DOI 10.1378/chest.08-1078 2008;134;457-459 Chest

 Cindy W. Hamilton  

Successful Poster PresentationsAt a Glance: A Stepwise Approach to

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At a Glance*A Stepwise Approach to Successful PosterPresentations

Cindy W. Hamilton, PharmD, ELS

(CHEST 2008; 134:457–459)

Key words: audiovisual aids; information dissemination; medicalwriting; planning techniques; posters

Words and pictures can work together to communicatemore powerfully than either alone.

William Albert Allard

P oster presentations have evolved since their 1974debut1 and are no longer consolation prizes for

abstracts not accepted for oral presentation.2 To maxi-mize the likelihood of success, consider the uniquefeatures of this visual aid. From the presenter’sperspective, posters facilitate interaction in settingsconducive to meaningful discussion. The presentercontrols the content and can provide handouts foraccurate recall. From the organizer’s perspective,posters make efficient use of time and space. Attend-ees can peruse many offerings, quickly grasp essen-tials, and access experts for questions not appropriatein large venues.3 This article provides a stepwiseapproach to capitalizing on these advantages, fromabstract preparation to poster presentation.

Plan Ahead

Begin by researching meetings and calls for ab-stracts. Choose a main message suitable for theorganization and limit the scope of that message.Invest the time required to prepare a good abstract.Make the abstract so relevant that it will be chosenby meeting reviewers. Make the title so alluring and

concise that busy attendees will search for yourposter. Download submission guidelines from theorganization’s Web site. For example, CHEST ab-stract submission guidelines are comprehensive andinclude valuable information such as formatting in-structions, sample structured abstract, and dead-lines.4 Carefully follow submission guidelines, espe-cially word limits because automated software maytruncate your submission.

After the abstract has been accepted, begin planningthe poster immediately. Review guidelines becausethey differ among meetings. CHEST guidelines pro-vide practical design tips and specify dimensions.5 Ifguidelines are not available, ask for the dimensionsand display method (eg, bulletin board or table top).3Regardless of whether meeting-specific guidelinesare available, review posters presented at previousmeetings.

Organize Resources

Identify local resources, including coauthors, su-pervisors, medical writers and editors, printers, andothers who can contribute to the success of yourposter. Determine the budget and whether you willhave the luxury of working with experts such as agraphic designer. If not, posters consisting of standard-sized pieces of paper can be very effective5 and shouldfollow the same process as professionally designedposters. Review institutional guidelines and define thestepwise process. Prepare a time-and-events schedule,allowing at least a week for each of the following: (1)drafting content, (2) reviewing draft content, (3) revis-ing content, (4) designing the poster, (5) reviewing andrevising content in layout, (6) obtaining final approval,(7) printing, and (8) Murphy’s law.

Drafting content usually requires many revisionsto incorporate reviewers’ suggestions. To facilitatechanges, choose user-friendly word-processing orslide-making software. After finalizing content, con-vert to graphics, illustration, or page layout software.

*From Hamilton House, Virginia Beach, VA.Dr. Hamilton is a freelance medical writer, has helped clinicalresearch investigators prepare posters sponsored by C. R. Bardand Pfizer, and did not receive funding to prepare this article.Manuscript received April 28, 2008; accepted April 30, 2008.Reproduction of this article is prohibited without written permissionfrom the American College of Chest Physicians (www.chestjournal.org/misc/reprints.shtml).Correspondence to: Cindy W. Hamilton, PharmD, ELS; e-mail:cindy@hamiltonhouseva.comDOI: 10.1378/chest.08-1078

CHEST Postgraduate Education CornerMEDICAL WRITING TIP OF THE MONTH

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These programs have the advantage of renderingoutput that can be enlarged without distortion; how-ever, they are more complicated and may requireassistance from a graphic designer.

