Poster Sessions

Have you ever planned a poster session? Have you even heard of a poster session? It has nothing to do with that band you’re reminiscing about whose poster hung on your bedroom wall when you were growing up. It is sort of a science-fair-meets-trade-show type of event. It is often held in an expo hall and has aisles separated by pipe and drape, but instead of booths there are 4 foot high by 8 foot wide posters with research results on display for viewing (they’re actually going digital now using large screens instead). Poster sessions are most often used in the medical field, but I have seen some organizations get creative and use them in unique ways.

One of the important details to keep in mind when planning a poster session is the length of time scheduled to view the posters. The planner and the host organization should sit down and discuss this at the onset of planning since it determines many other factors in the process. The schedule needs to allow enough time for the attendees and judges to review all of the posters on the entire show floor by the end of the event. Each poster can take several minutes to review and usually the researcher or a representative from the group who performed the research is present at their poster at a designated time to answer questions. Making sure these mini-appointments are scheduled appropriately so the judges are not running back and forth across the show floor all day will save a lot of time, so pay attention to this detail.

These events are not just about the poster session. Educational courses are often offered between poster viewing hours by the same people who conducted the research. Many attendees earn continuing education units (CEUs) or continuing medical education units (CMEs) by attending these courses which are critical for maintaining or renewing their licenses. The event generally ends with a ceremony or dinner where the judges’ results are revealed and the winners are given their awards.

Of course there are rules for creating a poster. Event planners should work closely with the Exhibition Services Provider (ESP) during the creation of the exhibitor packets to ensure the researchers are set up for success; details such as poster size and orientation, word count, list of prohibited images, and judging criteria need to be included. As the planner, don’t assume that all ESPs are familiar with a poster session setup or have all of the right equipment on-hand if the event has gone digital.

As with any exhibition, determining the placement of the posters depends on the goals and objectives of the event and the preference of the host organization. Posters may be grouped together by subject matter or area of focus, method or type of research performed, number of researchers on a team, or age range of researchers to name a few. The Exhibition Services Provider will need this information when creating the floor plan, and delivering materials and posters during setup.

We have only just scratched the surface of what it takes to plan a poster session, but at least you have some idea of what they entail. No longer will visions of 80’s rock bands, actors and actresses, or a movie’s coming attractions instantly pop into your mind.

Do you plan poster sessions? What is one thing we need to know?
Share it here or send me an email!

Don’t forget to like this blog, share it on all of your social media, and with your friends, family, and co-workers who plan events!

Check out my latest free, downloadable leader resource HERE.