Poster presentation instructions

Create a successful poster and preview video for presentation and publication
Participant preparing poster at SPIE Defense + Commercial Sensing

Prepare your poster

Poster presenters will interact with conference participants in two ways:

  • Attend and present a printed poster at the meeting
  • Upload a poster PDF with an optional recorded preview video. Uploaded content will be available for on-demand viewing and will be published and archived in the conference proceedings on the SPIE Digital Library.

Instructions on preparing your poster presentation and publishing your poster PDF and preview video are below.

Important dates


Abstract submission deadline 6 October 2021
Author notification 6 December 2021
Submission system opens for presentations and manuscripts* 31 January 2022
Manuscript due 9 March 2022
Oral presentation videos due 9 March 2022
Poster PDF and preview videos due 9 March 2022
Oral presentation slide deadline 1 April 2022

*Authors must register prior to uploading

Step-by-step guide to a successful in-person poster presentation


Create and print your poster

The most successful posters are graphically rich presentations of your research that highlight and summarize the main points, with the poster presenter filling in the details in person at the session and with a preview video to complement your published poster PDF (see below). The least effective poster format is an enlarged copy of your manuscript.

Your poster should include:

  • The paper title and all authors at the top of the poster
  • A brief introduction, goals, experimental detail, conclusions, and references; presented in a logical and clear sequence
  • Explanations for each graph, picture, and table

Size, fonts, and color

  • The maximum poster size is 44” x 44” (112cm x 112cm). View the SPIE Poster template
  • Use easily read type. Suggested minimum font sizes:
    • Title: 36 point type
    • List of authors: 25 point type
    • Body copy should be double-spaced text: 15 point type
  • Choose your colors to provide strong contrast and avoid pairing red and green elements to assist those with red-green color blindness

Print a high-resolution copy of your poster to present onsite (size must not exceed 44" x 44" [112 cm x 112 cm])


Create and submit your poster PDF

Poster presentations can be created in a number of software applications but must be exported to PDF format to submit for publication in the conference proceedings on the SPIE Digital Library. The PDF file size must be less than 100 MB. Avoid uploading multiple versions of your poster PDF. When you finish creating your PDF, check the following:

  • Is your poster PDF saved with the .pdf file extension?
  • Is your file size less than 100 MB?
  • Do all your graphs, pictures, and tables include explanations?
  • Is your text color and size easy to read on screen?
  • Did you include references?

Submit your poster PDF

Your poster PDF must be received by the deadline, approximately 3 weeks before the meeting. After the submission system opens for presentations and manuscripts, using any web browser, visit https://spie.org/myaccount and sign into your account.

  • From the account dashboard, look under "Submission and Review System" and click on the symposium link
  • Scroll down until you find your paper
  • Click on the Upload Poster file link to submit your poster PDF and follow the steps to upload your .pdf file

NOTE: The contact author or speaker must be registered before uploading. Only the contact author can submit the poster PDF. The contact author can assign a coauthor as the contact author via the submission system or by sending a request to authorhelp@spie.org (include your paper number in the message).


Create your poster preview video

As a poster author you may create a short preview video, which will be published and archived along with your poster PDF in the conference proceedings on the SPIE Digital Library. The preview video will help explain your poster and promote your research to individuals and institutions that may be interested in your work.

  • This video recording can include a few narrated slides or be a video of you expanding on a few key points of your poster presentation
  • If using slides, you will need to have audio narration embedded, and then the presentation exported as an MPEG-4 (.mp4) movie
  • Create your poster preview video in the widescreen format, using the 16:9 aspect ratio, to utilize the full screen
  • If narrating slides within PowerPoint, follow these step-by-step instructions on recording your audio in PowerPoint and exporting a PowerPoint file to .mp4
  • If you're using a web-based presentation program, such as Prezi, Slideshare, or Google Slides, you will need to use screen capture software to record your screen and presentation narration
  • Be sure to save your poster preview video as an .mp4 movie file - other movie formats will not be supported.

You may find the following resource helpful as you develop your video:

When you finish creating your poster preview video, check the following:

  • Is your poster preview video saved as an .mp4 movie file?
  • Is your file size less than 2 GB?
  • Is the audio consistent and clear, free from static, hums, hisses, or interference?
  • Is the audio at the right level, without having to adjust your volume very high or very low?
  • Does your talk start promptly? (Your narration should begin within the first 3 seconds)
  • Does your recording end promptly after your closing remarks, without being cut off early or continuing for too long?
  • Do all your slides, movies, and animations appear correctly?

Submit your video

Your video must be received by the deadline, approximately 3 weeks before the meeting. After the submission system opens for presentations and manuscripts, using any web browser, visit https://spie.org/myaccount and sign into your account.

  • From the account dashboard, look under "Submission and Review System" and click on the symposium link
  • Scroll down until you find your paper
  • Click on the Upload video link to submit your presentation video and follow the steps to upload your presentation video .mp4 file
  • The contact author will receive an email confirmation
  • SPIE will check your file for technical issues and notify the contact author if any revision is necessary

NOTE: The contact author or speaker must be registered before uploading. Only the contact author can submit the presentation video. The contact author can assign a coauthor as the contact author via the submission system or by sending a request to authorhelp@spie.org (include your paper number in the message).


Set up your poster in person

  • Bring your high-resolution printed poster with you to the meeting (size must not exceed 44" x 44" [112 cm x 112 cm])
  • Check the individual conference program to find your poster session location and timing
  • Set up your printed poster at least one hour before your session start time on the day you are scheduled to present
  • Paper numbers will be placed on the poster boards in numerical order
  • Find your paper number and put up your printed poster in the designated space
  • Push pins, tape, or Velcro will be provided to hang your poster

Present your poster in person

  • Each poster must have a presenter
  • Poster presenters are required to stand by the poster during the scheduled poster session to answer questions from attendees
  • Presenters who have not placed their poster(s) on their assigned board at least 60 minutes prior to the start of the poster session, and for the duration of the poster session, will be considered a "no show," and their manuscript will not be published
  • Presenters must remove their posters immediately after the poster session
  • SPIE assumes no responsibility for posters and will not save abandoned posters

Publication of your poster

  • SPIE will publish and archive all poster PDFs and preview videos in the conference proceedings on the SPIE Digital Library
  • To qualify for publication, poster PDFs and preview videos must be received by the deadline and the printed poster must be presented at the meeting
  • SPIE retains rights to distribute and market the published poster PDF and preview video, but the presenter retains copyright of all presented content

Questions?


Contact your Program Coordinator (listed in your SPIE.org account)