2023 Poster Presentation Guidelines 

Accessibility  |  Dimensions |  Format  |  Templates  |  Location & Schedule  |  Virtual Posters

Poster sessions are an essential component of CERF conferences and provide participants with a valuable opportunity to share their research, communicate about scientific advancements and network with colleagues.

Accessibility

We encourage all presenters to consider making your presentations accessible to all in the audience. Small changes can greatly improve the accessibility and thus, the impact, of your presentation. This website provides some great tips and links to additional resources.

Dimensions

Each poster will be displayed on 8-foot (2.44-meters) wide by 4-foot (1.22-meters) high boards with a 2-inch (5-centimeter) metal frame around the perimeter. Posters should not exceed 91-inches (2.31-meters) wide by 45-inches (1.14-meters) in height to fit within those dimensions. Mounting materials will be provided.

Format

The CERF 2023 Scientific Program Committee proposes CERF attendees consider using a type of poster design that improves the way we communicate science to scientists with different levels of interest and expertise. Please note that using this format is not mandatory.

The four main design components are:

  1. An extremely large takeaway message.
  2. A structured and condensed description of the work placed in a sidebar on the left.
  3. Further details placed in a sidebar on the right to satisfy the curiosity of experts.
  4. A QR code in the bottom linking the poster to additional information (e.g., data, pictures, videos, webpages, etc.).

See the following templates and a tutorial video made by Mike Morrison (@mikemorrison). Discussions on the topic can also be found here.

Templates

An alternate layout is as follows: 

Location & Schedule 

All Posters will be on display in Exhibit Hall D-E and assigned to one of two sessions.

Poster Session 1 is scheduled for Monday, 13 November 2023, from 4:30 – 7:00 PM, while Poster Session 2 is scheduled for Wednesday, 15 November 2023, from 4:30 – 7:00 PM.

Poster session presentation day assignments will be distributed by 12 September. Poster positions will be sent to all presenters in October. Presenters are asked to stand by their poster during their assigned poster session and are also encouraged to be present during coffee breaks and lunch hours. Our goal is to give your poster as much exposure as possible so you can make the most of your participation at CERF 2023. If you cannot be present during your assigned poster session, please put a note by your poster stating when you will be available to answer questions.

The setting up of posters assigned to Poster Session 1 will take place on Monday, 13 November from 8:00 to 10:30 AM, while take-down must occur on Tuesday, 14 November (between 7:00-7:30 pm). All posters not removed by Wednesday at 8:00 AM will be discarded.

The setting up of posters assigned to Session 2 will take place on Wednesday, 15 November from 8:00 to 10:30 AM, while take-down must occur at the conclusion of the Poster Session on Thursday, 16 November (between 7:00-7:30 pm). Any posters not removed by 7:30 pm Thursday will be discarded.

Exhibit Hall D-E will be open to conference attendees from:

8:00 AM – 10:00 PM on Sunday, 12 November

9:30 AM – 7:00 PM on Monday, 13 November

9:30 AM – 7:00 PM on Tuesday, 14 November

9:30 AM – 7:00 PM on Wednesday, 15 November

9:30 AM – 7:00 PM on Thursday, 16 November

Mounting materials and a map will be provided at the Poster Information Booth inside the Hall. The location of your poster will also be advertised in the conference program and a directional map will be displayed in the poster hall.

There is no electricity available at individual poster stations. If you intend to use a tablet, laptop or other electronic devices during your presentation, please be sure the batteries are fully charged before your presentation time.

Virtual Posters

As a reminder, all presenters are required to upload their presentations to the virtual by 16 November 2023. To maximize accessibility and impact of CERF 2023, all presentations will be available in an online archival library for six months after the conference. This will allow virtual attendees and anyone who missed a specific presentation to view it after the conference. Based on our experience with CERF 2021 and the 2022 Joint Aquatic Sciences Meeting, we have found that there are hundreds of post-conference views of archived presentations, providing your research with greater visibility and reach. All presenters will be required to record and upload their oral presentation or provide an electronic version of their poster by the conclusion of the conference for inclusion in the conference library.

You should have received a link to the upload site via email. You must upload the poster file, and you also have the option of recording a 3-minute video explaining your poster. You can record this video either record directly on the platform, or self-record and upload your video. Instructions on how to upload your self-recorded talk can be found here. Instructions on how to record your talk in the system can be found here. Here are some tips and tricks, suggestions for editing closed captioning and other ways to make your presentation more accessible.

The deadline for uploading your presentation is 16 November 2023