by logging into the ScholarOne system using the same link that you used to submit and answer presentation preference questions.  This link will be resent to you in an email from the meeting management.  Follow the instructions below to upload your presentation.  Be sure to record your presentation one week prior to the meeting.  In order for your paper to be published, you are required to present (either in a live presentation or submitting prerecorded content).

• Once the recording is complete, use the submission system link to log in.  Use the username and password associated with your Optica account to sign in.   Your username is generally your email address.  If you have forgotten your password you may use the forgot password function.  *User ID and password are case-sensitive.  This means they must be entered on the login screen exactly as they appear above, using the same capitalization.
• Once you log in, you should have a Message Alert on your welcome screen.  Click on “Respond to Meeting invitation.” If you do not have this alert, you can access your invitations manually. On the top navigation bar, select Messages .  This should give you the option to see either emails sent to you or invitations.  Select Invitations .  If you do not see an alert box or any invitations in your Message tab, it's possible you have duplicate accounts in the system.  Please contact [email protected] and ask them to check your account.  Someone should be able to merge them and get back to you shortly.
• Your invitation to make your presentation preference selection and upload your video should appear on your screen.  On the left-hand side of your screen under ACTION, select View or View & Respond .
• A message providing upload instructions will appear once you respond.  Please update your presentation preference if you have not already done so.  The box to upload your presentation will appear at the bottom of the page.  Upload your video by clicking on the “Browse” button located beside the upload box at the bottom of your screen.  When you complete recording your presentation in zoom, you will see three different files: .m4a, .m3u, and .mp4. You will only need to upload the .mp4 file as that file incorporates Audio, Camera and Content Slides (PowerPoint) all in a single file.
• Hit the SAVE button after you uploaded the video. Your screen will not close, but your answer will be recorded.  On the bottom right-hand side of the invitation, select Accept Invitation.  This will indicate in our system that you have completed the survey.  If you have already answered a previous invitation in the system (for example you have previously selected a presentation preference and you are now going back to upload your video), you will not see the Accept button.  This is fine and will not interfere with your upload.  Please note, you do not have to answer both questions at the same time and can log in to change your presentation preference and provide and/or to provide an upload at any point. 
•  If you need to update your video after the initial upload, simply log back in using the same steps and upload a new video.  If you need assistance, please contact [email protected] and make sure to include your presentation ID ##final_id##. 
• Depending on the size of your file, the upload may take some time, so be patient.   If you need assistance in the process, or are not able to see the invitation or upload boxes, contact [email protected]

Remote Audience Engagement

Poster presenters MUST be a technical registrant to access their poster through the eposter gallery and MUST join the event Slack community (from the networking tab) to access the chat channel for their posterPoster presenters MUST be a technical registrant to access their poster through the eposter gallery and join the embedded chat. Remote presenters are encouraged to be available in real-time during their indicated presentation time, while in-person presenters are encouraged to check back after the in-person session and respond to any chat asynchronously.

Poster presenters will not need a zoom link to access their poster page or engage in real-time chat discussion with attendees.  If you are interested in inviting attendees to join you for a live talk and verbal discussion, you are free to set up your own virtual meeting (through Zoom, Webex, Teams, etc.) and provide a link to this in your chat window.

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A Guide to Implementing Inclusive and Accessible Virtual Poster Sessions

Lina arcila hernández.

a Department of Ecology and Evolutionary Biology, Cornell University, Ithaca, New York, USA

Nicole Chodkowski

b Biology Department, Lawrence University, Appleton, Wisconsin, USA

Kira Treibergs

c Department of Natural Resources and the Environment, Cornell University, Ithaca, New York, USA

Associated Data

Poster sessions are an integral part of conferences because they facilitate networking opportunities and provide a platform for researchers at every career stage to present and get feedback on their work. In Spring 2020, prompted by the rapid transition of the SABER (Society for the Advancement of Biology Education Research) Summer 2020 meeting to an online format, we designed and implemented a no-cost and accessible, asynchronous, and synchronous virtual poster session. Here, we outlined our goals for hosting an inclusive virtual poster session (VPS), demonstrated how a backward design approach can facilitate effective VPS, and described our rationale for adopting an asynchronous/synchronous model using the Padlet and Zoom platforms. We shared our lessons learned to facilitate a second VPS at the SABER 2021 meeting and to assist future poster session organizers in designing engaging, inclusive, and accessible poster sessions. Virtual poster sessions have great potential to improve collaborations and science communication experiences at scientific conferences and in undergraduate classrooms.

INTRODUCTION

Poster sessions provide unique opportunities for researchers to present their ideas to an audience that spans a broad range of experiences, backgrounds, interests, and career stages ( 1 , – 3 ). They also prepare students for graduate school and science careers. For example, during undergraduate poster sessions, students receive effective peer feedback and knowledge synthesis while improving skills in science communication ( 4 , – 6 ). Similarly, at scientific conferences, poster sessions have the potential to provide growth of scientific skills because researchers receive feedback on projects, brainstorm solutions to problems, and network for future collaborations ( 1 , 3 ). Conversations that happen during poster sessions can have powerful effects on the direction and quality of the final research product and can also be profoundly impactful to researchers; however, poster sessions need to be thoughtfully designed with these aims in mind to be effective ( 3 ).

In 2020, many US-based poster sessions were abruptly canceled along with in-person conferences because of travel and health restrictions related to the coronavirus disease 2019 (COVID-19) pandemic. We sampled meeting proceedings of conferences in U.S. life-science societies during the COVID-19 pandemic from March 2020 to March 2021 to determine whether conferences were canceled or held virtually (Table S1). We collected a list of professional and scientific societies associated with the American Association for the Advancement of Science ( 7 ) and the National Association of Biology Teachers ( 8 ). We then selected all the societies that were related to life science and biology, excluding any medical fields. In our haphazard sampling of 47 out of the resulting 95 life science and biology societies, we found that a few societies did not have a planned meeting or were able to have an in-person meeting in March. However, 13 (36%) Societies canceled their annual meetings altogether and 23 (49%) societies shifted to a virtual meeting model in response to the COVID pandemic, with at least 3 societies canceling their poster sessions altogether. Overall, many societies turned to paid virtual conferencing platforms (e.g., https://confex.com ; https://www.ctimeetingtech.com/ ; https://xcdsystem.com ; https://pathable.com ; e-Attend). We also found a few conferences that used a combination of openly accessible platforms (e.g., https://qubeshub.org , https://vimeo.com , https://youtube.com , https://figshare.com ) to swiftly organize virtual poster sessions that allowed presenters to disseminate their research in an unconventional year.

While virtual poster sessions are not new ( 5 , 9 ), they often have limited opportunities for feedback (e.g., comments, assessing interest) or effective networking interactions because they usually ask presenters to upload a PDF document to a repository and have fully asynchronous question and answer (Q&A) sessions ( 10 ). In our perusal of conferences held during the COVID-19 pandemic, we found that of the 30 virtual conferences that held a poster session, 22 were asynchronous with a poster file upload (sometimes with accompanied short video/audio upload), and only 8 held synchronous components (typically in the form of a live discussion of Q&A via Zoom or the conference website). While conference hosts and participants might worry about the diminishing networking and feedback opportunities offered by virtual poster sessions ( 11 ), a combination of creativity and the use of technological tools can allow peer-to-peer feedback and facilitate effective networking ( 1 , 11 , 12 ). Furthermore, virtual poster sessions can be accessible and inclusive to a wider audience by sharing scientific knowledge online, using text-to-speech technology, and reducing the need to travel ( 1 , 10 , 13 , 14 ).

The same feedback and accessibility benefits of virtual poster sessions in conferences can also extend into science classrooms, by providing an engaging, no-cost opportunity for students to share research and conclusions from capstone projects and course-based research experiences (CUREs) within and across institutions ( 9 , 12 ). Classroom-based virtual poster sessions empower students to actively engage in conversations with other student presenters, faculty, stakeholders, and other poster attendees. The virtual format also enables students to share their research and receive feedback from a broader departmental and community audience, which has the potential benefit of increasing interest in science, technology, engineering, and mathematics (STEM) careers, enhancing the sense of belonging to a broader community, and increasing science identity ( 15 , 16 ).

Virtual poster sessions are often described as more accessible and inclusive compared to in-person poster sessions ( 1 , 10 , 17 ). Yet, we found very few examples of evidence-based education literature assessing the effectiveness of networking, inclusivity, and cost-free virtual poster sessions that allow the participation of bigger audiences. Here, we provided have a novel example of a successful virtual poster session design that we implemented on a free online platform. We have also detailed our suggested practices to foster engagement and increase accessibility for poster presenters and attendees. Our main goal was to share our model for an inclusive, accessible, and engaging virtual poster session (see definitions of inclusive and accessible in Table 1 ), and describe how we implemented a virtual space for the conference members to (i) engage with others by sharing their research, (ii) cultivate interpersonal connections within their scientific society, and (iii) receive constructive feedback on their research.

