Q: What is a poster session?
A:
Poster sessions are where frontline campus innovators share their expertise with attendees through a physical poster display. The poster presenter visits 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.
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Q: What are the due dates for my poster session?
A:
There are several key dates for your poster session and any supplemental resources you would like to provide:
- Now through mid-October: Create your poster, meet with your co-presenter(s) (if applicable), and develop a short presentation that you will give to attendees as they stop to visit your poster.
- September 30: (optional) Submit supplemental poster resources. You will need to submit these materials by this date in order to guarantee your resources are posted in the Online Event platform. (This includes any material that supports your presentation, such as handouts.) See next three sections for information on file naming and approved formats.
- October 27–28: Poster Session at the EDUCAUSE Annual Conference
- Bring your poster in a poster tube to set up on your scheduled date. (You may also ship it to your hotel, if that’s preferable.) See set-up times below.
- Present your poster at your scheduled date/time. Good luck!
- Take down your poster by the tear-down times listed below.
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Q: Where will my poster be displayed?
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Q: Do I have the option to ship or store my materials?
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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. Do not ship to the convention center. Once onsite, we have a poster tube storage area next to the poster area in the exhibit hall. (The exhibit hall opens at 8:45 a.m. each day. You are also welcome to store your poster tube in the Speaker Ready Room. EDUCAUSE cannot be responsible for items stored, however.
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Q: When can I set up and tear down my poster display?
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Below is the schedule for posters:
If you are scheduled on Wednesday, October 27, 2021
- Setup | 8:45–11:00 a.m.
- Display | 4:15–5:00 p.m. (You must be at your poster for display times.)
- Teardown | by 6:00 p.m. (EDUCAUSE will not be responsible for any posters or materials left after this time.)
If you are scheduled on Thursday, October 28, 2021
- Setup | 8:45–11:00 a.m.
- Display | 3:00–3:45 p.m. (You must be at your poster for display times.)
- Teardown | by 4:15 p.m. (EDUCAUSE will not be responsible for any posters or materials left after this time.)
An EDUCAUSE staff member will be at the front of the poster area and can help direct you to your preassigned space.
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Q: How is my poster displayed?
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Posters are posted with pushpins, velcro, clips, etc., on poster boards. The poster boards are 4 ft. high X 8 ft. wide, less a 2-inch frame on all four sides. The surface is fabric-covered fiberboard contained in a 2-inch wide aluminum frame and firmly supported on "A-frame" legs. The display stands approximately 7 ft. high. Each poster board will contain a number for identification. Please do not cover this number. EDUCAUSE will also provide poster presenters with a cocktail round at each display.
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Q: Will supplies be available for setup?
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Yes. A small supply of pushpins will be provided at your designated poster area. Other supplies such as scissors, tape, additional pushpins are available at the poster info desk. Power will not be provided 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: As a poster presenter, will I have internet access?
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Q: How many posters will there be?
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There will be approximately 50–60 posters displayed on Wednesday orThursday. (There will be different poster displays on each day.) Posters will be displayed by the themes of transformation, resilience, and the common good. We will also feature the “CG Alley,” which highlights the EDUCAUSE Community Groups.
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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 that will be hosted on the online event platform, we ask that you upload these by Sept. 30. (Instructions will be emailed to presenters.) File types allowed: pdf, docx, jpg, jpeg, png, PPT, PPTX. File size should be 2GB or smaller.
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Q: Do you have a preferred naming convention for files, and should I include a copyright statement?
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: "NameofSession_Slides.ppt" and/or "NameofSession_ Handout.pdf"). 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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