Advice: Poster preparation and printing for research conferences

Advice for how to make a poster (technical stuff like what software to use, what sizes to use, how to make a high resolution pdf for printing) and where to get it printed.

Software for poster design

PowerPoint (recommended)

• Advantages: 
• Easiest, most available software, probably already familiar with it
• Companies often have official poster templates available (e.g. Cedars-Sinai)
• Works fine on 2 GB RAM (4 GB RAM recommended)
• Disadvantages:
• Pdf export directly from PowerPoint software is low resolution, blurry 
• Requires editing "save" defaults to keep images high resolution in the .pptx/.ppt file
• Windows vs MacOS differences can result in font style changes when opened in one or the other, and that can cause line breaks and other text positioning changes, so NEVER send the PowerPoint file itself for printing
• Make the poster as one PowerPoint slide and save as .pptx/.ppt (PowerPoint file), then use various online resources to convert to a high resolution pdf for printing. Suggestions:
• Zamzar.com offers two free conversions per day Update 6/2023: changed to max 5MB file conversions, which unfortunately becomes a problem for posters with high quality images.
• CloudConvert.com - 5 free conversions for unpaid accounts, and reasonably priced bulk or subscription payment plans available
• Adobe.com - high quality ppt to pdf conversion
  
  

Adobe Illustrator

• Advantages: 
• Better resizing (scaling) of vector graphics and more powerful graphics tools.
• More control over data formatting of the saved file (e.g. saving colors as CMYK vs RGB). Not usually important for a research poster, so don't stress about it.
• Able to export a high resolution pdf directly from Illustrator.
• Disadvantages: 
• Requires more RAM to run as smoothly as PowerPoint (8 GB ok, 16 GB recommended).
• Not available in the average work computer.
• Requires a paid license.
  
  

Inkscape vector graphics software

• Advantages:
• Like Adobe Illustrator, this is a graphics software so you have more control over graphics.
• Able to export a high resolution pdf directly from Inkscape.
• Free software (inkscape.org) for Windows, MacOS, and Linux.
• Disadvantages:
• Requires more RAM to run as smoothly as PowerPoint (8 GB ok, 16 GB recommended).
• Not available in the average work computer.
  
  

Making your poster

Before starting, set your "slide size" (PowerPoint) or "document size" (graphics software)

• Check the conference instructions for your assigned posterboard space. Your poster needs to fit within these dimensions.
• Highly recommended to use standard FedEx/Office Depot print sizes:
• 24 inches x 36 inches (landscape or portrait)
• 36 inches x 48 inches (landscape or portrait)
• Using non-standard sizes will cause delays! The company may need to send the order off-site to complete. Call ahead if you need non-standard sizes and ask how it affects delivery time.
• Landscape orientation is typical, but some conferences request portrait orientation
• Leave a 0.5-1 inch border around your poster where you DON'T add any text or figures. No need to add an actual border or box, just stay away from the edges to avoid printing issues.

Poster content and design

• Add visual interest with figures and tables
• Avoid dense blocks of text
• Avoid uncommon acronyms
• Keep font sizes large: 20-24pt for the main text, 16-18pt for small text like citations
• Colors should contrast well with the background to improve readability
• Consider using poster templates from your institution, when available
• What makes a great research poster? [Good and Bad Examples], Andy Stapleton, YouTube [11:00]
• How to create a better research poster in less time (#betterposter Generation2). Mike Morrison, PhD, YouTube [20:52]

Use boxes to solve design problems in figures (e.g. hide text, replace text in figures)

• For example, if your image's x/y axis text is too small, place a white box over the original image axis text to cover it up, then add a text box with your desired label and font size
• Right click and select "send to back" to position layers of overlapping objects
• Boxes are also useful to make unnecessary text "disappear" on the poster without having to edit the original images

Convert to a high resolution pdf file (to submit for printing)

• If using PowerPoint, convert the .pptx/.ppt to pdf with an online resource
• If using Illustrator/Inkscape, directly save a copy as pdf
• Why convert to pdf? Because this reduces the risk of conversion errors at the printing company. You don't know if they use Mac or PC, what fonts they support, if they will use the same software version you have to open the original file, or if your images will convert properly. Giving them a pdf file prevents a lot of these issues.
  
  

Always check the pdf file after conversion for issues such as:

• Line break changes that push text into images or other sections
• Blurry text and images - can you read the smallest text when you zoom in?
• Color fidelity - are the colors as expected?
• Special characters such as Greek letters or math symbols - do they appear correctly?
  

Submit the final pdf for printing

Where to print

• FedEx
• What I usually use
• There are usually locations inside or near the conference hotel
• Some locations offer next day printing for 36" x 48" posters
• Office Depot
• Some locations offer same day printing for 24" x 36" posters
• Some locations offer next day printing for 36" x 48" posters
• Check the conference website in case they recommend a local printer
• Check your institution in case they have an on-site printer (UC Berkeley had one in Latimer Hall)
• During checkout, apply discount codes from retailmenot.com 
  
  

Whichever service you select, make sure they can deliver on time

• Call to check store hours and printing capabilities, especially for larger posters (36" x 48")
• FedEx and Office Depot can usually print within 1-5 days, sometimes same day but call ahead if you are sending a poster last minute since not all locations have a poster printer. Your poster will be delayed if they need to send the job off-site. 
• Beware that "same day" and "next day" printing require that you submit by a certain time, use a standard poster size, and assume you don't need any special add-on services like lamination.
• "Store pickup" at the conference location is nice so you don't need to travel with the poster to the conference, only on the way home.
  
  

Recommended printing settings

• Matte paper (default at FedEx)
• Color printing
• 24" x 36", or 36" x 48" (check conference instructions for poster presenters and size down to fit one of these standard sizes, either horizontal or vertical orientation)
• No grommets
• No lamination
• No special finishing at all - any extra things require more time!
  
  

Bringing the poster back home

If you want to take the poster home for free

• Don't use a hard poster storage container if it doesn't fit in your luggage
• Don't check as an extra item
• Take the paper poster rolled up to the airport terminal
• If it is just a paper roll (no carboard/plastic holder), sometimes the airport staff lets you take it through and put it on top of overhead luggage. This is not guaranteed. The poster cannot take up luggage space.
• If the flight is busy, you will need to fold it and put it in your carry-on suitcase or personal item bag before boarding. 
  
  

If you want to guarantee it comes back unfolded and unwrinkled

• Use a poster holder (cardboard tube or plastic holder)
• Ship it to yourself
• Take it to the airport and make it a checked or carry-on item

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Last updated 4/8/2024