Think a poster session might work at your event, or looking for ways to improve your existing session? Check out these tips from industry experts.

- The first step begins with a call for abstracts. Organizers select categories in which abstracts can be submitted. An online abstract submission program is set-up prior to the meeting (often about six months out) and typically remains open for two to three months. Authors select the category related to their research and submit their abstracts. (If the poster sessions are sponsored, the sponsors may be secured before the call for abstracts opens to help maximize exposure.)

- As abstracts are being submitted, judges/reviewers should be secured. Abstracts are often judged by committees or individual judges specializing in the fields relating to each particular category. The number of judges/reviewers usually depends on the number of categories listed in the call for abstracts.

- Once the abstract submission site is closed, the judging/reviewing process begins. Abstracts are scored based on set criteria and are selected to be presented at the meeting either as oral presentations (for the very top rated abstracts) or poster sessions. The authors are then notified and invited to present or display their posters.

- Will the abstracts/poster sessions be available only in a physical poster session at the event or will you offer online viewing as well? If there’s an online component, is it only accessible to show attendees onsite or will you open it up to others for a longer period after the event?

- At this point you should be able to determine the number of posters that will be displayed (and perhaps the number of computer terminals/viewing kiosks), calculate the space you’ll need for placing it all and select an appropriately- sized area for your poster hall at the convention center or meeting facility. (Some organizers determine the number of posters up front based on available space, so reviewers know how many to accept or reject.)

- Next, the promotion process begins. Print and e-mail promos may tout a prominent or well-known speaker judging the poster sessions, new research that will be announced at the session or raffle items attendees can win.

- Once on site, you’ll provide your general services contractor with a floor plan or work with them to devise a plan to use in setting up the poster area. Categories and poster numbers will be affixed to all of the poster boards (abstract management providers often handle the number assignments). Most halls are arranged using aisles or in a circular, hub-and spoke-format, which can maximize traffic flow and help attendees easily identify each of the categories. Once setup is complete, walk the aisles to ensure that all of the categories are placed correctly and that none of the aisles are blocked. Depending on the number of categories established, different categories may need to be displayed on different days of the event to ensure that each category has equal exposure.

- Place signage outside the poster hall that clearly directs attendees and authors to the area. If you’ll be offering food or beverages in the poster hall, it’s helpful to locate the stations near the back of the room to prevent congestion and keep traffic moving throughout the length of the room.

- As authors arrive, a poster number is provided at check-in to determine the poster’s category placement and position. To facilitate setup, provide authors with office supplies such as markers, Velcro, tape, scissors or glue guns to help them secure their posters to the poster boards. Event staff should also be available to help authors during this time.

- The duration of poster sessions is typically customized to fit the meeting’s needs. Some poster sessions remain open all day, while others open in the morning so attendees can peruse the posters and select the ones they want to hear more about, and then come back at the end of the day for Q&A sessions with the authors to learn more about their research. In some sessions, authors may be available for a couple of hours, followed by an awards ceremony held during the last half hour. (For sponsored sessions, a representative from each sponsor may also be on hand to chat with attendees.)

- If awards are given, ceremonies are typically held toward the end of the session on a stage or other designated area in the poster hall. Light refreshments are provided. Awards typically include prizes, honorable mentions or invitations for publication in association or organization journals.

- An abstract booklet, including the research, authors and their contact information is often printed and distributed to attendees to take back with them for reference or to share with colleagues who couldn’t attend the event.

Sources: Ayuko Kimura-Fay, Director of Meetings, American Society of Hematology; Mauricio Castillo, M.D., F.A.C.R., Program Subcommittee Chair, Radiological Society of North America, professor and chief of neuroradiology, University of North Carolina School of Medicine and Editor-in-Chief, American Journal of Neuroradiology; Carol Clarke, Meeting Coordinator, and Vieng Rattanong, Director of Administration and Governance, American Medical Student Association