Poster presentation instructions

Create a successful poster and preview video for presentation at the conference
Poster presenter at SPIE/COS Photonics Asia

Preparing 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 in the SPIE.org program and will be published and archived in the conference proceedings in the SPIE Digital Library.

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

Important dates


Abstracts due 4 May 2022
Author notified and program posts online 6 July 2022
Registration opens 15 July 2022
Submission system opens for manuscripts and poster videos/PDFs* 8 August 2022
Post-deadline abstracts due: Submit via conference listings
22 August 2022
Manuscripts due 21 September 2022
Poster videos/PDFs due for onsite preview 6 October 2022
*Contact author or speaker must register prior to uploading

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


Create 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 with a poster preview video (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
  • References

File type/size, fonts, and color:

  • Please make sure your poster is maximum 90cm wide x 120cm high. 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 90cm wide x 120cm high).

Save your poster PDF

  • Poster presentations can be created in a number of software applications but must be exported to PDF format to submit for online presentation and publication in the conference proceedings in the SPIE Digital Library
  • The PDF file size must be less than 100 MB

Review your poster PDF

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

  • The contact author or speaker must be registered before uploading your poster PDF
  • Once the poster PDF submission system is open, using any web browser, visit https://spie.org/myaccount and sign in to 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
  • Only the contact author can submit the poster PDF. The contact author can temporarily or permanently change who the contact author is via the submission system or by sending a request to authorhelp@spie.org (include your paper number in the message)

Create your optional preview video

As a poster author you may create a short preview video to go along with your poster PDF, which will be available on demand to remote and in-person participants and be published and archived in the conference proceedings in the SPIE Digital Library. The preview video will help promote your poster and 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 resources helpful as you develop your video:

  • FreeConvert.com - a third-party site for compressing a video file into an MP4 file
  • Online-Recorder.com - a third-party site for testing your microphone or recording a voice-over file

Review your video

  • Is your poster preview video saved as an .mp4 movie file?
  • 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

  • The contact author or speaker must be registered before uploading your poster preview video
  • Once the SPIE submission system is open, using any web browser, visit https://spie.org/myaccount and sign in to 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
  • 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)

What happens next?

  • The contact author will receive an email confirming the poster PDF file and optional .mp4 preview video were received
  • SPIE will check the file for technical issues and notify the contact author if any revision is necessary

Publishing your poster

  • SPIE will publish your poster PDF and preview video to be available on-demand to remote and in-person participants and archived in the conference proceedings in the SPIE Digital Library
  • All poster PDFs and preview videos received by the deadline will be published and available on the first day of the conference
  • SPIE retains rights to distribute and market the official SPIE recording of the presentation and/or poster, but the presenter retains copyright of all presented content

Set up your poster in person

  • Print your poster and bring it with you to the conference
  • To find out which poster session you are scheduled for, check the individual conference program
  • 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

Questions? Contact your program coordinator (listed in your SPIE.org account)