TABLE 1

Glossary of terms related to designing effective and equitable virtual poster sessions

VIRTUAL POSTER SESSIONS WITH A BACKWARD DESIGN

After switching from an in-person meeting to a virtual meeting in 2020, the Society for the Advancement of Biology Education Research (SABER) sought to host a virtual poster session that captured the engaging interactions of an in-person session while taking advantage of the accessibility and asynchronous viewing options available through a virtual platform ( Table 1 ). The authors of this paper proposed the following three goals for the virtual poster session to provide an opportunity for conference members to (i) present their research to an audience that spans a broad range of experiences, backgrounds, interests, and career stages, (ii) receive feedback on projects, brainstorm solutions to problems and discover opportunities for future collaborations, and (iii) engage in conversations that can have powerful impacts on the direction and quality of the final research product. We also highlighted the specific importance of poster sessions to early-stage researchers, many of whom often use poster sessions as an initial venue to present their work for the first time at an academic society meeting.

We used a backward design approach to create an inclusive and accessible poster session ( 18 ) ( Table 1 ). After working with a group of conference organizers to outline the above goals, we aligned our poster session structure to these goals. At the end of the virtual meeting, we analyzed user interaction data along with a suite of postmeeting survey items to assess the experience of presenters and attendees to determine whether our goals were achieved. We determined that our poster session would be most accessible and engaging if it included both synchronous (to facilitate face-to-face conversations and networking) and an asynchronous component (to allow more time for critical feedback and expand participation and viewership of the posters while accommodating interested attendees who were not able to attend synchronously). To foster greater interpersonal connection in our virtual space, we asked presenters to share a short informal video introduction that would allow attendees to get to know them better asynchronously. To support our goals, we determined that our virtual platform would need to be easy to access and browse, be able to support asynchronous commenting, and display videos alongside virtual poster images.

We identified Padlet and Zoom to be two virtual tools that would best support our goals of usability, accessibility, and of no-cost to organizers or participants. Padlet ( https://www.padlet.com ) is a virtual visualization and collaboration tool that is known for its usability and ability to promote classroom engagement and communication ( 19 , 20 ). At the time of our conference, Padlet was not WCAG 2.1 AA compliant (see https://www.w3.org/TR/WCAG21/ ); however, Padlet pages were screen-reader accessible, and posters could be downloaded as PDF files and used on text-to-read software. As of December 2021, the Padlet team is in the process of making improvements to the software and testing Padlet for WCAG 2.1 level AA compliance (see https://padlet.com/about/accessibility ). Through a single link to our Padlet poster session, attendees were able to browse posters, watch the presenter's introductory videos, and leave written comments. For the synchronous, face-to-face portion of the virtual poster session, we utilized Zoom, a virtual communication platform familiar to many conference attendees. Below, we have described the final design for an interactive and cost-free virtual poster session and have shared our lessons learned.

Virtual poster session design

Digital poster images were displayed linearly alongside prerecorded video introductions of poster presenters using a free version of the digital collaboration tool Padlet ( Fig. 1 , https://www.padlet.com ). Posters were viewed in both an asynchronous and synchronous format, with three synchronous poster sessions held on three consecutive Fridays in July, for 90 min each during three of the conference meeting dates. Due to logistical scheduling constraints to host a virtual meeting for attendees in different time zones, the poster sessions were held at the end of each meeting day, following a series of virtual talks, breaks, and periods of discussion with presenters. Once conference attendees received the link to each poster session’s Padlet page, they could view and publicly comment on posters asynchronously (anywhere from 24 h before the synchronous poster session through the end of the meeting) or could interact with poster presenters via zoom during the synchronous poster session periods. A brief poster summary was included alongside each poster file to allow session attendees to search for posters by topic using standard text-based search functions on the webpage. Synchronous sessions were mostly unstructured to best suit the needs of each presenter and the audience at their poster; however, etiquette guidelines were established for the 2021 meeting (Text S1) to provide general guidance for equitable and inclusive use of the shared zoom conference space. (For a description of organizational timeline and poster session logistics, see Text S1).

Overview of virtual poster session design on Padlet. Presenter introduction videos and contact information are displayed beside poster images, poster titles, and poster summaries, which are text-searchable. Presenter names, poster ID numbers, career stage, institutional affiliation, email address, and Zoom IDs were listed beneath each presenter's introduction video. Poster ID, poster title, presenter name, email, institutional affiliation, and a brief poster summary were listed beneath each poster file. Each Padlet page represents one poster session date, and all poster presentations are arranged horizontally, organized by poster ID.

Virtual poster session feedback

Posters from all three sessions in 2020 received a total of 113 comments and 725 reactions on Padlet, coming from 222 unique contributors, as calculated by the Padlet platform (Fig. S1, for interactions by date in 2021, see Fig. S2). At the end of the meeting, poster session attendees and presenters were surveyed about their experiences with the virtual poster session, as part of a follow-up survey administered by meeting organizers (Text S1). This survey and data have been determined to be exempt from human subject research by the Cornell University Institutional Review Board. While we are not able to calculate an accurate attendance estimate for our poster session because participants could view posters without commenting or reacting to them, our survey data indicate that 70% of 198 survey respondents attended the virtual poster session. Of these respondents that attended the session, 100 attended as viewers only (72%), 7 as presenters only (5%), and 32 as both viewers and presenters (23%). Most survey respondents (96% of viewers and 77% of presenters) indicated that their experience either met or exceeded their expectations ( Fig. 2A ). While in-person poster sessions were still preferred (slightly or strongly) by both attendees (45%) and presenters (54%), surprisingly, some attendees and presenters (23%) enjoyed virtual sessions and in-person sessions equally. Furthermore, 32% of respondents who viewed posters and 23% of respondents who presented posters expressed either a strong or slight preference for virtual poster sessions ( Fig. 2B ). We were intrigued by the high percentage of attendees that found unique benefits offered by virtual poster sessions compared to in-person poster sessions. For future in-person conferences, we see an exciting potential to incorporate beneficial elements of virtual poster sessions (such as digital presentations of posters, asynchronous viewing and commenting, and opportunities for remote participation), that could improve the experience for conference attendees and presenters alike. Additionally, we see valuable opportunities to incorporate inclusive design elements from our virtual session into future in-person sessions (such as etiquette guidelines, sign-ups for community members to visit first-time presenters, making the posters available ahead of the poster session, and minimizing the number of posters per session).

Survey respondents' reflections on their poster session experience. (A) Percent of survey respondents who noted their experience at the virtual poster session exceeded, met, or fell below their expectations and (B) percentage of respondents who noted their preference for virtual or in-person poster sessions after comparing this virtual poster session to their experiences with previously attended in-person poster sessions.

Evidence of virtual poster session success

Evidence from social media platforms (tweets/likes/retweets and comments on the conference Slack channels) indicate that poster session attendees had a positive overall experience with the poster session. For example, the following Tweet was liked 72 times, retweeted 15 times, and retweeted with quotes (all positive) 8 times:

“FANTASTIC organization & #design of the online poster session at #SABER2020, using @padlet for #synchronous & #asynchronous. Congrats @SABERcommunity on showing us all how to do this well!” Megan Barker (@meganbarkerase), 4:22 PM, Jul 17, 2020, Twitter Web App (shared with author permission).

In addition to posts and comments on social media, five people have contacted us directly to discuss aspects of our virtual poster session design and guidelines and one subsequent conference has adopted the model that we are presenting here.

Our survey evidence suggests the experience of attendees and presenters differed. Many respondents who viewed posters commented that they enjoyed the virtual poster session experience. When asked to share open-ended feedback about the virtual poster session, unprompted, 14 respondents commented that they enjoyed the ability to view and comment on the posters asynchronously before the synchronous session and 12 respondents mentioned that the conversations they had during the virtual format were more meaningful than their prior experience with in-person poster sessions. While many poster presenters reported having a positive experience with the poster session, several presenters commented that it was difficult to wait by themselves in their Zoom sessions, and several expressed regret that they were not able to mingle and see the other presenters during their session. We would like to address this feedback in future poster sessions because one of our original intentions was to ensure a positive experience for early career researchers and first-time presenters. Below, we provide several recommendations that we believe will improve the experience of poster session presenters, attendees, and organizers.

SUGGESTED PRACTICES FOR VIRTUAL POSTER SESSIONS

We draw on our experiences implementing a virtual poster session for an academic society meeting in Summer 2020 and Summer 2021 (see Text S1 for our reflections). Below, we highlight the successful elements of our poster session and offer suggestions for improvements to networking and feedback in future virtual and in-person poster sessions.

