8 tips for preparing a digital poster that stands out from the crowd

Virtual meetings are rapidly gaining popularity, due largely to the necessity of continuing knowledge exchange during the social isolation brought on by the Corona pandemic.

Even before the pandemic, EMBL´s Course and Conference Office was already exploring options to improve our services and the event experience on-site, including the option of digital poster presentations.

Our software provider iPosterSessions comes with easy to use WYSIWYG templates. Users can display high-resolution images, videos & animations, and the content can be updated at any time right throughout the conference – allowing poster presenters to present their research digitally and dynamically.

If you are presenting a digital poster at an upcoming (virtual!) meeting, here are eight tips to help you on your way:

  1. Download the official template from the software provider

Most digital software providers have an official template that you can download – use it! This will reduce the risk of glitches, resolution problems and sizing issues in the final product, and you know from the outset what you have to work with.

  1. Check out the tutorials

No two digital poster tools are the same, so take the time to browse through the online tips and tutorials to make sure you are comfortable with the software before starting. It will save you a lot of frustration in the long run!

  1. Make your design eye-catching – it should stand out from the crowd

This is the same principle as creating a printed scientific poster – there are so many of them, so make sure yours stands out! It should be eye-catching and visually appealing. Include clear data representations, and make sure the text is to the point. It should grab attention but not explain every little thing about your results – that’s your job during the discussion.

  1. Use media – images, sounds, video. Check that they work and display properly

Graphics and media can express details more quickly and memorably than paragraphs of text, so have a think about how you can present your work in this way and put some time into it. Be sure to check that the media files work with the software, and test every file to make sure they display or play properly.

  1. Link to external resources

Digital posters differ from printed posters in that you can generally link to other pages online – so if there is a great external paper or online source you want to link to in order to explain your point in more detail, do it! Your audience will be grateful to have further reading handed to them on a plate if they want to find out more after the poster session.

  1. Check your work

This should really be a no-brainer. Check your work is complete, correct and final before publishing your poster! Silly mistakes only show that you haven’t put as much time and effort into the work as you probably should have, so get someone else to go over your poster before you release it to the conference community.

  1. Practice your presentation

Yes, it’s a digital poster presentation, and no, you won’t be talking face-to-face with your audience as you normally would, but you still need to practice your presentation beforehand and know exactly what you want to say and how you want to say it. It may feel strange online, so try presenting the poster online with a colleague or your boss (e.g. with Skype, Zoom, Google Hangouts) and get them to give you feedback and pointers.

  1. Stick to the publishing deadline

There are deadlines for a reason, so please stick to them! You don’t want to risk your poster being excluded from the poster presentation because of tardiness. Give yourself plenty of time in case of any issues that may arise with uploading or compatibility (this shouldn’t be an issue if you followed the template and guidelines, but sometimes computers have a mind of their own!).

So why not check out our list of upcoming virtual events to see where you can try out your digital poster presentation skills!

For general pointers about creating posters, see 10 tips to create a scientific poster people want to stop at.

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10 tips for presenting at virtual events

By guest bloggers and EMBL AV experts Christopher Höhmann and Jan Abda

Virtual events are on the rise, largely due to the necessity to adapt to the physical distancing enforcements and travel restrictions brought on by the COVID-19 pandemic.

EMBL is continuing to offer advanced training for the scientific community as safely as we can, with many events pivoting to virtual. With speakers spread all over the world with different internet connection speeds, technical support and varying levels of experience with virtual presenting, the EMBL Audiovisual team have put together a guide on how to make sure your presentation is smooth and you come across as professionally as possible for your digital lecture.

  1. Choose your location wisely

Make sure you choose a location without a window in the background, as this will result in a high contrast, causing you to appear dark and hard to see. Make sure the background isn’t too busy, or has anything that might draw the attention away from your talk.

Be sure to have a neutral background with nothing that might distract your audience
  1. Pick a quiet room

When selecting the location for your presentation, make sure there is no loud background noise and that you won’t be disturbed. Who can forget Prof. Robert Kelly’s live BBC broadcast starring his adorable children as unexpected guests!

Make sure the room is quiet and you can sit comfortably
  1. Use a headset

Ideally, use a headset in order to ensure the best possible sound. It may feel a bit strange at first, but your audience will thank you for it!

Check out a review of some of the best options here.

  1. Use a wired connection if possible

If you have the option, connect your device directly rather than relying on a wireless internet connection. This will help avoid any possibly wireless instability or network breaks.

  1. Avoid using the web browser

There are many different streaming software options out there. If there is a video conferencing app available for the event you are presenting at, for best results download this in advance to use for the live stream rather than relying on the less reliable web browser version.

  1. Close other programmes

In order to save bandwidth and processing power, close all unnecessary applications on your device before your presentation starts. This will result in a smoother streaming of your talk.

  1. Share your entire screen – carefully!

It always comes across better if you share your entire screen rather than just your keynote or PowerPoint presentation. Just be sure to keep in mind that as soon as you share your screen, everything that you can see can be seen by your audience, so be aware of what you have visible!

Troubleshooting on Macs

If you have a Mac (running Mac OS Catalina 10.15), you may have some initial problems with sharing your screen. If this is the case, try the following:

Go to System Preference → choose Security & Privacy  → select the relevant app under Screen Recording and tick the box.

The (VC) app will have to be restarted in order for the changes to take effect.

  1. Unshare before question time

When you have finished your presentation, end your screen sharing before the Q&A session starts. Your audience wants to see YOU when they are asking questions about your presentation, not the final slide of your talk.

  1. Make it readable

Remember, people will be watching your presentation on different devices with different-sized screens. Make sure your digital presentation is clear and that the font is readable – if you can’t read it easily, neither can your audience.

  1. Test, test, test!

At EMBL, our AV team will test the setup and conditions with you before the live event. Make sure that you carry out the test with exactly the same set-up as you plan to use on the day to eliminate the risk of any nasty surprises.

 

So now there’s nothing stopping you from giving a smooth and polished presentation at your next virtual conference. Take the time to get familiar with your streaming applications, practice and test the software in advance, and you shouldn’t have anything to worry about!


Check out our tips on how to give a good scientific talk and how to become a better scientific presenter!


Jan Abda and Christopher Hoehmann are dedicated Audiovisual Technicians in the EMBL Photolab, and are responsible for ensuring the technical aspects of our onsite and virtual conferences and courses run as smoothly as possible. We would be lost without them!

 

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