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Poster Presenter Guidelines

Live Poster Presentation Hours

13-17 December

16:00 – 18:00 CST (UTC−6)

Hybrid session chairs can also schedule online poster summary sessions at the time of their choosing. The reservation tool is now available in the online program here.

Login to Online Poster Platform

eLightning and Poster Presenting Authors: log in to create your online poster by the extended deadline of 9 December, 11:59PM CT.

Log in

 

PDF preview imageFall Meeting Presenter Journey

Presenter checklist

Poster Session Meeting Guide

General Information

Meeting Platform: Registered attendees can log in to #AGU21 from the main #AGU21 page to access the mobile app/online planner to build your schedule, view pre-recorded content and interactive posters, and navigate the meeting. Most sessions will be live streamed. They will be available for on-demand viewing within 72 hours of the session’s end and until February 2022 for registered attendees.

  Important Notes:

  1. Declare whether you will be presenting in-person or online here if you have not already done so.
  2. Register for #AGU21. You will not have access or be admitted to the Zoom room for your session unless you are registered.
  3. Review the Health & Safety updatesincluding how to show proof of vaccination before attending #AGU21 in-person. AGU strongly encourages all in-person attendees to complete the SafeAccess verification process ahead of arriving to New Orleans. After you have registered for the meeting, expect a vaccine verification email from [email protected]. Please allow up to 2 business days for the email.
  4. AGU will require masks to be worn at the convention center, including the oral session rooms, poster hall, and exhibit hall floor unless actively eating, drinking or presenting. AGU will require masks regardless of New Orleans’ policy at the time of the meeting. 

    Quick Tips:

  • If you are in a Poster session:
    1. Create and publish your iPoster by the extended deadline of 9 December.
    2. Presenting authors must be registered to publish the poster to the online gallery. Updates can be made until 31 December.
    3. Hybrid in-person presenters will display their printed poster on their assigned board** and day of their scheduled session in the poster hall.
      **Your poster board number is the last four digits of your final paper number. There will be a Poster Help Desk onsite to answer any questions and supply push pins.
    4. Online presenters will be available for text or video chat through the iPoster system during the poster session.
    5. Online only session presenters prepare a short overview of your poster and share your screen to display your iPoster or PDF during the session. 
    6. All presenters can schedule additional text or video chat the day and time of their sessions and are recommended to schedule more times throughout the week.
    7. View the recording of the eLightning and Poster Presenter Training: Present Your Science: Powerful Posters in the User Portal
    8. View the recording of the eLightning and Online Poster iPoster platform Demonstration here.

  • Day of Access for hybrid oral, online-only oral, online-only eLightning and online-only poster discussion sessions (hybrid eLightning sessions will NOT use Zoom): 
    1. Only hybrid oral and online-only oral, online-only eLightning and online-only poster discussion sessions will take place in Zoom Webinar.
    2. The Zoom link for registered online presenters and session chairs will only be available at least 24 hours prior to the session through the #AGU21 upload site. Please DO NOT join the session from the attendee link in the online planner or mobile app. 
    3. Join 20 minutes prior to start of the session with their panelist link
    4. In-person and online Q&A will take place using the mobile app. The Zoom Q&A and Chat features will be disabled.
    5. In-person oral presenters will also be logged in to Zoom to participate in the Q&A and discussion.
    6. Online presenters will share their screens and their iPoster or PDF poster. 
    7. Review the Zoom tips to ensure you:
      1. Have your slide presentation ready to share and be familiar with how to share.
      2. Have tested you audio and video settings for Zoom prior to starting the meeting.
      3. Have the latest version of Zoom.    

Interactive Poster Presenter Format

Create and publish your iPoster by the extended deadline of 9 December. Presenting authors must be registered to publish the poster to the online gallery. Updates can be made until 31 December.

eLightning or Poster prsenters, if you have trouble accessing the iPoster Editor Site or have any technical questions, please contact our Support Desk here. When you communicate with Support, please use this Conference Code: AGUFM2021.

Both in-person and online presenters will utilize the aMuze! iPosterSessions platform, which has been used by AGU for the last four years and is a flexible HTML based poster format that allows authors to create interactive presentations that can include high-resolution images, videos and animations, voice-over narrations and scrolling content. At the most basic, you can simply paste in text and images from a PDF poster into one of several existing templates. Authors also have the option of recording a brief introduction or summary recording linked in the presentation. Although the deadline to upload an online poster presentation is extended to 9 December, please note that authors will have access to make any updates to their presentations until 31 December. 

View the online presentations from Fall Meeting 2019 Meeting. (Note: the Fall Meeting 2020 gallery is not public.)


Hybrid Sessions: 

Hybrid poster sessions are scheduled from 16:00-18:00 CST each day. In-person presenters will display their printed poster on the day of their scheduled session in the poster hall. Online presenters in hybrid poster sessions will be assigned a poster board within the poster hall on the day of their session. AGU will create signage that session chairs will place on the boards of online presenters in hybrid sessions to encourage in-person attendees to visit online posters. Online presenters will be available for text or video chat through the iPoster system during the poster session.