Use combined asynchronous and synchronous sessions

Attendees enjoyed being able to view and interact with posters synchronously and asynchronously. Padlet is a free, user-friendly software that allows for viewing before the session and interactions while maintaining the browsable gallery walk format of an in-person session. We encourage conference organizers to use Padlet or similar platforms to share posters at future in-person meetings. Early viewing online can also provide the ability to use text-to-speech tools and can decrease mobility and hearing barriers for attendees. The use of this platform at both future virtual and in-person conferences will help increase accessibility by providing an opportunity for attendees to review posters before speaking with the presenter, thus leading to more meaningful conversations.

Use short video or audio introductions

We recommend that organizers identify clear goals for the poster session, and then align the content and guidelines for supplemental presenter videos to those goals. The content of presenter videos may differ according to poster session goals. For example, a poster session to build community and support new members in sharing their research may ask presenters to record personal introductions and ice-breaker questions, whereas a poster session to broadly disseminate research findings may ask presenters to instead summarize research findings. Other societies that have included a video component in virtual poster sessions had presenters record a summary of their poster. Some of our participants thought that presenting a short talk on their poster would be helpful and accessible. Alternatively, this could potentially lead to less traffic at the poster itself, thus posing a problem for presenters seeking verbal feedback, networking opportunities, and the opportunity to present their poster to a live audience.

Utilize Zoom features that allow attendees to enter and exit breakout rooms for synchronous sessions

A 2020 Zoom feature (update: version 5.5.0 [3353.0130]) allows participants to enter and exit breakout rooms freely, without additional facilitation from the meeting host. We recommend organizers provide a single Zoom link for all poster presenters in one session so poster attendees can enter and exit breakout rooms (labeled with presenter names and poster ID) as they wish. This will not only streamline logistics for session organizers, but attendees can make decisions about which presenter to speak with based on which poster rooms are crowded or empty. We recommend posting a session organizer or two to be present in the main room to guide attendees as needed.

Use video and live demonstrations on how to use the different poster platforms

Organizers should post presentation guidelines on the conference calendar along with brief videos that demonstrate how to view posters and access Zoom rooms. Guidelines should also be incorporated into the general live introduction to the meeting. Conference organizers may wish to host an information session for poster presenters before the conference begins to go over formatting and answer questions. Slack channels could serve as a useful way for organizers to communicate efficiently with presenters and attendees about logistics. Organizers should encourage conference members to embrace the use of Slack or a similar platform for informal communication and an efficient means of synchronous or asynchronous interaction.

Expand poster submission timeline to enable organizers to share virtual poster sessions in Padlet with conference attendees earlier

We recommend expanding submission deadlines to give poster presenters more time between being notified of their presentation date and their file submission date ( Table 2 ). This allows a poster session in Padlet to be shared with conference attendees one week before each synchronous poster session. Additionally, we suggest that Padlet pages remain viewable throughout the conference period, and (if possible) after the conference has ended (along with archived PDFs). These adjustments maximize opportunities for asynchronous engagement and could promote connections and conversations to continue beyond the confines of the conference timeline.

TABLE 2

Timeline in 2020 and recommended timeline for future planning and implementation of the virtual poster session a

Have a smaller number of posters per session or topic room

We recommend that future iterations of virtual poster sessions have fewer posters per session (perhaps organized by topic as mentioned above), or longer sessions (with breaks) so that each poster presenter has the potential to get more interaction with the attendees. This fosters a more engaging and interactive environment, which is particularly important for first-time or early career presenters. Other ways to improve poster attendee experience could be to position the poster sessions earlier in the day and build in more time for asynchronous conversation with poster presenters before the synchronous sessions.

Incorporate volunteer attendees and topic-based virtual synchronous sessions

In-person and virtual poster session presenters alike may find it challenging when few attendees visit their poster during a session. These challenges could be mitigated by incorporating volunteer viewers (such as senior society members), or judges that are assigned to visit specific posters within a session. This ensures that each poster presenter will engage in face-to-face conversation with at least one or two visitors. All attendees that are interested, but may not be able to attend the session, should be encouraged to engage with the presenter asynchronously through commenting.

Provide online etiquette guidelines

Organizers can support inclusive and accessible in-person and virtual poster sessions by creating and sharing thoughtful etiquette guidelines with attendees (in terms of interacting with presenters and exiting poster presentations) and presenters (in terms of poster formatting and presenting) that align with stated poster session goals. Guidelines should be sent out ahead of the scheduled meeting and be reviewed in a premeeting session or during the opening meeting announcements. We recommend three main ways to improve synchronous poster sessions etiquette:

• 1. Encourage presenters to share their screens with their posters in the Zoom room.
• 2. Ensure posters are formatted for virtual poster viewability– more visuals, fewer words, and larger font sizes
• 3. Attendees should be cognizant of not monopolizing a presenter’s time when other attendees are waiting to interact with them. For example, at busy posters, attendees should be encouraged to keep their conversation with presenters under 5 minutes long, or presenters could be encouraged to solicit one or two questions from each guest. Additionally, we recommend instituting a policy of attendees not visiting posters with greater than five guests in a zoom room to avoid overcrowding.

For presenters to quantify the visibility of their poster more accurately during asynchronous viewing, we recommend encouraging practices that support poster attendees to digitally interact with the poster (either by ‘liking’ the poster or leaving a friendly comment).

VIRTUAL POSTER SESSIONS IN THE UNDERGRADUATE CLASSROOM

Our model for VPS has enormous potential for use in undergraduate classrooms. Research communication is an essential skill for science-related careers. For students, presenting project design and research findings can contribute to an increased sense of research ownership, which can contribute to long-term student success in the sciences ( 15 , 21 , 22 , 23 ). A major component of CURE’s is that students’ work is relevant to a broader scientific community beyond the classroom, a goal often accomplished through presenting work to an outside audience ( 23 ). End-of-project presentations are also a common component of Capstone and other project-based courses, where students traditionally share their work using slideshows or in-person posters ( 4 , – 6 ). The accessible and shareable nature of the virtual poster platform we outline has the potential to extend the traditional audience beyond the classroom to include members from the university community, the broader scientific community, outside community partners, and other project stakeholders.

Our VPS model offers many additional benefits to students and instructors over a more traditional in-person presentation approach. Students benefit from the editability of digital posters and from providing and receiving peer feedback before their presentation date. In addition, VPS presenters actively engage in conversation with attendees through asynchronous and synchronous interaction, rather than a traditional presentation format that can sometimes be tedious for audience members. Another benefit of the VPS format is that students can demonstrate their final product to potential employees or advisors by linking their posters to resumes or CVs. From an instructor perspective, a VPS is a more efficient use of class time as more presentations can occur in a shorter period and can offer more streamlined grading as student questions and comments can be digitally tracked. For instructors who are teaching the same CURE over multiple years, their Padlet can be downloaded to serve as digital records of all CURE projects which presents unique opportunities for course assessment or educational research. Compared to in-person poster sessions within a course, VPS has no financial costs for the course or students compared to expensive poster-printing charges, in addition to being more environmentally sustainable.

When adapting this model for the classroom environment, we encourage instructors and students to take advantage of the opportunities a digital platform provides. We suggest that instructors prepare students with guidelines and scaffolded assignments for creating posters and delivering virtual presentations. Instructors should also adjust the time frame for poster submission according to fit their course. For students, peer-review could go beyond providing strictly research-related feedback to include communication-related comments about design and visual presentations. Students could then practice presenting and responding to attendee questions with smaller groups before the posters are open for viewing to all attendees. Finally, instructors can encourage students to share their posters and videos on social media, facilitating communication with general audiences, scientists, and other stakeholders beyond their institution.

Virtual poster sessions are a promising platform for interpersonal scientific communication that has great potential to attract and engage wide and diverse audiences while maintaining a high degree of accessibility. Because online formats are not limited by space, more posters can be accepted, which can lead to opportunities for people new to a society to present posters to get to know the community and get feedback on their proposed projects or preliminary data. Alternatively, they can be used for student research presentations in large-enrollment classes. Currently, there is very little literature about poster sessions at conferences and classrooms and no published data on conference attendee experiences. However, by clearly identifying the poster session goals and implementing a backward design approach, poster sessions can help accomplish a wide variety of communication and learning outcomes.

We suggest incorporating an asynchronous virtual component into future in-person poster sessions to improve accessibility, increase engagement, and allow presenters to receive a greater diversity of feedback. This way presenters can receive feedback through asynchronous or synchronous means; however, it is important to make sure all presenters feel welcomed and valued during both synchronous and asynchronous sessions. For instance, face-to-face poster sessions can pose challenges for some attendees because they are often large, crowded, noisy sessions. With a virtual component, attendees do not have to worry about navigating a crowded space or hearing people talk. Incorporating a virtual component provides attendees with useful feedback even if they are unable to attend a conference in person. Compared to conference talks or classroom presentations, synchronous poster sessions allow for interaction and feedback with fewer time constraints and scale up well to support interpersonal communication in large groups.

