july06b.indd


Brenda Hazard 

Poster
session
alphabet
soup


A
recipe
for
success



Poster sessions are frequently on the menu at professional conferences and 
meetings. They offer an opportunity to share 
an idea, a solution, an experiment (success­
ful or failed), or a discovery. Poster sessions 
tell a short visual story and include an oft­
repeated, brief presentation (5–10 minutes), 
accompanying materials, and informal Q&A 
during a designated hour. Poster sessions 
are an effective way to take an active role in 
professional meetings and to connect with 
colleagues with similar interests. 

Poster session proposals for the ACRL 
13th National Conference in Baltimore are 
due October 20, 2006. Proposals are peer­
reviewed; roughly half to two­thirds of the 
submissions are accepted for presentation. If 
a national conference exceeds your appetite, 
local, regional, and statewide professional 
meetings are a great way to get started—and 
competition is less intense. Other opportuni­
ties for poster sessions include campus events 
(parent fairs, orientations for new faculty or 
students, campus service open houses) where 
library services can be showcased. User group 
meetings often include poster sessions and 
are good venues for highly specifi c topics. 
Scientific meetings are frequently overlooked 
but offer another opportunity especially in 
collaboration with a colleague from a spe­
cific academic discipline. Informational and 
instructional technology conferences are ad­
ditional venues where the library perspective 
is a natural accompaniment. 

Like many dishes, poster sessions can be 
prepared in a variety of formats: based on 
the scientific method (hypothesis, method­
ology, results, discussion); as step­by­step 

procedures or practice; as literature reviews; 
or as purely graphic displays (photographs, 
screen shots, Web page details). The fl ex­
ibility of the poster session invites creativity. 
Accompanying computer demonstrations can 
spice up or embellish the poster. Attendees 
frequently enjoy the practical aspect and the 
solutions offered in the poster session format. 
Handouts disappear quickly as attendees take 
a quick taste of the concept offered and digest 
the details later. 

Below are tips from A to Z that combine 
to create a successful poster session experi­
ence. 

Adhere to submission guidelines including 
deadline, word count, title, abstract, and other 
required elements. 

Bring business cards, single­ and double­
sided tape, tacks, pens, markers, and other 
supplies. 

Consider adding some props that add 
three­dimensionality: clear acrylic literature 
holders to display your handout, balloons, 
candy dish or basket, or a giveaway related 
to your poster content. 

Dress professionally even if poster ses­
sions have an informal flavor. It is a profes­
sional presentation. You may be making a fi rst 
impression on a future employer. Someone 
may be scouting you out as a potential em­
ployee based on your innovative ideas. 

Encourage active participation by asking 
questions of your audience. Include your 
plans to engage the audience in your pro­

Brenda Hazard is head of circulation and media services 
at the University at Albany-State University of New York, 
e-mail: bhazard@uamail.albany.edu 

July/August 2006  423 C&RL News 

mailto:bhazard@uamail.albany.edu


Take an active role in the profession 
through poster sessions. Reimbursement 
and funding opportunities may increase 
if your name is in the program. Reduced 
or waived conference registration is 
sometimes available for poster session 
attendees. 

posal. Give attendees an opportunity to write 
quick comments or to leave a business card. 

Float a fresh idea or emerging research 
topic to determine if it is interesting to oth­
ers. Poster sessions can be the start of more 
thorough, published research. 

Give yourself plenty of time to create 
your poster. You will need to create graph­
ics, experiment with text format, print other 
visuals, and lay out all the elements. Don’t 
affix anything to the board until you have 
everything arranged. 

Hand out your business card and encour­
age feedback and questions. If you receive 
follow­up contact, be certain to respond. 

Invest in a portfolio case costing less than 
$20. It is a carry­on travel item and protects 
your display from wind and weather while 
in transit. 

Jazz up your poster with a snappy title. 
Tie it in with the conference theme. 

Keep it simple. The poster is just a taste! 
Don’t overcrowd your display. 

Leave details in handouts or use your 
handout to provide the URL to a Web site 
with more thorough results, discussion, il­
lustrations, or examples. 

Make it clear to reviewers through your 
well­prepared proposal (checked for spelling 
and grammar) that your poster will be pro­
fessional and add to the value of the entire 
conference for participants. 

Negotiate a safe place for personal belong­
ings. Secure storage is often unavailable. Have a 
plan to store your wallet, briefcase, luggage, or 
other belongings during your poster session. 

Offer the main points of your session in 
a five­minute description, and plan to repeat 
it often. Attendees often plan to visit many 

concurrent sessions, so avoid monopolizing 
their time. 

Pick some trusted colleagues and ask for 
honest feedback about your poster layout. 

Quell your fears of public speaking by 
trying a poster presentation. The audience is 
generally small and the duration short, but 
you will get practice thinking and talking on 
your feet. 

Read the guidelines regarding size and 
space that will be allotted to you, but be 
prepared if the actual setup is different. 

Smile and greet conference passersby. 
Invite them to stop and hear more about your 
idea or project. Ask them a question fi rst to 
encourage active listening. Be approachable 
and inviting. 

Take an active role in the profession 
through poster sessions. Reimbursement and 
funding opportunities may increase if your 
name is in the program. Reduced or waived 
conference registration is sometimes available 
for poster session attendees. 

Use an active voice in your proposal lan­
guage. Emphasize engagement. Defi ne learn­
ing outcomes: learn, discover, identify, share, 
and describe are good action words. 

Visit other poster sessions or conference 
Web sites for ideas on topics, layout, and 
execution. 

Wear comfortable shoes. You may be on 
your feet for two hours to set up, deliver, and 
remove your poster session. 

Xerox your handouts before leaving 
home. Copy services at conferences can be 
very expensive. It’s worth the extra pound in 
your luggage. Extra copies can often be left 
on tables at the conference. 

Yield returns on your effort by convert­
ing your poster session into a professional 
publication. 

Zero in on calls for participation from 
conference organizers. Collaborate with a 
colleague outside your usual area of spe­
cialty; poster proposals offering different 
perspectives are often welcome. Think ob­
jectively about your work—there is probably 
something you are doing that is suitable for 
a poster session! 

C&RL News July/August 2006  424