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Virtual Poster Poster DAy FAQs

Administrative Details
Poster Creation
Poster Day and Making the Oral Presentation
Interacting with Poster Day Attendees and Sharing Materials

Administrative Details

When will we get the Poster Days schedule?You will get the schedule and a list of your poster session group members by April 9. You will get the program book and meeting information (WebEx link) during the week of April 19.

Is there a required date for submitting our posters?
We will not collect posters in advance. If you have a WebEx account, you will be able to upload your poster slide in advance. In any case, you should join in the event at least 15 minutes early for your session to make certain you are ready to present.

Will we upload our posters at the beginning of the session, or will they be pre-loaded?
You will be asked to join your meeting 15 minutes early and upload your poster before the session.

How will our posters be judged? What are the characteristics of a good poster?
You can find the criteria by which posters will be judged at https://www.training.nih.gov/postbac_poster_review.

Poster Creation

Can we animate our posters and zoom in on things
Yes. You will be able to insert animations or videos. In general, there are three ways of zooming in a poster on a screen:

  • If you are using Microsoft Power Point Slide, you can zoom to a section of your poster using a zoom function in the application (click magnifying glass on the left bottom corner of the slide show view, then choose the section you want to enlarge). To zoom out, simply click the right mouse button.
  • On the left side of your screen, you will see a control panel including a zoom function, along with an annotation tool and a pointer. If you are using this option to zoom in on a section of your poster, you can adjust the section boundaries by using the vertical or horizontal scroll bar.
  • Viewers also have a control panel on the left side of their screen, so they can explore your poster with ease.

Note:  If your presentation includes animation or other dynamic content, those features will not work if you are using Microsoft Office 2016 or later. In that case, select Share My Screen or Share Application (instead of using Share File) if you want to show animation or other dynamic content.

You can also share web pages and multimedia content that session attendees can navigate independently.

My Screen
You can share everything on your computer screen with session attendees. If you have multiple monitors connected to your computer, place your cursor over the thumbnail of the screen that you want to share and select Share.

File (Including Video)
You can share one or multiple files with attendees. To share an open file, place your cursor over its thumbnail and select Share.

Is there a way to point to figures when we are discussing them?
Yes. On the left side of your screen, there is an annotation toolbox and a pointer you can use along with the zoom function. You can also use your mouse pointer.

Why do you suggest that we NOT include references? Will the judges know that this was part of the directions?
Often, the reference section is optional in a poster presentation. Unlike publication, poster presentation does not require a separate reference section. Still, you will need to add an appropriate citation to your text and figures if necessary. We recommend that you omit a separate reference section, so you will have more space for your text and figures  which are more important.

Can I use a QR code for references?
Sure. That will not require much space.

What are the guidelines for poster creation: poster size? Font size? Portrait vs. landscape? Size of the file?
Poster Size: 48” (Width) and 36” (Height)

  • Poster Orientation: Landscape
  • Recommended Font Size:
    • Title: 80 pt
    • Section Headings: 54 pt
    • Secondary Section Headings or Figure Title: 44 pt
    • General Text: 36 – 40 pt
    • Figure/table legends: 28 pt
  • There is no limit to the size of the file

What app should we use to create our posters, and what’s the best format for saving them to preserve high resolution: png, tiff, jpeg?
The most commonly used applications are Microsoft PowerPoint and Adobe programs.

Is there somewhere we could find poster templates?
You should be able to find some templates from the web by searching “Scientific Poster Template.” Your IC and/or research group might have a template you can use. Please remember that you are preparing for a virtual poster presentation which will require additional attention to the design (less content, bigger font sizes, and contrasting color) – these will be appreciated for in-person poster presentations as well.

Will WebEx change photo/figure resolution? Will it be compatible with PowerPoint?
WebEx will NOT change photo/figure resolution. It is compatible with PowerPoint and many other applications. You can also share your screen. The best way to practice how it works will be having a practice session with others in you poster session or colleagues in your research group. OITE will also provide poster preview sessions during the week of April 19.

Must we use logos? Could we use text instead? Where can we find high-definition logos for the NIH and our ICs?
Using logos is recommended but not required.

The NIH logo is designed to signify official NIH products, activities, events, representatives, and facilities. It should never be used to promote or suggest endorsement of non-NIH products, events, or services. It should never be used by outside parties to misrepresent the purpose, character, policies, or mission of our agency. For more information about the NIH logo, contact logo@nih.gov.

Here is the manual chapter for use of NIH names and logos: https://policymanual.nih.gov/1186 . You will be able to find more information for each institutes and centers on this website: https://www.nih.gov/institutes-nih/list-nih-institutes-centers-offices.

Can I test WebEx in advance?

Test WebEx Meeting Room: WebEx has a virtual meeting room that allows you to test functionality at any time:  https://www.webex.com/test-meeting.html#

Attend Poster Preview Sessions:

To help you have the best experience on your big day, we will offer feedback on your poster and/or your presentation. Please register for and attend one of following WebEx Poster Preview Sessions. (Registration links will be shared via email.) Rehearsing your poster presentation on the same platform before the event will be helpful.

