Onsite Poster Guidelines and Logistics

Author Attend Times

During your specific Author Attend Time, you are required to stand by your poster and discuss your research with attendees.

  • Poster Session 1, Monday, June 5, 10 AM-11 AM
  • Poster Session 2, Tuesday, June 6, 10 AM-11 AM
  • Poster Session 3, Tuesday, June 6, 2 PM-3 PM
  • Student Poster Session, Wednesday, June 7, 9 AM-10 AM

Set-up & Tear-down

  • Posters will be located in The Hub, Hall 4B, separating registration from the Expo Hall. Since the posters are not in the Expo Hall, you will not need a pass to set-up your poster (but you will need your name badge, so stop at registration first). Once you get on-site, you can proceed immediately to the 4th level of the convention center to the Hub area to set up your poster.
  • Set-up hours for posters will be on Sunday, June 4 from 12:00 PM – 5:30 PM and on Monday, June 5, 8:30 AM -10:00 AM Pacific.
  • You will receive an email notification from AIHA prior to the conference indicating the number of your bulletin board in the poster area. Find your bulletin board and hang your poster. DO NOT hang your poster on any board other than the number you are assigned to. If you have any questions about where to hang your poster, please see in the Speaker Ready Room on-site.
  • Tear down hours will be Wednesday, June 7, 2017, 3:15-5:00 PM Pacific. Please note, that if you do not dismantle your poster by 5 PM on Wednesday, your poster will be discarded.
  • A shared poster presentation table will be available for distribution of supplemental materials, including any (optional) handouts that support poster research and presenter business cards.
  • Presenters are responsible for the development, shipment, and display of all poster-related materials. AIHA cannot hold nor is responsible for any poster materials on-site.

Special Considerations and Procedures for Students

  • All students should include the color logo of your college or university in the design.
  • Submit a digital version of your poster by May 17, 2017 for judging. Please upload the digital file of your poster here. If you do not submit a digital file by this date, you WILL NOT be considered for a committee award. Awards will be announced at the Mark of Excellence Breakfast on Wednesday, June 7 at 7:00 AM – immediately preceding the Author Attend Time in The Hub. Winners will also be featured in The Synergist. Committee members may also contact you for photos or special recognition during designated committee meeting times.
  • You will still need to bring a hard copy to the conference to display in the poster area.

Poster Specifications & Suggestions

Accepted poster presenters should prepare posters with the following guidelines in mind:

  • The hard copy posters will be displayed on 4’ x 8’ bulletin boards. The recommended dimensions are 3 ½’ high x 6’ wide.
  • AIHA will provide a  table underneath each board. The purpose of the table is for handouts or business cards, which are optional. AIHA is not able to print any materials for presenters, but there is a FedEx in the Convention Center where presenters can print materials if necessary.
  • There is a FedEx Office Print & Ship Center located in the Washington State Convention Center. For your convenience, you have the option of sending your digital file to the FedEx in advance of the conference. Please click here to begin the process. The cost of the 3.5’x6’ poster is $95.40 USD plus tax.​ Your poster will be available for pick-up once on-site.
    • FedEx Office Convention Center Hours:
      • Monday-Thursday: 7am-10pm
      • Friday: 7am-9pm
      • Saturday: 9am-6pm
      • Sunday: 9am-6pm
  • Permanent adhesives are prohibited; pushpins will be provided on site for mounting.
  • Heavy boards or backing should not be used, as they will not adhere to the display panels.
  • Include the names of the authors, your faculty sponsor’s name, and the name of your academic institution.
  • Your poster should include
    • The title of your accepted proposal
    • Your name, and any other authors or mentors
    • A description of research goals and methods
    • A presentation of results
    • A summary of major conclusions
    • Future directions for the research
    • A short bibliography or list of references
    • Acknowledgments (citing any help received, mentors, or sources of funding)


Design Considerations

  • Use large, uncomplicated fonts. The print should be legible from at least three to four feet away.
  • Convey your information with colorful images and figures
  • Balance your text and images
  • Think of reader “gravity”—how the viewer’s eye tends to move from top to bottom and from left to right—and incorporate that flow into your design.
  • Use headings, numbers, white space, or color frames to organize the information.
  • Include an abstract—a concise summary of your work, written in a way that makes the reader want to take the time to study your poster.
  • Engage the reader by including an image, model, or photo in your introduction.
  • Communicate the methods used with a flow chart, figures, or process diagram and a concise description.
  • Articulate the take away lessons in an understandable manner. While the poster serves as a visual aid while you talk, others may view it when you are not there.
  • Use the following template for your layout:


at 703-846-0753.