How to Present in Virtual Poster Sessions: Virtual Poster Presentation Guidelines

When you're presenting at a trade show or conference, posters can help get your points across quickly and efficiently.

However, as more events are shifting to digital, so are posters. That said, learning how to develop a virtual poster and execute a poster session is a bit more challenging than it is for physical posters. Let’s dive into the world of virtual posters - how to make them, when to use them, and how to make them as effective as possible. 

 

What is a Virtual Poster?

As the name suggests, a virtual poster is just a digital version of a regular event poster. The objective is to convey details and information in a virtual environment, such as a video conferencing session or virtual trade show. However, while you have to print physical posters, you don't have the same limitations with an e-poster. 

 

Why Use Virtual Posters?

There are many reasons to incorporate posters into your virtual event, such as: 

    • Detailed graphs and reports
    • Images to accompany your presentation text or speech
    • Video content

You can get as creative with your posters as you want. You can also utilize them in a few ways, including: 

    • Screen Sharing - Show your information during a virtual poster presentation. 
    • Background - Most webcasting software allows you to set an image as a digital background. You can do the same with a virtual poster. 
    • Attachment - If you want guests to download and access the poster remotely, you can attach it to your chat session. 

 

How to Create a Kickass Virtual Poster

Needing a virtual poster is just the first step. Next, you need to know how to design your poster to present on your virtual event platform. Here are some factors to consider when developing your design: 

    • Presentation Type - Depending on your event, you may have to follow specific virtual poster presentation guidelines. For example, you may have to share your screen instead of using a virtual background. Knowing these details ensures that your final design will work. 
    • Information Focus - What is the purpose of the virtual poster? What information are you trying to convey? Start there and keep your details as focused as possible. If the poster has too much going on, it's hard for viewers to understand what they're seeing. 
    • Screen Size - Most attendees will be on a laptop or desktop computer, so they'll have a decent-sized screen. However, some individuals may use a mobile device to attend the session. Make sure to consider the screen size.
    • Color Scheme - Usually, colors can help convey your information more clearly. However, you need to ensure that the colors compliment each other and don't clash. For example, it can be hard to read black text on a red background, but it's easier to read white text on a red background. 
    • Text vs. Graphics - As a rule, you need to break up your text as much as possible so that it's scannable. Doing this ensures that viewers can read everything faster and more clearly. You should also use graphics or images to enhance your message. However, too many pictures on the screen can make it feel cluttered and confusing. 

 

Tips for Presenting Your Virtual Poster

Even though you might have the best virtual poster around, you also need to know how to present it during your event. If you want to make sure that your audience stays engaged, follow these tips: 

    • Practice Your Presentation On the Virtual Event Platform - It's one thing to rehearse your speech ahead of time, but chances are that you'll have to troubleshoot some technical issues. So, if you can practice on the platform itself, you can practice things like screen sharing, link sharing, and running audio and video. It's much better to iron these details out ahead of time instead of during the event. 
    • Get Feedback From Other People - No matter what virtual event software you're using, it'll likely look different from your perspective as a presenter than it does to the attendees. So, make sure that you enlist the help of some other people to see what your poster looks like on the platform. 
    • Use Links - One way to ensure that attendees get all the correct information is to link to other sources during your presentation.

 

How to Create a Recorded Presentation With Your Virtual Poster

Pre-recording your presentation enables you to use it over and over without having to be at every meeting. There are two primary ways to do this, and the exact tools and process will depend on the option you choose:

    • First, you can traditionally record yourself using a camera and editing software. This option allows you to choose multiple angles and incorporate various elements and backgrounds. 
    • The second option is to record yourself on the virtual event platform. If necessary, you can trim the video to be shorter and easier to digest. 

 

Extra Content to Include With Your Virtual Poster

The poster itself is just one component. If you want to make your virtual poster presentation more engaging, you should incorporate other elements, such as interactive content. Fortunately, it's easy to add to your poster when working within a virtual environment. Some potential content ideas include: 

    • Video Clips - These clips can help explain specific elements of your presentation, or they can add some flair. 
    • Interactive Elements - You can incorporate something simple like a Q&A session within your virtual poster. Then, you can ask the questions during your presentation. Some programs allow attendees to submit answers themselves. 
    • Downloadable Version - Not everyone will get all the information on the first pass. The best way to ensure that attendees can access the data afterward is to make your poster downloadable. We'll get into that in the next section. 

 

How to Make Your Poster Accessible and Downloadable

When creating your downloadable file, you should save it as something universal, such as an Adobe PDF, jpg, or mp4 file. Most computer systems can open and interact with these file types, so you shouldn't have to worry about compatibility issues. 

As far as sharing the file with your guests, you can either do so through your virtual event platform or share a downloadable link through the chatbox. In most cases, you want to do both, just in case some attendees have any technical issues with the platform. 

When talking about accessibility, you should add image tags to any photos included within your poster. These tags work with screen readers so that the visually impaired can still know what's on the poster. Also, you should include captions with any video content for the same reason.  

 

How to Incorporate a Virtual Poster Into a Virtual Environment

The simplest way to incorporate a virtual poster is by sharing your screen. Even if you pre-record your presentation, sharing your screen is the easiest option to show it off to your audience. 

 

Working With a Virtual & Hybrid Events Company

Virtual posters can make your in-person, virtual, or hybrid event more interactive and engaging. Let our proprietary software empower you to use as much media as necessary to connect with your guests. Contact us today to find out more and learn more about 6Connex, the leading provider of virtual events and virtual environments to enhance any use case.


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