  • Poster Preview Session 4/19, 2:00 –4:00 pm
  • Poster Preview Session 4/20, 2:00 -5:00 pm:
  • Poster Preview Session 4/21, 1:00 -5:00 pm:
  • Poster Preview Session 4/22, 1:00 -5:00 pm:
  • Poster Preview Session 4/23, 1:00 -5:00 pm:

Can I do a PowerPoint slide presentation instead of following the directions to create an actual poster?
No. Please create an actual poster. We would like to provide an experience as close as possible to an in-person poster session for you and visitors.

Can I change my poster title from the title I submitted when I registered?
Yes. But the new title will not appear in the online Program Book.

Does the presenter’s name always go first?
Yes.

What do the numbers associated with poster authors’ names at large meetings mean?
When the work being presented was conducted at more than one institution, the list of authors is followed by a list of institutions. The institutions are numbered, and the numbers are used to link the authors to their institutions.

Poster Day and Making the Oral Presentation

How much time will each presenter have?
Each presenter will have 5 minutes presentation time and 5 minutes Q&A time. Judges can ask questions using a microphone or the Q&A box.  Attendees can only use the Q&A box. While you are presenting, you will be able to monitor the Q&A box, but we do not recommend that you open the Q&A box while you are presenting. You can answer the questions after you finish presenting. The session moderator will read the questions for you after your presentation.

What happens if a presenter goes past the 5-minute time limit?
The moderator will monitor the time limit. If the presenter speaks too long, the presenter will have a shorter Q&A time.

How are the sessions organized? What will the day look like?
Sessions are organized by Institutes and Centers. The day is organized into four sessions each day: 9:00 -10:30 am, 11:00 am – 12:30 pm, 1:00 – 2:30 pm, 3:00 - 4:30 pm.  For more information, please review the program book when it becomes available.  As a presenter, you will need to stay in your meeting during entire time (~1.5 hr), but you will be able to participate in any other meetings during the three days as an attendee.

Here is the procedure for your session:

  • When you receive the meeting link, please register for the meeting. When you register, please use the following format:
    • First name: [poster number] your first name
    • Last Name: your last name
    • Email: your email address
  • Before joining the event, close unnecessary applications and open the poster slide you will use.
  • Join in the event at least 15 minutes early for your session.
  • The host (lead judge, a moderator) will promote you to panelist status. During the test, when you get the ball (become a presenter), you can share your file, your screen or application. Test your poster slide on the screen and your audio setting.
  • There will be ~ 7 presenters and 3 – 4 judges in your room.
  • The presentations will be in order by poster number.
  • The host (lead judge) will change your role to presenter when your turn comes.
  • During your presentation, when viewers have difficulties reading your poster due to the presence of shaded areas, press “Ctrl + Alt + Shift + H” (often, the shaded areas are caused by opening multiple applications and web browsers).
  • You will be able to zoom in and out of your poster while you are talking; attendees will also be able to zoom in and out.
  • You will have 5 minutes for your presentation and 5 minutes for Q&A.
  • The audience will ask questions in Q&A box, and you will be able to answer to those questions after your presentation.
  • All posters will be reviewed by teams composed of graduate students, postdocs, and other NIH scientific staff.

During my session, where can I get help with WEbEx?During your session, if you have trouble, please notify to your moderator (host) as soon as possible. You can also contact Dr. Yewon Cheon at cheony@mail.nih.gov.

When should we talk about limitations, like required telework?
Everybody is facing the same situation; there’s no need to spend a lot of time on it. Generally, “limitations” are factors that limit the conclusions that can be drawn from the data. Therefore, they are discussed after the results.

Interacting with Poster Day Attendees and Sharing Materials

I didn’t register for Poster Day, but I would like to attend. How will I find out who is presenting when?
In the week of April 19, we will publish an online program book and the daily agenda on our website. The program book will include presenter information, poster number, poster title, and presentation date and time. We recommend that you create your own agenda.  If you want, you will be able to register for each meeting in advance, so you will get reminders.

Will attendees be able to download our posters?
Presenter and Judges assigned for the session will be able to download posters during the session, but attendees will NOT be able to download any documents.  Although it is not legal, you should note that we will not be able to prevent them from taking a screen shot.

Will the session be recorded?
Yes. Presenters can request the recording after the event if a presenter wants to keep a copy.

Will poster titles be released to the general NIH community so that they can attend sessions that interest them?
Yes. The program book including presenter information and poster title will be uploaded to our website by April 19, 2021: https://www.training.nih.gov/virtual_postbac_poster_day.

Can I invite my PI, colleagues, friends, and/or family to my meeting?
Yes. You may invite your PI, colleagues, friends, and family to your meeting by sharing the meeting link in advance.