Information for Presenters

Poster Sessions

What is a poster session?
A poster session is an informal, stand-and-present format where you display your work on a freestanding board and discuss it one-on-one or in small groups with attendees who stop by. Think of it as a conversation rather than a lecture. There is no microphone and no formal talk. The goal is direct engagement with people who want to learn more about your work.

Poster sessions are the heart of SfNC and represent the majority of our presentations.

How long are the poster sessions?
Poster sessions will be between 1.5–2 hours long. Exact timing of each session will be shared once the program is finalized. Presenters are encouraged to remain at your poster or exhibit for the full session so attendees can find you, though you are welcome to step away briefly to explore the other presentations in your session.

Science Poster Requirements

Science posters should follow best practices for readability and accessibility. Posters will be presented on freestanding easels with foam core boards (30” tall × 40” wide). Posters will be clipped or pinned to the board.

What size should my poster be?
Boards are 30 × 40 inches. Portrait or landscape orientation both work. We recommend printing posters at 30” × 40” or no larger than 36” × 48” (standard format) so they can be successfully mounted.

Posters do not need to be rigid, but we recommend printing on at least 170 gsm paper quality.

There will not be on-site printing available, so please plan to print your poster in advance or arrange local printing.

Example of the poster stands that will be provided:

Artist Exhibition (“Conversational Exhibit”) Requirements

Artists presenting as conversational exhibits will present within the poster sessions. This can take the form of an exhibition-style presentation of your work, or a more explanatory format similar to a scientific poster.

ARTIST PRESENTER FORM Please fill out this form to confirm your attendance and indicate your choice of presentation format by May 1 if you were accepted to present your work as a conversational exhibit.  

Presentation options include:

  • Poster stand or easel (up to 36” × 48”)

  • Table (most are approximately 3’ × 3’, though we have a limited number of larger tables)

  • Freestanding work within a 5’ × 5’ footprint

We will provide access to outlets for laptops or other equipment that requires power.

What can I bring?

  • Printed or framed artwork

  • Physical works, objects, or relevant materials that can fit on one or two 3 x 3’ tables

  • A laptop, tablet, or external monitor for video or audio (please bring headphones for audio)

  • A printed or displayed explanatory panel

  • Easels, stands, or other presentation tools to mount or display your work beyond the poster stand or tables we can provide.

Please do not bring:

  • Materials that create mess or residue (e.g., paint, wet media)

  • Large installations beyond your assigned space

  • Audio that could disrupt neighboring presenters

  • Items requiring prior approval that have not been coordinated

Please plan to bring any materials needed to mount or present your work beyond what we provide. We will do our best to accommodate reasonable requests, but please plan ahead. We will not be able to accommodate last-minute requests on site.

Setup & Logistics

When can I set up and take down?
Setup and takedown windows will be communicated in presenter instructions closer to the conference. Please arrive within your assigned window. All materials must be removed at the end of your session, as storage space is limited.

Is power available?
If your presentation requires power, please indicate this in advance so we can plan accordingly. Extension cords will be available and secured for safety.

Selling Work

Can I sell my work at the conference?
This is handled on a case-by-case basis. Please contact us in advance if you are interested. Do not assume selling is permitted without prior approval.

Talks & Performances

Talk and blitz presenters who submitted scientific abstracts should have received confirmation of their session and an estimated duration for your presentation, and this information can also be found on your SfNC member portal. 

Slides should be prepared using Microsoft Powerpoint or exported as a .pdf (please do not use Keynote). Specific timing and instructions for your talk will be sent out in the coming weeks as the program is finalized. 

Anyone giving a performance or invited talk will be contacted by the SfNC Organizing Committee to provide specific instructions and plan your session with you.