In 2020 many conferences were forced to rapidly transition to a virtual model with the onset of the COVID-19 pandemic. At that time, the format of virtual poster sessions varied broadly suggesting that each society had different goals when rethinking the virtual poster session. Here, we have provided suggestions for future virtual and in-person conferences and have proposed exciting applications for VPS as a science communication tool for use in undergraduate classrooms based on our goals of networking, feedback, accessibility, and inclusion. Given the successes we observed in our virtual poster session implementations in 2020 and 2021, we believe there is much to be gained, including synchronous and asynchronous modes for use in all conferences and research-focused undergraduate courses. We encourage societies and instructors to design poster sessions that align with goals, to use surveys to assess the experiences of both presenters and attendees and to evaluate whether goals were accomplished. We encourage conference organizers and undergraduate instructors to embrace the use of VPS in the future to maximize engagement, increase accessibility, and expand the audiences of scientific presentations.

ACKNOWLEDGMENTS

We thank the Cornell Disciplinary Education Research (CDER) life sciences group and Jamie Jensen for their feedback on our manuscript. We also thank the 2020 and 2021 SABER virtual meeting organizers, including Jenny Knight, Jennifer Momsen, Jamie Sabel, Anita Schuchardt, Ash Heim, and Kelly Schmid for their support in facilitating the 2021 SABER virtual poster sessions. In addition, we thank reviewers and editors for providing comments to improve the manuscript. This work would not have been possible without the flexibility and enthusiasm of the SABER poster session presenters and attendees. Finally, we thank Sebastian, Aria, Nova, and Darwin for their support during the COVID-19 pandemic.

All authors were supported by a Cornell University Active Learning Initiative (ALI) grant.

We declare no conflict of interest.

Supplemental material is available online only.

SUPPLEMENTAL FILE 1

Supplemental material. Download JMBE00237-21_Supp_1_seq7.pdf, PDF file, 1.4 MB

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Virtual Conference Guidelines

Virtual conference guidelines and preparation.

As you know, due to the COVID-19 situation, CNS has been converted into a virtual conference, which will be held via the Zoom event platform. To prepare for the virtual conference, we ask you to submit a pre-recorded presentation (voice over PowerPoint) in advance.

Each paper will be given 20 minutes (15 minutes for presentation + 5 minutes for Q&A). At least one author must join the live virtual session to answer questions. Please carefully review the following guidelines and specifications before recording your presentation.

The deadline for all video submissions is Tuesday, September 21, 2021 (23:59 AoE)!  

Instructions for Recording Presentation

Recording should contain a prominent view of the presentation slides along with audio of the presenter. The recording may also contain a small headshot of the presenter. Many presentation software allows recording audio and video directly in the application and can export appropriate video files.

The presentation recording should:

• Be 15-minute in length
• Set for HD format (1280 x 720 or other "720p" setting)
• Use simple (Arial, Calibri) and large (30+) fonts
• Avoid using hi-res images
• Have NO embedded videos
• Saved as MPEG-4 (.mp4) file using the session ID and last name as the file name. For example: “Session-1A_Le.mp4”, "Poster_Smith.mp4"

For more information on how to pre-record your presentation, please look at this below.

• Follow  these instructions  to add audio (and optionally video) to your slides.
• Follow  these instructions  to generate a MPEG-4 (.mp4) file from your slides and audio/video.
• Alternatively, you can follow  this video tutorial  which goes through both of these steps. Also, see  this video tutorial  if you like. If you want to record your video using Zoom, you can follow this video tutorial .

Other Options

• Record your screen (and microphone) while giving the presentation. There are effective and free options to do this on  Linux ,  macOS , and  Windows .
• As a last resort, and only if you are comfortable directly editing video, you can export your slides as images, record an audio track, and combine the two using software like Zoom ,  kdenlive ,  iMovie , or  others .

Please be sure to review your recorded presentation prior to submission. Once you are happy with the final product, then please upload it to the IEEE CNS Google Drive .

The deadline to submit your recording presentation is September 21, 2021 (AoE).

For more information, please refer to the following guidelines for presenters.

Society for Information Technology & Teacher Education

Presenter Guidelines

• Helpful Videos

General Information

• Guidelines for Workshop Instructors

Poster/Demonstration & Corporate Demonstration Presentation Guidelines

Minimum equipment standards.

• Recorded Keynote Talk Examples

Helpful Videos from AACE/SITE

How to work a conference to make it work for you.

This 5-part video series was produced by Catherine Fulford for AACE.

Make Your Posters Great

Why posters are beneficial, how to make them reflect you, look great, and what to avoid. Produced by Catherine Fulford for AACE.

Your Presentation:

Approximately 1000 colleagues from 60+ countries will participate in this conference and any number of them could attend your session. Plan to communicate effectively during your presentation:

• Make use of the equipment provided to demonstrate and enhance your ideas as much as possible.
• Attendees may have already read your paper before attending your presentation; prepare to communicate elements of your work that are not easily conveyed in print.
• You may want to review the conference proceedings to gain a better understanding of your colleague’s work, similar interests, or potential for exchange and discussion.

If the presentation prior to yours is canceled, please wait to begin your session at the appointed time so that all those who plan to attend your session can.

Registration:

All Presenters attending the conference  must register and pay the registration fee . At least one presenter must register before the early registration deadline to ensure inclusion in the Final Program. Other presenters for the same session may register onsite.

Guidelines for Workshop Instructors

Honorarium and registration.

In appreciation for your contribution, you will receive  complimentary registration for one presenter. To confirm your workshop, you must register by the workshop deadline (two weeks notification).

Note: If you wish to limit the number of attendees in your session, please let us know immediately. Otherwise, the limit will be based upon the maximum number that the room and equipment can support.

Handout Materials

For Workshop presentations,  you highly encouraged to provide handout materials as a supplement .

You are responsible for making your own copies prior to the conference . You will be notified approximately a week prior to the conference of the number of pre-registered participants for your session.

The conference  will reimburse you up to $3 per participant  for the cost of photocopying handouts. Please turn in your photocopying receipt and your reimbursement will be included with your honorarium.

The  conference cannot be responsible for shipping costs  associated with your session.

Workshop Evaluation Forms should be picked up at the Registration Desk prior to your session.

On the Day of Your Session

A conference worker will be assigned to collect tickets at the door. Please do not allow people without a ticket to enter the presentation room.  If individuals arrive after tickets are collected, please ask for their ticket and turn the tickets in at the Registration desk immediately after your session.

You are requested to have each participant complete the Evaluation Form before leaving the session. Collect the forms and hand them in to the Registration Desk immediately after your session.

Please contact the Registration Desk in case of any equipment problems or other difficulties.

Thank you in advance for your contribution toward making this a beneficial experience for your workshop participants.

All Presenters attending the conference must register and pay the registration fee. The primary presenter must register before the early registration deadline to ensure inclusion in the Final Program.

Descriptions:

Remember to watch the video  Make Your Posters Great  for presentation guidelines and tips!

Poster/demos will be grouped together in open exhibition-style; this is an informal event with a circulating audience. Immediate interest plays a big role in whether someone will stop to discuss your poster/demo. Effective posters include large graphics that are easily seen from 15 feet. Type that is 12 pt size or smaller is all but invisible to the audience, and small photos or images on 8-1/2 x 11″ sheets are difficult to see.

The most successful demonstrations are those that are relatively brief to permit easy access for new audiences and those in which the audience can actually participate.

Posters/Demonstrations (2 hours):  These sessions enable presenters to demonstrate and discuss research, development and applications in progress to gain feedback and to establish contacts.  Presenters will be required to provide their own software and hardware.  Table and poster board will be supplied.

Corporate Demonstration (2 hours):  Demonstrate and discuss your company’s products, services, developments, applications, and research, gain feedback, and establish contacts. Not included in the Proceedings. Format Scheduled during Poster/Demonstrations.

The following materials will be provided for Poster/Demos & Corporate Demos only:

• 6 foot long table
• Two (2) chairs
• 4 feet high x 8 feet wide poster board
• Electricity is provided only if requested to [email protected] by the confirmation deadline. 
• Internet connection (wireless access is included for all registrants)

The Conference does not provide equipment. If you need computers, or any other equipment you will need to bring your own or rent equipment. Bear in mind that overhead projectors and slides are not a workable presentation style as the room is large, well-lit and there is no room for a screen. If you need other equipment, rental information can be provided by contacting [email protected].

Please bring your own office supplies, such as tape, scissors, push pins, etc. The Conference will try to have some on hand, but can’t supply everyone.