Online-only Sessions:

Online-only poster sessions are scheduled from 16:00-17:15 CST each day. Sessions will begin with quick presentations from each presenter providing an overview of their online poster, followed by group discussion with the online audience. Online presenters are also requested to make themselves available for one hour after the live online session for direct chat with attendees. Online-only sessions will make use of Zoom Webinar and will be recorded for on-demand viewing.

Earth from space with sunrise and stars

Presenters must register

All presenters must be registered for their virtual posters to appear in the online program. The abstract submission fee does not register you for the meeting. Separate registration fees apply. All presenters must register in order to attend AGU Fall Meeting.

Questions?

Please contact the AGU Scientific Program Team.

Contact

To prepare for your session, please review the information below.

In-person presenters are asked to create a traditional paper poster for display in the poster hall on the day of their session. 

Please review the following poster recommendations and requirements: 

  • Each presenter will be provided a poster board that is 6’ W x 4’ H. The maximum poster dimensions are 1.8 meters wide by 1.2 meters high (6′ W x 4′ H). Allow for a 1-inch border.
  • The presentation must cover the material as cited in the abstract. 
  • Place the title of your paper and your paper number prominently at the top of the poster board to allow viewers to identify your paper. 
  • Highlight the authors’ names and contact information in case the viewer is interested in more information. 
  • Prepare diagrams or charts legibly in a size sufficient to be read at a distance of 2 meters. 
  • Paragraph and figure captions should be at least in a 24-point font (0.9 cm height) and headers at least in a 36-point font (1.2 cm height). Be creative by using different font sizes, styles, and colors. 
  • When working with graphs or charts, use different colors and textures/symbols for each line or bar. A serif font (e.g., Times) is often easier for reading main text, and a non-serif font (e.g., Arial or Helvetica) is more legible for headers and figure labels. 
  • Organize the presentation so it is clear, orderly and self-explanatory. 
  • Use squares, rectangles, circles, etc., to group similar ideas. Avoid cluttering your poster with too much text. Label different elements as I, II, III; or 1, 2, 3; or A, B, C; making it easier for a viewer to follow your display. 
  • Include the background of your research followed by results and conclusions. A successful poster presentation depends on how well you convey information to an interested audience. 
  • Please do not laminate your poster to ensure that it can be recycled. 

In-person presenters also have the option to create a dynamic, interactive poster or simple PDF for display in the online poster gallery by 7 December

Crystal Clear Imaging is the official poster printer for the AGU Fall Meeting 2021. Orders will be held for pickup at the poster printing services booth outside Hall D of the convention center. READY TO ORDER?

Poster presenters received instructions on how to create their dynamic, interactive poster on 16 November. Notices were sent from the email address: [email protected] If you did not receive a notification email, please check your spam filter or please contact the Scientific Program Team.

Each online poster presenter will create a dynamic, interactive poster through a web-based platform, aMuze! iPosterSessions. In-person poster presenters are also encouraged to create a companion iPoster to their paper poster.

The iPosterSessions platform has been used by AGU for the last four years and is a flexible HTML based poster format that allows authors to create interactive presentations that can include:

  • high-resolution images
  • high-definition videos and animations
  • detailed charts and diagrams
  • slide shows
  • audio files
  • voice-over narrations
  • scrolling content
  • links to external data sets and other dynamic content

Please note, there is also an option for uploading a poster in a simple PDF format directly to the iPosterSessions platform; however, it is highly recommended that authors utilize the customizable templates within the iPosterSessions platform.

The deadline to “publish” your presentation is 7 December. Presenters must be registered for the meeting for the published poster to appear in the online poster gallery. The published online poster should be in near-final form, however, please note that authors will have access to make updates to their presentations until 31 December.

TECHNICAL SUPPORT

  • For an overview of editing the templates and a look at how your poster will be displayed at your forum, check out our Tutorials.
  • If you have questions about creating your presentation, you’ll find answers to most of them by visiting our Quick Guide and FAQ.
  • If you'd like a little inspiration, take a look at some Sample Posters.
  • You will find links to all of the above under the Support Button on the Main Tool Bar of your editing template.
  • If you have trouble accessing the iPoster Editor Site, please contact our Support Desk here. When you communicate with Support, please use this Conference Code: AGUFM2021

eLightning and Online Poster Presentation Demonstration
Wednesday, 17 November, 1:00 - 2:15 PM EST
The recording of this training is now available.

The iPosterSessions platform is a flexible HTML based poster format and has been used by AGU at Fall Meeting for the last hour years. Representatives from iPosterSessions will provide a live demonstration of this dynamic online platform. They will also be available to answer any questions you may have as you begin creating your interactive presentations. Listed below are some of the elements you can include in your presentations:

  • High-resolution images
  • Detailed charts and diagrams
  • Slide shows
  • High definition videos
  • Audio files
  • Voice-over narrations
  • Links to external data sets

 

eLightning and Poster Presenter Training: Present Your Science: Powerful Posters
Thursday, 18 November, 11:00 AM - 12:15 PM EST
 The recording of this training is now available in the User Portal.

