Poster PDF l Three-Minute Poster Preview l Pre-recording with Zoom l Accessing the Poster Session l Real-Time Discussion
We have developed a new interactive Poster Session experience designed to increase presenter and attendee discussion. All posters will be displayed in gallery view with search features by keyword, topic category, presentation times, and a flag displaying any poster presenters available for real-time communication. Each poster will have a dedicated page that will include a 3-minute poster preview and/or poster PDF, as well as an embedded chat window. You will not need a link to access your poster page or engage in real-time discussion with attendees. You are required to register to access the poster session and to have your paper/video/Poster PDF published.
Presenters will have the following opportunities to present your 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 our internal chat platform.
Presenters may choose one or multiple methods of presentation (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.
All poster presenters will have the opportunity to provide a one-page poster PDF which will be displayed in a searchable gallery and accompany any other materials provided.
- Upload instructions will be provided roughly three week prior to the start of the meeting. Please remit your poster file(s) using your personalized link at least one week prior to the conference.
- Name your poster file using your presentation number followed by “-1” (e.g., JW2A.19-1).
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.
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, OSA will upload your Poster PDF to OSA Publishing's Digital Library as supplemental material to the actual paper.
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. Each slide must have your final abstract ID (e.g., JTu2B.5) and your last name. No live presentations will be given, but presenters are able to participate in real-time discussion with attendees.
Pre-recording Your Presentation in Zoom
The Congress 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, topic category, and presentation. 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 your poster page.
Real-Time Discussion During the Congress
Poster presenters are highly encouraged to be available for real-time discussion with attendees. 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. This OSA Meeting may be virtual, but there are still opportunities to meet up and talk in-depth and to make those professional connections. (The only thing you’ll miss is the handshake.) We are pleased to offer a digital forum, an extension of the 1:1 poster discussions and hallway conversations through our internal chat platform.
Once on your personal poster page (see instructions above), you will notice the embedded chat window on the right next to your video file. To maximize your experience, I would encourage you to go to your poster page now, and “Join Chat”. This feature will alert you by email any time an attendee has added anything to the chat so you can respond promptly. You may also want to add a welcome message to encourage attendees to engage with you on this feature.
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 (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.