Poster Session FAQs

Q: What is a poster session?

A: 

Poster sessions are where frontline campus innovators share their expertise with attendees through a physical poster display. Presenters visit with attendees as they stop by their poster to explain and discuss their topic. Poster sessions are more informal and interactive than other traditional sessions, allowing for more personal connections to be made. At the NERCOMP Annual Conference, there will be approximately 8–12 posters featured in the exhibit hall on Tuesday, March 28 from 3:00–3:45 p.m.


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Q: What are the due dates for my poster session?

A: 

Advance preparation is vital for the success of your presentation. As a presenter at an EDUCAUSE/NERCOMP event, you’re providing valuable information, advice, and direction to your peers. Abide by all deadline dates as listed below and outlined in speaker communications. EDUCAUSE reserves the right to move, alter the delivery format, or cut sessions if event milestone deadlines are missed.

  • December/January: Update Your Presenter Profile. Please log into EDUCAUSE's membership system to make sure your profile is up to date (bio, photo, title, company, etc.). Your profile will be listed on your presentation page for attendees to view, so you will want to ensure it is current.

  • Late January: Event program and registration goes live on the NERCOMP Annual Conference website. Check your session listing for accuracy.

  • February 13: Presenter Registration Deadline; Travel/Hotel. We ask that you be registered by this date and have your hotel/travel secured. (Note: One presenter from each session receives a complimentary conference registration, excluding corporate sessions.) Scholarships are available. To see eligibility please visit our scholarships page. The deadline to apply is Feb. 27.

  • February/March: Create your poster; You may use this poster template as a guide or can create your own. Finalize your poster and presentation points. Schedule a date to have your poster printed. Be sure to watch the Presenter Support Modules for best practices to help you create and deliver an outstanding presentation.

  • March 20: Poster/materials uploaded (optional) Instructions will be forthcoming on how to upload these.

  • March 27-29: NERCOMP Annual Conference in Providence, RI. Present your poster at your scheduled date/time. Good luck!


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Q: What size should my poster be and how will it be displayed?

A: 

Your poster will be affixed to the provided 30 X 40 foam board so will need to fit within these dimensions. The poster (on the foam board) will then be displayed on an easel. You may use this poster template or can create your own. EDUCAUSE will also provide poster presenters with a small low top table (42” diameter and 29” tall) at each display.


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Q: What is included for set up?

A: 

We will be providing:

  • Supplies: pushpins, T-pins and Velcro for you to affix your poster to the foam board.
  • An easel
  • Wifi

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Q: What is NOT included?

A: 

We will not be providing power for laptops or tablets, so if you plan to use one at your poster display, be sure it is fully charged. Also, note that there will be no equipment security or storage available when you are not presenting, so please keep valuable items with you at all times.


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Q: When can I set up and tear down my poster display?

A: 

Below is the schedule:

Tuesday, March 28:

  • Setup | 8:00 a.m.–9:30 a.m.
  • Display | 3:00–3:45 p.m (You must be at your poster for the scheduled display time.)
    • Note: The poster displays are scheduled in conjunction with the Refreshment Break in the Exhibit Hall to help drive traffic to your poster!

Wednesday, March 29:

  • Display | 10:15-11:15 a.m. during the Exhibit Hall time and Refreshment Break. (It is optional but recommended to stay at your poster during this second display time.)
  • Teardown by 11:30 a.m.
    • Note: EDUCAUSE and the facility will be disposing of posters that are not removed by the scheduled tear-down time so please remember to take yours!

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Q: As a poster presenter, will I have internet access?

A: 

Yes, the conference wifi will be available for your use (if needed).


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Q: Do I need to provide supplemental material? If so, what format(s) are accepted?

A: 

You do not need to provide anything other than your in-person poster. However, if you wish to share additional documents with attendees, we ask that you upload these by March 20. (Instructions will be emailed to presenters.) File type allowed: pdf. File size should be 2GB or smaller.


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Q: Do you have a preferred naming convention for files?

A: 

All presenters should share their presentation/poster materials prior to the annual conference. Please rename files to be uploaded with the session title and the resource type (examples: "Name of Session_Poster" and/or "Name of Session_ Handout"). If you password-protect a PDF document, please make sure to enable the file to be read by a screen reader. It is our goal to make our resources easily available to those who use adaptive and assistive technology to access files over the internet.


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Q: Do I have the option to ship or store my materials?

A: 

If you need to ship materials, it would be best to send materials to your hotel (labeled to your attention). Please contact the hotel directly to confirm this and for shipping instructions. Unfortunately, we do not have an area for you to store your poster.


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https://events.educause.edu/nercomp-annual-conference/2023/presenter-resources/poster-session-faqs
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