Shipping: You should have your materials shipped to your hotel room. The Conference staff cannot receive materials for you — do not have them shipped to the registration desk. We cannot accept responsibility for your shipment.

MEETING ROOM AV/EQUIPMENT

Please note that the conference cannot provide equipment for Poster/Demos, Corporate Demonstrations, or Roundtables.

FULL & BRIEF PAPERS PANELS SYMPOSIA CORPORATE SHOWCASES

HARDWARE (Minimum specs):

HARDWARE: PC Laptop with i5 processor. Windows 10, HDMI only (no VGA), 8 GB RAM, CD-ROM, two USB ports (3.0 USB), Speakers, XGA Data Projector – 2500 ANSI Lumen or greater, Projection Screen.

SOFTWARE: Microsoft PowerPoint, Microsoft Edge, and Adobe Reader.   It is the presenters responsibility to make sure the machine has the correct plug-ins if their application requires them.

ROUNDTABLES POSTER/DEMONSTRATIONS CORPORATE DEMOS

No audio-visual or technical equipment provided. However, there will be conference-wide WiFi available for all paid attendees.

GENERAL INFORMATION

You should consider bringing:

• Your laptop
• Power adapter for non-US equipment (or US equipment if in Europe).

All data projectors will connect with your laptop, PC, or Mac using a standard HDMI cable.

If you have questions or encounter difficulty when technical staff is not immediately available, go to the conference registration desk. Staff can contact technical assistance for you.

To review or modify your presentation on site, we recommend that you load software, double-check your presentation and make changes on the equipment you will be using during your presentation. The best times to access your presentation room is early morning, prior or during the keynote, or during lunch before the afternoon sessions.

POSTER & DEMONSTRATION INFORMATION

The following standard materials will be provided for Poster/Demo presentations only:

• Approximately 6’ long table
• Approximately 4’ high x 8’ wide poster board
• electricity source

The conference does not provide equipment for Poster/Demos or SIG discussions.  If you need computers, or any other equipment you will need to bring your own or rent equipment. Bear in mind that overhead projectors and slides are not a workable presentation style as the room is large, well-lit and there is no room for a screen. If you need other equipment, rental information is provided. Standard set-up time for all poster/demo and corporate demonstration sessions is 3:00 PM on the day of presentation.

SITE  2024 will be held in Las Vegas, Nevada, March 25-29.   More Info>

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Essential Virtual Conference Planning Checklist Guide

Danny stefanic.

Hey! I’m Danny Stefanic, the CEO and Founder of MootUp. It’s great that you’re interested in virtual and hybrid events. If you’d like to explore MootUp in more detail, click here and I’ll organize a private guided tour.

As an event industry professional, you know that a virtual conference planning checklist is essential for executing successful online events. This comprehensive guide will delve into the ultimate virtual conference planning checklist to ensure your next virtual conference runs smoothly and exceeds expectations.

We’ll begin by exploring pre-event preparations, such as establishing goals, selecting a platform, and creating an engaging website. Next, we’ll cover crucial aspects of managing the live event, like monitoring attendee engagement and tracking performance metrics.

After the event concludes, our post-event section will provide valuable insights on following up with attendees and analyzing feedback. Additionally, we’ll discuss important security considerations to protect your organization’s data and attendees’ privacy during virtual conferences.

Finally, our logistics-focused section highlights key elements like choosing the right venue for hybrid events and organizing transportation services. With this in-depth virtual conference planning checklist, you can create unforgettable experiences for all participants involved.

Table of Contents:

Establishing goals and objectives, conducting market research for targeted content, developing attendee personas, evaluating speaker’s technical setup, training presenters for seamless presentations, designing an informative event website, streamlining ticket sales using platforms like eventbrite, comparing screencasting software features, providing virtual networking opportunities for attendees, creating targeted email campaigns, leveraging social media for promotion.

• Ensuring Smooth Technology Operation on Event Day
• Analyzing Attendee Feedback and ROI
• How do you plan a virtual conference?
• How do you plan a conference checklist?
• What are the first elements to consider when planning meetings and conferences?

To create a successful virtual conference, establish clear goals and objectives. Setting specific goals and objectives will form the basis for your event planning decisions, such as content selection, target audience identification, date/time selection etc. Developing attendee personas based on market research is essential to ensure your event caters to the right target audience. This process will help you decide your online event’s topic, date, and time.

Market research is crucial in understanding potential attendees’ needs in a virtual conference. You can identify key topics that resonate with your target audience by analyzing industry trends, competitor events, and social media conversations related to your field or theme. Use this information to craft an engaging event agenda, ensuring each session meets their interests and expectations.

An effective way of catering to different segments within your target audience is by creating detailed attendee personas. These fictional representations should be based on real data gathered through surveys or interviews with past participants at similar events or members of relevant professional communities.

• Demographics: Age range, gender distribution, geographic location(s), an education level(s), job title(s) etc.
• Pain Points: What challenges do they face professionally? How does attending a virtual conference address these issues?
• Motivations: Why would they attend an online event? Are they seeking knowledge-sharing opportunities? Networking possibilities? Career advancement?
• Tech Savviness: Are they comfortable with using virtual event platforms? What devices do they typically use to access online content?

By understanding your attendees’ needs and preferences, you can tailor your event content, format, and promotional materials to appeal directly to them. This will ultimately help you achieve your attendance goals while providing a valuable experience for all participants.

Establishing clear goals and objectives is essential for a successful virtual conference. Having established clear goals and objectives, it is now time to move on to the selection and preparation of speakers.

MootUp ‘s browser-based platform empowers you to “futureproof” your Metaverse, granting seamless access across smartphones, tablets, laptops, and VR/AR headsets without downloading or installing software, ensuring unparalleled convenience for all users.

Key Takeaway: 

This checklist is for planning virtual conferences using a no-code platform in the metaverse. It includes all the necessary steps and considerations to successfully produce and host virtual or hybrid events without requiring coding skills.

Speaker Selection and Preparation

To create a memorable virtual conference, it’s essential to select speakers who align with your event theme or subject matter. Equally important is ensuring they have the technical setup for a seamless presentation. Let’s dive into evaluating potential speakers and preparing them for their presentations.

Before inviting a speaker to participate in your virtual conference, assess their technical capabilities by considering lighting, sound quality, WiFi connection stability, and background aesthetics. This will help ensure that attendees can fully engage with the presented content without any distractions caused by poor audiovisual quality. To assist you in this evaluation process:

• Request test videos from potential speakers showcasing their current setup.
• Provide guidelines on optimal lighting conditions and microphone usage.
• Suggest tools like Speedtest to check internet speed and connectivity issues.
• Encourage presenters to use visually appealing backgrounds or recommend platforms like Zoom, which offer customizable virtual backgrounds.

Equipping presenters with the proper training will ensure they can deliver a captivating virtual presentation. Providing adequate training beforehand ensures that your chosen experts are comfortable using the selected virtual event platform while familiarizing themselves with its features—ultimately leading towards better overall experiences enjoyed by those tuning in live via Zoom calls, etcetera. Here are some tips on how you can effectively train your presenters:

• Create step-by-step guides detailing how to use specific functions within each screencasting software (e.g., screen sharing). li >
• Schedule practice sessions with event organizers to simulate real-time scenarios and address technical concerns. li >
• Encourage speakers to interact with attendees during their presentations by incorporating Q&A segments or utilizing features like live polls. li >
• Provide guidelines on presentation length, format, and content structure for consistency across all sessions. li > ul > Ensuring your virtual conference speakers are well-prepared with the guidelines will guarantee a successful online event resonating with your target audience. Remember, the key lies in providing clear guidance and support throughout the planning process— so don’t hesitate to reach out if additional assistance is needed at any point along this journey.

It is critical to dedicate adequate attention and effort when choosing speakers for an event and equipping them with the necessary technical setup so that their talks run smoothly. With the speaker selection and preparation process complete, it’s time to focus on creating an informative event website and streamlining ticket sales using platforms like Eventbrite.

This checklist outlines the steps for planning a virtual conference using a no-code platform in the metaverse. It covers everything from production to hosting, ensuring that all aspects of the event are considered and executed effectively.

Event Website Creation & Ticketing Process

Creating an event website is one of the most crucial aspects of planning a virtual conferenceisThis serves as a central hub for all information related to your conference, including speaker bios, session schedules (which should be adjusted according to different time zones), registration details, and other relevant content pieces like blog posts or social media updates leading up-to-the-evenAf. By having a well-designed and informative website, you can provide attendees with easy access to all necessary info while also boosting sign-ups.

