Poster PDF l Three-Minute Poster Preview l Pre-recording with Zoom l Accessing the Poster Session l Real-Time Discussion

All posters are displayed in gallery view with search features by keyword, speaker, and final ID. Each poster has a dedicated page that includes a 3-minute poster preview and/or Poster PDF, as well as an embedded chat window for interactive discussion.  Once you navigate to a poster page, registrants will be automatically "joined" into that chat to view the real-time chat discussion and engage as desired. Poster presenters will not need a zoom link to access their poster page or engage in real-time discussion with attendees. However, they must be a technical registrant to access the poster session and engage in the real-time chat.  and to have your paper/video/Poster PDF published.

Presenters will have the following opportunities to present their research and communicate with attendees:  

  • Provide a one-page Poster PDF that can be published as supplemental material to the abstract and two-page summary.
  • Submit a three-minute recorded presentation.
  • Participate in real-time and asynchronous discussion with attendees via the embedded chat window.

Presenters may choose one or multiple methods of presentation (for example, provide a Poster PDF and be available for real-time discussion or provide a 3-minute video and a Poster PDF).  Presenters are highly encouraged to fulfill all three options to best facilitate a robust and dynamic virtual Poster Session.  Presenters MUST provide either a 3-minute video OR a Poster PDF or both in order to be published.

Poster PDF Requirements

Note: Your Poster PDF should be one page only. See online resources for avaialble templates.

All poster presenters are encouraged to provide a one-page Poster PDF,  which is used to generate the thumbnails displayed in the searchable poster gallery. All registrants will be able to access both your paper and your Poster PDF from your presentation listing on the mobile app or website schedule. In addition, Optica will upload your Poster PDF to Optica Publishing's Digital Library as supplemental material to the actual paper.

Upload the poster PDF file directly into the ScholarOne online submission system. A link will be provided to direct you to the upload portal. You may also access the system using the same link you used to submit your paper: Select the "Alert" pop-up box that will appear in your account.  

Online Resources

While we don’t have a specific template, 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 usual, physical dimensions for most Congresses and topical meetings.

Optional Recorded Three-Minute Video

Poster presenters will be given the option to 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, but presenters are able to participate in real-time chat discussion with attendees.

Upload the poster PDF file directly into the ScholarOne online submission system. Instructions will be provided to you from cstech@optica.org shortly after (or with your) acceptance notification email. You may also access the system using the same link you used to submit your paper: Select the "Alert" pop-up box that will appear in your account.

Pre-recording Your Presentation in Zoom

Optical Virtual and Hybrid events will be presented using the Zoom web conferencing platform. If you have never used Zoom, instructions on creating an account and basic features can be found here. In order to record your presentation, you must first download and install the Zoom client. For directions on recording your presentation, view the Virtual Presentation Guidelines page.

Accessing the Poster Session During the Congress

All posters are displayed on the conference website in a gallery view with search features by keyword, speaker, and final ID. Each poster has a dedicated page that includes all the materials submitted—technical paper, 3-minute poster preview and Poster PDF. You can see your poster page (with both files) by searching directly for it within the gallery.  You do not need a Zoom link to access the poster pages.

Real-Time Discussion During the Congress

Poster presenters are highly encouraged to be available for real-time discussion with registrants.  An essential benefit of an in-person meeting is the ability to network with other attendees and talk in-depth with speakers and poster presenters. The features made available on the poster pages attempt to replicate this experience by providing everyone the opportunity to browse and join the converstation that is of interest to you. 

Once on a unique poster page, there is an embedded chat window on the right next to the video file. Poster presenters are encouraged to navigate to their poster page to "Join Chat" and enable notifications. With this feature, the envelope icon on the website will be displayed and you will be notified anytime someone posts anything on your poster. You may also want to add a welcome message to encourage attendees to engage with you.

We have heard that some poster presenters miss the face-to-face discussions. 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 room (through Zoom, Webex, Teams, etc.) and provide a link to this in your chat window with details on time/date (be mindful of international audience and identify the time zone). If you have a lot of chat discussion, your message may be too far up in the discussion to be viewed by new chat participants, so you should plan to send a reminder shortly beforehand.