Online Poster Presenter Guidelines

Important Dates:

February 25: Presenter registration deadline

March 7: Watch for an email from Alerts@ATIVsoftware.com with instructions about how to upload a PDF of your poster and an (optional) 2-minute audio overview to the Conference App. (Note you must be registered for the conference to receive the email.)

March 11, 8:00 p.m. EDT: Deadline to upload poster to the Conference App. This deadline applies to all poster authors, in-person and virtual.

March 14: Poster PDFs available on the Conference App

April 8: Last day to view poster PDFs on the Conference App



Uploading Virtual Poster files to the App

PDF Upload Intructions

Audio Overview Instructions

PDF preparation tips

Audio overview tips



All poster presenters (in-person and online) will upload a poster and an (optional) 2 minute audio overview to the Conference App.  Anyone interested in your poster has two ways to submit a question: at the bottom of the session listing there is a “Discussion” field where an attendee can enter a comment and it will be seen by all attendees that visit that session page and on the Attendee List in the app, all attendees can click on someone’s name and at the top of the person’s listing is a “Chat” feature where you can direct message.

Virtual Poster Files in the App: Presenters will upload their posters between March 7 and March 11. Poster PDFs with an optional 2-minute audio overview will be available to conference registrants via the app between March 14 and April 8. Please view this article for helpful information about preparing your Virtual Poster.

Poster presenter Timeline:

  1. Register for the conference by February 25. If you do not register by the deadline, you will not receive the poster upload link.
  2. Create a PDF poster file (single page) that is <10 MB in size.
  3. Practice giving a 2-minute audio overview of your poster (if you plan to record one).
  4. Upload the PDF file and record the audio overview as described below between March 7 and March 11. You must use the Chrome web browser to record audio.
  5. Attendees can leave questions for you in the app during and after the conference, so be sure to check the “Join the Discussion” section at the bottom of your poster entry.

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 Fungal22” on March 7. We suggest you add alerts@ATIVsoftware.com to your email contacts to ensure the message does not end up in your junk folder.

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 ≫

PDF Upload Instructions

  • Ensure you are using Chrome as your web browser.
  • Click the “Portal Login” link in the email from alerts@ATIVsoftware.com.
  • 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.

Audio Overview Upload instructions

Use the web browser Google Chrome to record a 2-minute audio overview that attendees can listen to while they view your poster:

  • 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.
  • 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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Frequently Asked Questions - Poster Presenters

What dimensions should my poster be? Do you have any guidelines for presenting a virtual poster?

What file type should my poster be?

How do I create a PDF at a certain size?

Do I have to record the audio overview?

Will my poster be available online after the meeting? Will people be able to download my poster?

I have a question not answered by the FAQs. Who should I contact?