To create an effective event website that caters to your target audience’s needs, consider incorporating the following elements:

• A clear description of the event theme and objectives.
• An overview of speakers and their respective topics.
• A detailed schedule outlining each session’s date, time (adjusted for various time zones), duration, format (e.g., panel discussion or workshop), etc.
• Contact information for any questions or concerns from potential attendees.
• Social sharing buttons that allow users to easily share your event on platforms such as Facebook or Twitter will help increase visibility among potential attendees.

In addition to designing an attractive and user-friendly event website, setting up a seamless ticketing process is essential. One way is by using popular online ticket sales platforms like Eventbrite, which simplifies things further by providing attendees easy access without having them leave your site altogether. When setting up your ticket sales process through these platforms,

• Ensure that your registration form is easy to navigate and complete.
• Provide a variety of payment options for added convenience and ease of use.

By streamlining the ticketing process, you can make it easier for potential attendees to commit to attending your virtual conference while also keeping track of attendance goals more effectively.

Creating a comprehensive event website and streamlining ticket sales are essential for successful virtual conference planning. Selecting the right platform and providing networking opportunities will help make your event an even greater success.

This checklist outlines the steps for planning a virtual conference using a no-code platform in the metaverse. It covers everything from event setup to hosting, ensuring that all aspects of the event are properly organized and executed.

Selecting Virtual Conference  Planning Checklist & Networking Opportunities

The right virtual conference platform is crucial for a seamless and engaging event experience. When selecting your platform, consider compatibility with various devices, additional features such as livestream capabilities, and opportunities for attendees to network before and after the event.

You’ll need reliable screencasting software like Zoom , Microsoft Teams , or Google Meet to host a successful virtual conference. Compare the features of Zoom, Microsoft Teams and Google Meet to determine which one is most suitable. For example:

• Device compatibility: Ensure the chosen software works well on devices (desktops, laptops, tablets) and operating systems (Windows, macOS).
• Livestream capabilities: Look for platforms allowing real-time participant interaction during sessions.
• Presentation tools: Evaluate built-in tools such as screen-sharing options or whiteboards to facilitate interactive discussions.
• Analytics tracking: Opt for platforms offering analytics data to help measure attendee engagement levels throughout the event.

Beyond presentations and panel discussions at your virtual conference, offering networking opportunities is essential so attendees can connect. Here are some ways you can foster meaningful connections in an online environment:

• Create dedicated spaces where attendees can chat using text-based channels or video calls within your virtual event platform.
• Organize breakout sessions or roundtable discussions to facilitate smaller group interactions on specific topics of interest.
• Incorporate gamification elements, such as quizzes or challenges, that encourage attendees to interact with one another while having fun and learning more about the conference content.

By selecting a suitable virtual conference platform and providing ample networking opportunities for your attendees, you’ll create an engaging online environment where participants can learn from industry experts and connect with like-minded professionals. Remember that the success of your virtual event relies heavily on these key components – so choose wisely.

When selecting virtual conference platforms, it is important to consider the features of different screencasting software and how they can provide networking opportunities for attendees. To maximize the impact of your virtual conference, a comprehensive promotional strategy should be implemented to ensure maximum visibility and engagement with potential attendees.

This checklist is for planning virtual conferences using a no-code platform in the metaverse. It includes all the necessary steps to produce and host successful virtual and hybrid events, ensuring that everything runs smoothly from start to finish.

Marketing and Promotion Plan

To ensure the success of your virtual conference, it is crucial to develop a comprehensive marketing and promotion plan. You can effectively reach your target audience while driving attendance goals by utilizing various channels such as email campaigns, newsletters, and social media platforms.

Email remains one of the most effective ways to communicate with potential attendees. To create targeted email campaigns for your virtual event:

• Segment your mailing list based on attendee personas or interests.
• Create personalized content that speaks directly to each segment’s needs and preferences.
• Include clear calls-to-action (CTAs) encouraging recipients to register for the event or share it with their networks.
• A/B test subject lines, CTAs, and other elements to optimize open rates and conversions.

Social media platforms are essential tools for promoting virtual events. Here are some strategies you can use:

• Create engaging visuals like infographics or short videos showcasing key highlights of the event – speakers’ expertise or unique session formats – which can be easily shared across different platforms. (Buffer) 
• Utilize event-specific hashtags and encourage attendees to use them when sharing their experiences or thoughts about the conference.
• Work with influential people in your sector who can assist in increasing the impact of your expansion and expanding its reach.
• In addition to these strategies, it is essential to update all communications regarding the virtual nature of the event and launch new marketing tactics tailored spectowardy towards online audiences. By following this virtual event planning checklist, you will be well on your way to hosting a successful virtual conference that resonates with your target audience.

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Conference Participant Guidelines

General guidelines.

These guidelines are for all APPAM conference participants ( presenters , chairs , and discussants ) to establish expectations. Poster guidelines can be found here .  In order to encourage interdisciplinary discussion among conference participants and audience members, we want to encourage:

• Interaction among session participants beforehand in order to maximize audience participation on the day of the session.
• Distillation of the research, by the discussant(s), to identify its unique contribution to policy.
• Identification of relationships among the research presented, either by the presenters themselves or by the discussants.
• Give and take among participants—especially between researchers and practitioners.
• Creation of an environment to enhance understanding of issues and the attendant research informing them.

Here are some helpful best practices to a great presentation!

As you prepare for your session at the conference, please keep the following points in mind:

• APPAM members like to talk and react. Members include many experts; session participants consistently praise APPAM conferences for the exceptional amount of professional interaction that occurs. Much of this interaction happens within or is stimulated by the session discussions. With this in mind, please allow a full 20 minutes for audience questions and commentary. This 20-minute period is separate from the time normally accorded to panelists responding to the discussant's comments.
• Presentations should last no longer than 15 minutes in panels with three presenters or 12 minutes if there are four presenters. The discussant should be granted roughly as much time as a presenter. Multiple discussants should divide this allotted time among themselves.
• If they are to provide useful insight to authors and serve as stimulants for audience follow-on, discussants must receive papers no later than two weeks prior to the conference. This will allow for adequate time for discussants to read the session papers. Presenters will receive instructions on how to upload papers to APPAM.org and are urged to do so by the deadline provided so discussants have enough time to read the papers and prepare comments before the conference.  
• An excellent panel session is one in which the presenters focus on the more important issues in their research, and collectively, with the aid of the discussant(s), highlight connections among the presented papers. The conference should be an opportunity for professional development in which presenters and session audiences interact to enhance understanding of the issues. Your cooperation with the guidelines in this memorandum will help create an environment for this to occur.

Dates to Remember

August 30 - All changes to submissions, including authors, titles, and abstracts, must be complete.

September 27 - All presenters must be registered for the conference.  Any presenter not registered by this date is subject to removal from the program.

October 25 - All papers must be uploaded to submission system through the Speaker Center received via email.  Please contact Tristanne Staudt if you have not received this link.

November 7 - 9 - APPAM Fall Research Conference in Denver, Colorado.

Session Formats

Below are guidelines for well- timed sessions; these sample sessions run from 10:15 – 11:45 am.

If you have any questions, please contact [email protected] .

Below are specific guidelines for presenters, chairs, and discussants.

Guidelines for presenters.

You received an email with contact information for all the people taking part in your session (other presenters, chair and discussant(s)). Please reach out to your chair and let them know the status of your paper and when you plan on uploading it for the discussant. If your paper is not ready to be posted publicly, you can share it with the discussant privately but you must share it with them by the submission deadline to give them adequate time to prepare comments.

The following format is suggested as it has been found to work well within the 12-15 minute time frame you are allotted for your presentation.

Here's a helpful Best Practices Guide to presenting at APPAM!

Organization.

Begin with a one-minute overview summary of the paper that includes the central question addressed and the major conclusions. To the extent possible, these conclusions should include policy implications. 

Explanation

Follow with the reasons listeners ought to accept the paper's conclusions: the underlying theory, description of the evidence, methodological defense of the evidence, and connection to (and improvement upon) the existing literature. This manner of exposition differs from that of a journal article but it is more appropriate to a conference format. Speaking is a more effective way to get an explanation across than reading. 

Presentation Technology

It is highly encouraged to utilize PowerPoint to prepare and display presentations. APPAM will provide LCD projectors and screens in all meeting rooms for use during conference sessions. Presenters will need to provide their own computers. The Program Committee urges all conference participants to ensure that use of this technology does not interrupt or delay a session. With a strict 90 minutes for panel sessions, even a minor delay can greatly hamper the success of a panel. Remember that there will be less than 15 minutes available for setting up computer equipment prior to the start of most sessions. All presenters on a session may wish to put their presentations on a single computer or flash drive to simplify matters during the panel.

Contents and Format of Presentation Slides

Try to economize on the number of slides in a presentation. Slides should be readable from at least 30 feet (some of the presentation rooms are quite large, some are small), and should be displayed long enough for viewers actually to comprehend the message they are supposed to convey. A good rule of thumb is one substantive slide (a key exhibit, not an outline page) for every two minutes of presentation (or no more than 6 or 7 total slides per presentation). Slides should serve as an aid but should not be read from directly.