AGU is excited to offer virtual event prep training for #AGU21 Fall Meeting presenters. This training will offer practical, research-based advice on presenting your work in understandable and persuasive ways, with tips for virtual delivery.

Join Melissa Marshall for this live training event in advance of the meeting. For more than a decade, Melissa has traveled the world to work with Fortune 100 corporations, global institutions, and the nation’s best research universities. Today, she’s the go-to expert that elite organizations consult when they need to boost their skills in communicating their world-changing research.

Participants will learn the following:
a. How to improve poster layout for clarity and engagement
b. Strategies and resources for creating more visual posters
c. How to deliver a 60 second summary of the poster

AGU Staff Office Hours
Join AGU staff for open office hours to ask us any questions you may have about the Fall Meeting. Please register in advance via the Latest News page.


To prepare for your in-person or online participation, please review the information below.

Please review the following recommendations and best practices:

  • Please discuss the material as reported in your submitted and approved abstract. 
  • Organize the presentation so it is clear, orderly and self-explanatory. 
  • If you are an online presenter, schedule a text or live chat time on the day of your scheduled session via the online poster platform. In-person presenters are also encouraged to schedule online chat times. Attendees will see your chat time availability in the online program.

Published online poster presentations will be viewable and searchable via an online gallery during and after the conference, extending the life of each presentation. Presenters can restrict access to their poster (i.e., make it private) or enable public access before and after the meeting.

In addition to scheduling a text chat time, presenters can also run their own, individual live iPoster presentation and discussion, using any of the common web-based meeting services like Zoom, Webex, Microsoft Teams and others. Please note that once scheduled, the text and video chat times will appear with your abstract in the online program but are conducted completely at your discretion and fully in the iPoster platform.

Online presenters in hybrid poster sessions will be assigned a poster board within the poster hall on the day of their session. AGU will create signage that session chairs will place on the boards of online presenters in hybrid sessions to encourage in-person attendees to visit online posters.

Hybrid poster sessions are scheduled from 16:00-18:00 CST daily. However, in-person presenters should set up their paper posters between 07:30 and 08:00 on the day of their presentation to be available to view for the entire day. Push pins can be picked up at the Poster Assistance Booth. Do not remove posters before 18:00 CST.

In-person presenters must be available for at least one hour during their assigned poster session in the poster hall. Signs indicating when you will be available can be picked up at the Poster Assistance Booth. After the session, please leave a note on your poster board as to where you can be reached in case someone wishes to discuss your research further.

To locate your assigned poster board, note that the final four digits of your final paper number will be your board number. Each poster board will be marked with an individual number. For example, paper “A11A-0001”, will have the board marked with “0001”. The boards are numbered sequentially (0001 – 4000) from the beginning to the end of the hall.

Posters MUST BE REMOVED by 18:30 CST on the day of your presentation as there are new posters each day on each board.

The poster hall closes at 18:30 CST every day, so you will be unable to enter the hall after this time. Posters remaining up after this time will be removed and recycled every evening.

ADDITIONAL EQUIPMENT REQUESTS

WiFi: Wireless Internet access is available in the Poster Hall. Your laptop must be equipped with a WiFi or wireless network card for PCs or an Airport card for Macs. Please contact Mandy Gregan if you need additional internet capabilities.

Request Additional Equipment for Poster Hall Only
A limited amount of equipment is available for rent during the meeting. Equipment orders must be placed directly with the vendors this year and must be placed by Wednesday, 8 December. AGU cannot guarantee that requested equipment will be available and equipment cannot be requested onsite.

Please contact Matt Hughes at [email protected] to request a laptop and/or LED monitor.

  • Laptop (PC)* – $125.00
  • 40’’ LED Monitor – $250.00
    • on table or floor stand

*Standard laptops include Pentium “M”, 1.8GB RAM, 15″ LCD, Windows XP Pro, Office 2003 Pro, WiFi, 10/100 Base T, Mouse and Cable Lock. Please note that AGU does NOT provide any software.

Electrical: Please contact Mandy Gregan if you have additional electrical needs.

Tables (Required with a laptop or LED monitor order or can be requested regardless of A/V needs): Contact Katie Camet at [email protected] or 855-886-4107.

  • 4’ draped table – $203.05 +11.45% tax.

 

To include both the online and in-person poster presenters, hybrid session chairs can schedule a separate online poster summary session at any time during the meeting, in addition to the in-person component of the session in the poster hall. If your session chairs schedule a poster summary session:

  • You must be registered for the meeting to access the online platform. Please register at least 24 hours in advance of your session to ensure you have no delays or difficulties logging in to the online meeting platform the day of your session.
  • Presenters will log in to the online platform 20 minutes prior to start of session.
  • Further instructions will be provided closer to the meeting start date.