Online Poster Presenter Guidelines

Important Dates:

May 2: Registration deadline for online poster presenters

June 16: Watch for an email from Alerts@ATIVsoftware.com with individualized poster upload instructions for the Conference App.

June 22, 8:00 p.m. EDT: Deadline to upload poster to the Conference App. This deadline applies to all poster authors. Poster award judging will be based on the uploaded poster.

In the Conference App, online posters are grouped together in a listing on Saturday, June 24 from 4:00–7:00 p.m. GMT +1; this is simply a way to group virtual posters together in one place. You do not need to be logged into the app at this time to present. There will not be a live online poster presentation.


Uploading virtual poster files to the App


Poster presentations at #Worm23 will consist of two parts:

  • Live Poster Sessions: Most submitted abstracts will be scheduled as posters. If attending in person, authors will be assigned a designated time to present their posters. If you will be attending the meeting in person, please view the In-person Poster Presentation Guidelines. All abstract authors who are not selected for a platform session must display a poster either online or in-person, and all in-person poster presenters will also upload their poster for online viewing in the Conference App.
  • Virtual Poster Files in the App: Poster PDFs with an optional 2-minute audio overview will be available to conference registrants via the app between June 23 and July 19. Presenters will upload their posters between June 19 and June 22. Attendees will be able to leave questions as comments on the poster entry in the Conference App. In the App, online posters are grouped together in a listing on Saturday, June 24 from 4:00–7:00 p.m. GMT +1 this is simply a way to group virtual posters together in one place. You do not need to be logged into the app at this time to present.

Each poster presenter will need to do the following:

  1. Register for the conference by May 17, 2023 if you will be attending in person. If you do not register by the deadline, you will not have board space at the meeting.
  2. Register for the conference by June 6 if you will be attending online only. If you do not register by June 6 , you will not be sent the link to upload your PDF. See the Online Poster Presenter Guidelines for more information on uploading your PDF.

Uploading Virtual Poster files to the App

Presenters must upload a PDF version of their poster to the Conference App using the personalized link that will be sent via email from alerts@ATIVsoftware.com with the subject line “Invitation to Add Content to WORM23.” We suggest you add alerts@ATIVsoftware.com to your email contacts to ensure the message does not end up in your junk folder.

Poster materials will be made available to all conference registrants via the app between June 23 to July 19. Attendees can leave questions for you in the App, so be sure to check the “Discussion” section at the bottom of your poster entry in the App by July 18.

You can view a sample Virtual Poster in a test App to get a sense of how attendees will view your poster file. Read instructions for viewing sample Virtual Poster ≫

Poster upload invitation sent to presenters: June 19 

Poster upload deadline: June 22, 8:00 p.m. EDT

File size limit: 10 MB

Browser requirement: Latest version of Google Chrome

Upload PDF

  • Ensure you are using Chrome as your web browser.
  • Click the “Portal Login” link in the email from alerts@ATIVsoftware.com, which will be sent on June 19.
  • Log in to the portal using your registration badge number and last name. You can find your badge number in your conference registration confirmation email, which was sent from the address NoReply@Convention-Mail.com.
  • Click on the blue plus sign next to “Virtual Poster” to upload your PDF.
  • It may take a few minutes for the upload to complete, depending on your internet connection.
  • You can now record audio, if desired.
  • If you don’t want to include audio with your poster, simply click “Done” without recording.

Record poster audio

When you upload your poster PDF, you will have the option to record a 2-minute audio overview that attendees can listen to while they view your poster on the app. Because the file is limited to two minutes in length, we recommend you practice your timing before you start recording. You must use the web browser Google Chrome for uploading your poster and recording audio.

  • After you upload your PDF file, click the red microphone button to record your audio.
  • When you’ve finished, click the stop button.
  • You can replay the audio using the blue play icon or delete the file and start again using the trashcan icon.
  • Press the “Done” button once you are happy with the recording.

PDF preparation tips

  • Your PDF file must be smaller than 10 MB. For maximum accessibility by all attendees, we recommend making the file as small as possible.
  • The poster will be displayed as a single page.
  • Remember that people will be viewing the poster on a computer screen. To aid legibility, we recommend using large font sizes and a landscape page orientation. As a reference, many laptops have a screen aspect ratio of 16:9; so for example, this ratio would match a 36″ high by 64″ wide physical poster.
  • Viewers will be able to zoom in to inspect any part of your poster, but there is no scroll function. For this reason, we do not recommend long, portrait-orientated posters.
  • Divide the poster into discrete, well-labeled sections (large font size) to help people follow along while listening to the audio overview.
  • You can read more tips on how to create virtual posters in this article from the app developers.
  • You can view a sample virtual poster (PDF with audio) in a test App to get a sense of how attendees will view your poster file. Instructions for viewing sample virtual poster ≫

Audio overview tips

  • You can’t describe every aspect of your poster in two minutes; you should instead provide an overview of key points and highlights that will encourage viewers to learn more by reading your poster or attending your live session.
  • As you discuss different parts of your poster, refer to the sections using their titles, so that viewers can focus on the relevant part of your poster.
  • Practice the timing to make sure you can cover your key points within the allowed two minutes.
  • Speak slowly and clearly to ensure you are easily understood, including by attendees whose first language is not English.
  • For best audio quality, use a headset or external microphone if possible.

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