Published Book Display

All presenters are invited to have their published book exhibited at the conference.  To take advantage of this offer, please provide the title, author and publisher information on this form .  The form  can be emailed directly to Association Book Exhibit who will contact the publisher directly. Every effort will be made to display titles but this is ultimately the deicison of the publisher.  Authors are also able to personally provide copies of the books for display.

For more information on this display, please contact Association Book Exhibit at [email protected]

Guidelines for Chairs

The chair can be critical to the success of a session. The principal challenge for a chair is to enforce time allotments. A presenter that runs over his or her allotted time is using time that belongs to another presenter or to the audience. APPAM asks chairs to do the following: 

• Monitor paper progress before the meetings and encourage timely distribution of session papers to all discussant(s). 
• Ensure that presenters upload papers to APPAM.org for discussants to read in advance of the conference. If they have not, please bring this to the attention of the APPAM office.
• Convene the panel, either by email or conference call, in advance to make introductions and develop some rapport. 
• You are encouraged to consider an alternative format if the panelists agree; for example, having a discussant summarize all the papers at the beginning of the session. These alternative formats can help facilitate audience participation and discussion.
• Start the session on time and state the ground rules at the beginning of the discussion, including timing and commitment to discussion. Note that observing stated time limits shows respect for other presenters and for the audience. 
• Introduce all participants at the beginning of the session. 
• Monitor the clock. Presenters who appear to be off-track for completion on time should be cautioned mid-presentation. APPAM will supply chairs with four signs that read, "5 minutes" "2 minutes", "1 minute", and "Stop" to help alert presenters to their timing. 
• Chairs should sit in the front row of the audience, facing the presenters, rather than at the head table, while the presentations are in progress. 
• Do not ask the panelists to respond to the discussant(s) comments. Instead, move quickly to an open discussion that involves the audience. 
• Be prepared to initiate the question period if the audience is not engaged and ensure that questions and statements from the audience are short and to the point.

Guidelines for Discussants

Discussants play a critical role in determining the quality of audience participation in the session. Discussants should be aware of the above time limits. Please allow yourself at least two weeks to read the papers for the sessions and formulate comments tying the papers together before the conference. If the presenter(s) have not uploaded their paper(s) or sent them to you privately by the paper submission deadline, please let the APPAM office know at [email protected] .

The bulk of the time in the session should be spent encouraging audience participation. Discussants should also keep the following in mind:

• Discussants are asked to make integrative comments rather than paper-by-paper critiques. In many cases, very specific or detailed critics can be shared with paper authors outside of the session. Your comments should be no more than 12 minutes – 15 minutes long.
• If there are two discussants for a session, please contact the other discussant and determine how you will split the responsibility of reading/providing commentary for the papers in your session.
• Discussant remarks about each paper should deal with the major issues that enhance or undermine the paper' contributions, reserving minor issues for direct communication with the authors.
• Discussants are encouraged to help shape the audience participation in the session by identifying key points worthy of further analysis and discussion. 
• Does the research inform policy in the most timely and useful way? If not, what could be to done to improve the contribution of research to policy?
• Are methods used in the research and analysis properly aligned to the nature of current policy problems?
• Do we need to rethink the roots of the policy problems we are researching? Are we missing research opportunities because we have become too comfortable with our research designs and communities?
• How can we use the expertise of those in public management, and those who study the political process, to inform our research?
• Are there emerging policy problems for which we are not producing useful research, but for which we could direct new research?
• Are there limitations of information, data and research designs that prevent their research from being used by policymakers?
• What common challenges have researchers encountered when studying the issue?
• How can we address these challenges in future research?

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• Technical Conference:  04 – 09 May 2025
• The CLEO Hub:  06 – 08 May 2025

Long Beach Convention & Entertainment Center, Long Beach, California, USA

• Poster Presentation Guidelines
• Audio-Visual Equipment
• Oral Presentation Guidelines
• Presider Guidelines

Poster Preparation  l Poster Template  l On-site Presentation

This conference will be held in an in-person-only format.  All presenters are expected to print and post their own posters onsite and MUST present onsite in order to be published .   

Poster Preparation

Posters should be readable by viewers five feet away and should display the paper title, authors and affiliations. The message should be clear and understandable without oral explanation. The following guidelines have been prepared to help improve the effectiveness of poster communications.

Initial Sketch  — Try various styles of data presentation to achieve clarity and simplicity.

Rough Layout   — Enlarge your best initial sketch, keeping the dimensions in proportion to the final poster. The rough layout should be full size. Print the title and headlines. Indicate text by horizontal lines. Draw rough graphs and tables. This will give you a good idea of proportions and balance. If you are working with an artist, show the poster layout to your colleagues and ask for comments. This is still an experimental stage.

Balance   — The figures and tables should cover slightly more than 50% of the poster area. If you have only a few illustrations, make them large. Do not omit the text, but keep it brief. The poster should be understandable without oral explanation.

Simplicity      — Resist the temptation to overload the poster. More material may mean less communication. Prepare a 6-inch high headline strip that runs the full width of the poster. Include the title, authors and affiliations on the strip in letters not less than 1-inch high. Post a large typed copy of your abstract.

Poster Template

There is no official poster template for CLEO. However, there are a number of companies that offer free templates to assist you in creating your Poster PDF. The A0 poster size formatted vertically is the most popular based on the physical dimensions of boards provided onsite.

• https://www.postersession.com/poster-templates.php (see AO 85 cm x 120 cm Vertical Poster Template)
• https://www.posterpresentations.com/free-poster-templates.html (see option to personalize your template with the International A0 format)
• http://www.makesigns.com/SciPosters_Templates.aspx (select your preferred option in a 36 x 48 vertical format)

On-Site Presentation

A bulletin board measuring eight-feet-high x four-feet-wide (approximately 244 cm x 122 cm). Please note that the area to pin the poster is 3' 8.5" w x 7'6" h because of the metal frame around the perimeter. A sign indicating your paper number and push-pins or adhesive tape will be provided. Please note that poster papers are not supplied with electricity or audio-visual equipment.

Set-Up/Tear Down

All poster presenters are to post their presentations on their assigned boards between 10:00 – 11:30 the day of their poster session. Presenters must be standing adjacent to their boards during their assigned poster session.

Posters must be removed from boards at the end of the session. Poster presenters will not be allowed on the exhibit floor prior to or after exhibit hall hours to set-up or remove their posters.  

Microsoft Build 2024

Official microsoft blog, book of news, khan academy, windows omb, full keynote: satya nadella at microsoft build 2024.

Microsoft Build keynote highlights

Keynote Sizzle: Satya Nadella at Microsoft Build 2024

Open Video: Satya Nadella at Microsoft Build 2024

Windows Copilot Runtime: Satya Nadella at Microsoft Build 2024

Infrastructure | Satya Nadella at Microsoft Build 2024

Foundation Models | Satya Nadella at Microsoft Build 2024

Conversational Website: Satya Nadella at Microsoft Build 2024

Khan Academy: Satya Nadella at Microsoft Build 2024

Data | Satya Nadella at Microsoft Build 2024

Real Time Intelligence in Microsoft Fabric: Satya Nadella at Microsoft Build 2024

Toolchain | Satya Nadella at Microsoft Build 2024

GitHub Demo: Neha Batra at Microsoft Build 2024

Copilot | Satya Nadella at Microsoft Build 2024

Copilot Studio: Satya Nadella at Microsoft Build 2024

Closing Video: Satya Nadella at Microsoft Build 2024

Microsoft build image gallery.

Microsoft Chairman and CEO Satya Nadella on stage May 21 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Rajesh Jha, executive vice president, Experiences + Devices, Microsoft, on stage May 21 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Jeff Teper, president, Collaborative Apps & Platform, Microsoft, on stage May 21 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Pavan Davuluri, corporate vice president, Windows + Devices, Microsoft, on stage May 21 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Kevin Scott, chief technology officer and EVP of AI, Microsoft, on stage with Sal Khan, founder and CEO, Khan Academy, May 21 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Kevin Scott, chief technology officer and EVP of AI, Microsoft, on stage May 21 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Scott Guthrie, executive vice president, Cloud+AI, Microsoft, on stage May 22 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Charles Lamanna, corporate vice president, Business Applications & Platforms, Microsoft, on stage May 22 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Seth Juarez, program manager, Microsoft, on stage May 22 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Eric Boyd, corporate vice president, Engineering, on stage May 22 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Sarah Bird, CPO, Responsible AI, on stage May 22 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Arun Ulagaratchagan, corporate vice president, Azure Data, Microsoft, on stage May 22 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Microsoft’s Julia Liuson, president, DevDiv, and John Lambert, corporate vice president, distinguished engineer, Microsoft Security Research, on stage May 22 at Microsoft Build 2024 in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

New Microsoft Fabric workload structure

The new Copilot Studio homepage

Docker Extension for GitHub Copilot

First set of GitHub Copilot Extensions

A peek at the experience of building copilots with agent capabilities using copilot studio.

