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Poster Presentation Instructions

Schedule and Location

The ICARP IV Poster Exhibit and Session at ASSW 2025 will occur on Wednesday, 26 March 2025 within the Glen Miller Ballroom (UMC 210/212) of the University Memorial Center. See the full ASSW Program here. This event will consist of three parts:

  • Poster Setup: 08:30–10:00 MDT.  Please arrive to hang your poster yourself, which is highly encouraged, according to a number assignment on the poster boards that will match your abstract number or, if needed, you may drop the poster off at the registration desk beforehand for volunteers to hang for you. 
  • Poster Exhibit: 10:00–18:00 MDT. Conference attendees will have the opportunity to browse posters throughout the day. Poster presenters will be given cards to hang next to their posters to indicate when they will be available to discuss their poster. The exhibit will overlap with parallel sessions throughout the day.
  • Poster Reception: 18:00–20:00 MDT. The conference will host a poster reception with light catering and drinks.

In-Person versus Virtual Poster Presenters

Both in-person and virtual poster presenters can share their posters within both the in-person and virtual poster galleries.

  • In-person presenters:  You are responsible for printing your poster and bringing it to the conference. The poster can be hung during the poster setup time noted above or, if needed, dropped off at the registration desk beforehand for volunteers to hang for you. You are also encouraged to share a PDF of your poster to share within the Virtual Poster Gallery (see Virtual Poster Instructions below).
  • Virtual presenters: Please share a PDF of your poster within the Virtual Poster Gallery by 14 March 2025 (see Virtual Poster Instructions below). If uploaded by 14 March 2025, your poster will be printed by the conference organizers and hung within the in-person poster gallery. We encourage you to also record a short 3-5 minute video (see Virtual Poster Instructions). When a video recording is provided, organizers will hang a QR code to your video at your in-person poster for conference attendees to access.

Designing your Poster

  • Size: Poster dimensions should be no larger than 36 inches high x 48 inches wide (92 cm x 122 cm). Please note that the poster display boards are just wide enough for two posters, so please adhere strictly to a maximum width of 48 inches (122 cm).
  • Contact details: Please consider adding an email address for one or more authors so that interested viewers of your poster can contact you if they wish.
  • Design considerations:
    • Limit the use of overly technical terms that a broad audience may not understand and define those words that you cannot avoid. Spell out acronyms before using.
    • Use high-contrast colors and provide text descriptions with your figures and graphs. See these other tips for making your visualizations accessible to those with color vision deficiencies.
    • Please check out additional tips for creating an engaging poster.

Virtual Poster Instructions

  • Electronic (PDF) posters:  Please upload a copy of your poster to the Dropbox Folder linked below by 14 March 2025. Please provide as a PDF with a file size less than 20 MB. Please name the file with the abstract number and the presenting author's last name (for example: "123_Smith_ASSW2025-Poster.pdf".  Conference organizers will print these PDF copies for the virtual only presenters to hang in the in-person poster gallery if you follow the dimension criteria noted above of 36 inches high x 48 inches wide (92 cm x 122 cm).
  • Video presentations:  As a supplement to posters, all poster presenters have the option to record a 3-5 minute video about their poster. These videos will be posted along with the PDF of the poster in the virtual poster gallery and will be accessible by a QR code hung alongside the printed posters. Please provide your recording as an mp4 file with a file size less than 200 MB. Please name the video file with the abstract number and the presenting author's last name (for example: "123_Smith_ASSW2025-Poster-VIDEO.mp4".  Upload your poster video presentation to the Dropbox Folder linked below by 14 March 2025. 

Access the Dropbox Folder Here

 

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