VSS Posters: Presentation Instructions

Poster Presentation Rules

First authors are required to register and present their poster in their assigned poster session. The presenting author must be present during the assigned Author Presents Time (staggered by even and odd numbered posters) but may elect to be there for the entire session.

VSS policy holds that if the first author is unable to attend the meeting, the abstract must be withdrawn. See Abstract Withdrawals for more information.

If the first author is unable to attend due to circumstances connected to the COVID-19 pandemic, substitute presenters (a different author) may be considered (see Abstract Submission Policies).   Substitute presenters must be approved by VSS. Contact VSS immediately if the first author is not able to present.

Unattended posters will be removed and will not be published in JOV. You may post your materials on the board assigned to you at any time after the “Set-up Begins” time but before the beginning of the assigned poster session. You must remove your poster promptly, no later than the “Take-down Complete” time. See the printed program for set-up and take-down times. Any posters left up after the “Take-down Complete” time may be discarded.

Poster Specifications

Poster boards are 8 feet wide by 4 feet tall (243.8  by 121.9 cm), however the actual usable board space is 90 inches wide by 42 inches tall (228.6 x 106.6 cm). Figures and type should be easily seen from a distance of 6-8 feet. Use clear graphics and large type to accomplish this.

Supplies and Equipment

Pushpins are provided at each poster board to mount your poster to the board. Additional pushpins are available near the poster room entrance. Tape, glue and other adhesives are not to be used on the poster boards.

Poster boards are numbered in the upper right of the board. The last three digits of your abstract number signifies your poster board number.

Contact signup sheets are available from the VSS staff person in the poster room. Pin the contact signup sheet on your board if you would like people to leave their name and email for future contact.

Chairs are positioned between each board for seating. Power is not provided at your poster board.

PDFs and Optional Poster Video Tours

Poster PDF (Required) – All poster presenters (both VSS and V-VSS) must upload a one-page PDF of your poster to the VSS website. The PDF must be less than 50MB in size. Attendees will be able to view your PDF on the website or download it to view in a viewer of their choice. See Upload instructions below.

Poster Video (Optional) – You may optionally upload a video tour of your poster in MP4 format, not to exceed 6 minutes in length and 2GB in size. Any graphical elements shown in your video must also be on your uploaded poster; you may rearrange these for clarity in your video. In addition, graphical elements in your video may be animated versions of those on your poster.

The uploaded video can be at any resolution, but a resolution of HD (1280 x 720) will load and play faster than a larger file. We encourage presenters to add closed captions to their videos to maximize accessibility.

Uploading PDFs and Optional Poster Video Tours

To upload your presentation files, log in to your MyVSS account and click View My abstract. Look for controls (visible only to you, the presenter) to upload each file type.

VSS will not be previewing uploaded content so we advise you to test your presentation files after uploading to ensure they display as expected. You can upload revisions to your presentation files through the upload deadline of May 29, 2022. Uploading a new file will overwrite the existing file; this action cannot be undone.

Suggestions for Creating Effective Posters

  • Prepare a title banner indicating abstract title, author(s) and affiliation(s). Lettering should be at least one inch high.
  • Minimize narrative.
  • For figures, use dark colors on white or light backgrounds. Figures should be designed to be viewed from a distance (about three feet).
  • Use large type and short separated paragraphs.
  • Do not set entire paragraphs in boldface or capital letters.
  • Numbered or bulleted lists are a concise but effective way to convey a series of points.
  • It is not necessary to post a copy of your abstract.

Poster Present Times

Morning Poster Schedule

Setup: 8:00 – 8:30 am
Session: 8:30 am – 12:30 pm
Even Authors Present: 9:30 – 10:30 am
Odd Authors Present: 10:30 – 11:30 am
Take down: 12:30 – 1:00 pm

Afternoon Poster Schedule

Setup: 2:15 – 2:45 pm
Session: 2:45 – 6:45 pm
Even Authors Present: 3:45 – 4:45 pm
Odd Authors Present: 4:45 – 5:45 pm
Take down: 6:45– 7:00 pm

Technical Assistance

If you have a problem of any kind, need assistance hanging your poster, or need supplies, look for the VSS staff person stationed near the entrance of the poster room. If you cannot find VSS staff in the poster room, call the Registration Desk at 727.367.6461 extension 7814, or dial 7814 from a house phone.