The startup FROM YOUR EYES has won the 2024 Imagine Cup, taking home the grand prize of $100,000 and a mentorship session with Microsoft Chairman and CEO Satya Nadella

Students compare notes while learning about abstract chemistry using everyday items, a lesson suggested by Khanmigo for Teachers. (Photo by Scott Eklund for Microsoft )

In less than a minute, teachers can access creative lesson plans from Khanmigo for Teachers that save time and delight students. (Photo by Scott Eklund for Microsoft)

Students use marshmallows and water bottles to understand a chemistry concept, a suggestion from khanmigo for teachers. (photo by scott eklund for microsoft ).

Microsoft for Startups Founders Hub new build with AI feature

Paste a permalink, which expands to provide a rich preview from azure devops, microsoft build video gallery.

Introducing Team Copilot

Meeting facilitator in Teams meetings

Meeting facilitator in Teams Rooms

Group collaborator in Teams chats

Project manager in Planner

Introducing Copilot Extensions: GitHub Copilot for Azure

A Day in the Life of Data

Running the World’s Largest AI Supercomputer in the Cloud with Mark Russinovich

Adept is transforming work through AI

Microsoft build news and resources.

• From code to production: New ways Azure helps you build transformational AI experiences
• Unleashing innovation: The new era of compute powering Azure AI solutions
• Introducing GitHub Copilot Extensions: Unlocking unlimited possibilities with our ecosystem of partners
• New ways of development with Copilot and the Power Platform
• Unlock real-time insights with AI-powered analytics in Microsoft Fabric
• Enhancing the future of education with Khan Academy
• Announcing two new tools to streamline startup AI development
• New agent capabilities in Microsoft Copilot unlock business value 
• Unlock a new era of innovation with Windows AI Fabric and Copilot+ PCs
• General availability of .NET Aspire: Simplifying .NET cloud-native development
• Announcing the 2024 Imagine Cup World Champion
• 10 more AI terms everyone should know

Introducing Copilot+ PCs

Security blog, windows experience, windows blog, a new era of ai with copilot from microsoft, copilot+ pcs image gallery.

Microsoft Chairman and CEO Satya Nadella on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Yusuf Mehdi, executive vice president, Consumer chief marketing officer, Microsoft, on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Carolina Hernandez, principal product manager, Windows AI Experiences, Microsoft, on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Carolina Hernandez, principal product manager, Windows AI Experiences, Microsoft, on stage May 20, 2024, at an event in Redmond, Washington.(Photo by Dan DeLong for Microsoft)g)

Pavan Davuluri, corporate vice president, Windows + Devices, Microsoft, on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Brett Ostrum, Head of Surface, Microsoft, presents the new Copilot+ PCs on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Brett Ostrum, Head of Surface, Microsoft, on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Adrienne Brewbaker, director, Microsoft Surface, on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Oyin Shenbanjo, senior product manager, Surface, Microsoft, on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Erica Arnold, Senior Product Manager, Surface, Microsoft, on stage May 20, 2024, at an event in Redmond, Washington. (Photo by Dan DeLong for Microsoft)

Erica Arnold, Senior Product Manager, Surface, Microsoft, on stage May 20, 2024, at an event in Redmond. (Photo by Dan DeLong for Microsoft)

Surface Pro

Surface Pro Summary Sheet

Surface Pro Flex Keyboard

Surface Pro for Enterprise

Surface Laptop

Surface Laptop Summary Sheet

Surface Laptop for Enterprise

Surface Pro and Surface Laptop

Restyle Image

Neural Processing Unit (NPU)

Live Captions

Copilot+ PCs videos

Meet the new Microsoft Surface Laptop

Meet the new Microsoft Surface Pro

Copilot+ pcs additional resources.

• Surface Laptop Fact Sheet
• Surface Pro Fact Sheet
• Accelerating AI in the workplace with the all-new Surface Laptop and Surface Pro
• New Copilot+ PCs bring partner opportunity
• Introducing Windows 11 Next Gen AI features on Copilot+ PCs
• Windows Next Generation AI device hardware requirements
• Copilot+ PC App Partner Summary

Partner press releases

• Dell press release
• HP press release
• Lenovo press release
• Acer press release
• ASUS press release
• Samsung press release
• Qualcomm press release

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VTC2021-Fall

Preparing your pre-recorded virtual presentation.

Dear VTC2021-Fall Presenters,

On behalf of the Organizing Committee, we would like to thank you for your patience and understanding during this time. VTS has decided that the VTC2021-Fall conference will now be a virtual event for all presentations. By agreeing to provide your presentation material and registering, your work will be published and searchable in the IEEE Xplore digital library. Your presentation material will only be made available to conference attendees (i.e. those who have registered) for the limited period of time spanning the virtual event.

Below are the official preparation instructions for all presentation types.  The deadline for presentations to be uploaded into the virtual system is 30 August 2021.

You need to create an audio/video presentation of your work both to take advantage of the opportunity to explain your research to an audience, and to help make the event more informative, valuable and engaging for other attendees.

There are several video conferencing tools available to easily record a presentation in one step.  You have the option to show your presence via webcam (if you would like) and to display your slides as you talk. Below are some links to instructions for recording a meeting on various common platforms. You are free to use any meeting software that you prefer as long as you obtain a good quality recording and your final file is in the MP4 format .  

• WebEx: Video Conferencing – Record a Cisco Webex Meeting
• Skype: Skype for Business: Recording a Meeting | Information Technology Services | Bemidji State University
• Google Meet: Record a video meeting – Meet Help
• Zoom: Local Recording – Zoom Help Center
• Gotomeeting: How to Record a GoToMeeting Session | Techwalla and How to Convert and Open the GoToMeeting Recordings
• Microsoft Teams: Record a meeting in Teams – Office Support

You can also create your pre-recorded presentation using the following two step method:

• Create Voice Over Power point: https://support.office.com/en-us/article/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c and convert to MP4 https://nursing.vanderbilt.edu/knowledge-base/knowledgebase/how-to-save-voppt-to-mp4/  

If you have not prepared a pre-recorded video before, our recommended approach is to record a compatible video from content displayed on your computer screen and voice recorded via the computer microphone using Zoom, available to users on most platforms and in most countries.

Instructions for recording your presentation with Zoom:

https://ieeetv.ieee.org/ieeetv-specials/recording-your-presentation-with-zoom

For authors located in China who are unable to access Zoom for free, the free software OBS is recommended: https://obsproject.com/

Audio/Video File requirements:

• Video file format: MP4
• Bitrate: The maximum bitrate for a presentation is 1 mbps. To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bit rate.
• Resolution: maximum of 720p HD
• Individual Plenary or Keynote presentations not to exceed 45 mins
• Individual technical paper presentations not to exceed 15 mins
• Panel presentations and discussions not to exceed 90 mins
• Tutorials can consist of multiple sessions, but no individual session should be longer than 90 minutes in length. The total time for all sessions for a given tutorial should be around 180 minutes in length.
• File size: The recommendation is 150 MB per 15 minutes of video presentation.
• Dimensions: Minimum height of 720 pixels with an aspect ratio of 16:9
• mp4 , where PID is your unique 10-digit Paper ID number (the number that was assigned to your paper by IEEE at the time of final paper upload). The assigned PID for your paper should be a number similar to 1261234. For example, your file name should be similar to ‘ PID 2021005555.mp4 ’.
• Video intro: Please be sure the introduction of your video presentation includes the title of the paper, the authors, and a mention to the conference (VTC2021-Fall). If your paper is part of a workshop, please also mention the name of the workshop.

NOTE: The final specifications will be checked at the time of submission and files not compliant may not be uploaded.

Tips for recording:

• Use as quiet an area as possible.
• Rooms should be fairly small.
• Sound dampening with carpeting, curtains, or furniture is recommended.
• A hardline internet connection is recommended, but if unavailable, use a strong Wi-Fi connection.
• Try and use a good headset with the microphone close to the mouth BUT away from direct-line-of-mouth to reduce “pops”.
• Before recording the entire presentation, it is strongly recommended that you do a test recording that is at least a few minutes in duration to review the sound & picture quality, the MP4 format, and the selected bit rate. Make adjustments if needed.

Uploading Your Presentation to the Virtual Event Platform: After you have prepared your MP4 video file, instructions on how to upload your presentation will be provided to you as we get closer to the conference start date.