What should the dimensions of my poster be?

Each presenter will be assigned a table.  It is recommended that your poster be freestanding or that you bring your own easel.  A limited number of easels will be available to borrow. Tri-folded posters may work best.  Typical posters are 36” x 48”.

Who is responsible for the production and related costs for my poster?

Similar to other presentations, each presenter is responsible for the production and any costs associated with materials including the poster.

Can I include institutional branding or logos on my poster?

Yes. Posters are intended to be an opportunity for institutions and offices to highlight innovations so you are welcome to use any appropriate branding identity.

Do I need to provide my contact information on the poster?

You are welcome to provide contact information but MCEC Program committee will also be providing a tent card with your name and title of your presentation. Provide your contact information on your handout.    Your contact information will be available on the www.montanacec.org website

Should I provide handouts with my poster?

You may choose to provide handouts. You can leave them on the table in front of your poster when you are not in attendance to provide more information. This is not, however, an expectation or requirement.

Can my poster presentation be supplemented with technology?

Yes, you may choose to supplement with technology (example: laptop to provide example of a software innovation).  Be prepared in case the technology doesn’t work.

Can my poster presentation be supplemented with table top displays or physical demonstration items?

Yes, you may choose to supplement with other display items or “props”. Items should not be left unattended when you are not present in the poster area.

Can a poster presentation include more than one presenter?

Yes, the poster can be prepared and represented by more than one presenter. Both should be present at Poster Session and both should be listed as a presenter.

Can I include an exhibitor as a co-presenter?

Yes, if that fits with your presentation.

Can exhibitors share information during the Poster Session?

Yes, exhibitors are welcome to highlight a specific product as part of the poster session. it is recommended that vendors focus on a specific product for this short period of time.  Exhibitors should fill out the Call for Abstracts so information is included with the Poster Session information.

Can I use the name or logo of a vendor in my presentation?

Since many innovations are based on institutional partnerships with a specific vendor, a vendor name can be mentioned but the poster or information should not advertise a specific vendor.

Additionally, logos should not be used. Note that it is the presenter’s responsibility (much like in a live session) to vet the usage of a corporate name.

Will my poster presentation be included with similar topics?

The structure of the poster sessions may change year to year based on demand. If similar or complementary topics are submitted, those posters may be located proximate to each other in order to build synergy in a specific topic area.

What is the time commitment while at the conference?

Posters need to be up at the start of the poster session on Wednesday afternoon.  Depending on the number of posters and space available, we may put posters up until the end of the day on Thursday. Presenters will be expected to be at their poster for no more than 1 hour.  Since contact information is provided, you may receive inquiries beyond the time you are present at your poster.

How will attendees know when I am present with my display?

Poster session times will be part of the program. A title of your poster display and the time you will be present will be communicated in the program and on the conference app.

Can I present more than one poster topic?

Unfortunately, you can only present one poster per year. This is due to scheduling of the poster sessions.

Should I have an oral presentation prepared to accompany my presentation?

You are not expected to have prepared remarks or a formal oral presentation. The format is meant to be more informal and fluid. We recommend you have talking points to begin a conversation when attendees begin to ask about your poster.

Can the same topic be both a poster presentation and a session presentation?

Yes, both should be submitted separately. The Program Committee will evaluate each independently.

How are poster sessions submitted?

Poster sessions should be submitted using the Call for Abstracts form. For session type, choose “Poster Session.”  Deadline for submission is January 15, 2019.

How are poster sessions selected?

The Program Committee will evaluate posters in a manner similar to oral sessions.

How will I be notified that my poster has been selected?

The Program Committee will notify those selected.

My session was not accepted, can I submit it as a poster session instead?

Yes, please contact the Conference Coordinator (Nancy Marks)  for more information.

Can I ship materials to the convention site?

You may not ship materials to the convention center but you may be able to ship directly to your hotel. Please check with the hotel staff for more information.


Check the web for tips for creating posters for poster sessions..  Lots of great information exists! Here are a couple we found.

Designing Communications for a Poster Fair: http://www.personal.psu.edu/drs18/postershow/

Note: This is the first time we have done a poster session at MCEC.  If you have suggestions, feel free to share them with us at [email protected]