Use this checklist to plan research poster sessions, whether as standalone events or as components of a larger conference or symposium. Poster sessions require careful space planning, advance coordination with presenters and specific equipment. Give yourself at least 3-4 months of lead time.
Phase 1: Before your event
Venue and equipment (3–4 months out)
- Reserve a venue with sufficient open floor space — a general rule is four to six feet of wall or board space per poster.
- Determine your poster display method: foam boards on easels, vertical poster boards or wall mounting — confirm what the venue allows.
- Order poster boards and easels through UF Facilities — submit a PAR before ordering and allow at least two weeks for equipment delivery.
- Confirm whether the venue provides tables for presenter handouts or laptops.
- Plan the poster arrangement and prepare a numbered placement map to distribute to presenters.
Abstract and presenter management (3–4 months out)
- Establish and communicate the abstract submission process and deadline.
- Confirm maximum poster dimensions and orientation — landscape or portrait — and communicate these to presenters early; reprinting a poster is costly.
- Assign poster numbers and communicate assignments to presenters with enough lead time.
- If the session is competitive, confirm your judging panel and scoring criteria in advance.
Budget and purchasing (3–4 months out)
- Download and complete the Budget Template — typical costs include equipment rental, printing, catering or refreshments and awards if applicable.
- Gather quotes from vendors.
- Submit a PAR for all expenses before placing orders.
- Confirm your chart field and spending authorization with your fiscal administrator.
- If awards are part of the session, confirm the procurement process for gift cards or trophies — some award types require specific purchasing procedures.
Communications and promotion (3–4 months out)
- Send the call for abstracts to intended participants — see AI Prompt Templates for announcement copy.
- Send acceptance confirmations to selected presenters with poster specifications and event logistics.
- Promote the event to the broader PHHP community as an audience event — poster sessions benefit from engaged visitors, not just presenters.
- Send a logistics reminder to presenters one week before the event with their poster number, setup time and any relevant details — see Communication Templates.
Judging preparation (4-6 weeks out, if applicable)
- Recruit and confirm judges from appropriate faculty or external experts.
- Distribute scoring rubrics and judging assignments to judges in advance.
- Confirm award presentation logistics and timing within the session.
Day-of preparation (1-2 weeks out)
- Assign staff or volunteer roles — see Day-Of Checklist and Role Assignments.
- Confirm equipment delivery from UF Facilities and inspect all boards and easels before setup.
- Prepare check-in materials and any printed handouts.
Phase 2: During your event
Setup and session management
- Arrive early enough to complete full room setup before presenters arrive for their setup window.
- Direct presenters to their assigned poster locations using the placement map.
- Open the session to visitors on schedule and manage the event flow.
- If judging is occurring, coordinate judges and ensure adequate time at each poster.
- Track any equipment issues and address them before they become visible to attendees.
Awards presentation (if applicable)
- Gather judges’ scores and tally results before the award presentation.
- Conduct the award presentation at the designated time in the session agenda.
- Announce winners and distribute awards.
Phase 3: After your event
Immediate follow-up
- Coordinate the removal and return of all poster boards and easels to UF Facilities.
- Notify award recipients of their recognition in writing if not done during the session.
- Submit receipts and expense documentation to your fiscal administrator.
Wrap-up
- Send post-event communications to presenters and attendees — see Communication Templates.
- Document presenter information and abstract archive for departmental records if applicable.
- Note equipment or venue feedback for future planning.
Last Reviewed: 7/14/26 | Submit a Revision