Select Content To Support Main Message

One of the most common mistakes is communicatingtoo much. A poster is not a manuscript,6 so selectcontent judiciously. Begin with the essential ele-ments that correspond to those of the abstract andinclude the following: (1) header with title, author(s),institution(s), corresponding author’s contact infor-mation, and poster number; (2) Introduction orObjectives; (3) Methods; (4) Results; (5) Conclu-sions; (6) Acknowledgments, including role of sponsor;and (7) meeting name, location, and date. The mostimportant element of a well-designed poster is theResults.2

Minimize text because busy attendees do not havetime to read.7 Omit all details that are not essential tothe main message. Consider omitting the Abstract,Discussion, and References. The Abstract is redun-dant.6,7 Crowded conditions and poster size impedematching superscripted numbers with references. Ifreferences are critical, place them in the handout orinsert abbreviated references at the end of therelevant section.

Tempt the Eye

According to the 10–10 rule,8 attendees spendonly 10 s scanning posters as they stroll by from adistance of 10 feet. Use fascinating visual elements toentice attendees to your poster.3,9 Unlike journalswith rigid standards, posters can accommodate al-most any type of visual.2 Use graphs, photographs,drawings, illustrations, radiographs, paintings, andeven cartoons to add interest. Use Tables sparinglyand keep them simple.3 Choose meaningful titlesto interpret findings and obviate the need for text.6Write explanations directly on visuals.7 Simplifygraphs; omit grid lines and other unnecessary ele-ments. Orient text horizontally, including labels forvertical axes.

Design the poster after finalizing content (Fig 1).Create a simple paper mock-up or use an electronictemplate. Insert fixed components first, such asheaders and text. Save visuals for last and size themto fit available space. Use organizational cues such asnumbered headers to guide the eye. Use visualgrammar,7 beginning with very large font for headersreadable from 5 m and gradually shrinking to smallerfont for text readable from 2 m. Limit the number oftypefaces. For text, use serif fonts such as TimesRoman so the “hats” on letters help the eye move tosubsequent letters. To distinguish headers, use sansserif fonts such as Universal.3,7

Figure 1. Sample poster design.

458 Postgraduate Education Corner

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Sprinkle white space throughout the poster.6 Re-sist the urge to fill voids with clutter that mightdiscourage attendees from approaching your posteror obscure the main message.2

Edit Ruthlessly

Limit text elements to � 50 words.7 Use phrases,not sentences, especially in the Methods. Use activevoice and plain language; avoid jargon and acronyms.Use consistent wording, especially between text andvisuals. Simplify language, reduce sentence complex-ity, and eliminate extraneous details.7 Ensure thatthe main message is obvious and the content isself-explanatory. Invite colleagues to review the lay-out format and explain the main message.6

Review, Review, and Review Again

Ask the printer for advice, such as how to selectpaper with a finish that will minimize glare in a brightroom. Review a quarter-size proof before printing thefull-size poster. Review for crispness; appropriatecoloration; completeness of text, especially at thebottom of columns; logical line breaks; and absenceof pixelation and artifacts, especially if slide-makingsoftware is used. If possible, wait a few days and thenproof everything, including previously edited copy.Read the entire poster aloud and then read itbackward—the reverse word order highlights errorsthat are easy to miss when read normally. Invitesomeone unfamiliar with the poster to review it.

Savor Your Success

Plan to enjoy the poster presentation. Practicebrief tours of your poster.3,7 Send the poster by areliable courier to your hotel room or carry it on the

plane. On the presentation day, arrive early andbring supplies such as pushpins.5 When attendeesarrive, be interactive and engaging. Remember thatone attendee will attract others, so make eye contactwith every visitor. Initiate relevant conversation bysoliciting feedback that will be helpful for manu-script preparation or further research. On the otherhand, do not badger attendees—allow them to readthe poster and ask questions.9 Help people remem-ber you by providing business cards, handouts withadditional details, and a pad for their written com-ments.3,7 If you are successful, you will run out ofhandouts and attendees will request handouts bye-mail.

ACKNOWLEDGMENT: I thank Anne K. Derbes for editingthis article and Jen Lindley for designing the figure.

References1 Maugh TH II. Poster sessions: a new look at scientific

meetings. Science 1974; 184:13612 Day RA, Gastel B. How to prepare a poster. In: How to write

and publish a scientific paper. Westport, CT: GreenwoodPress, 2006; 173–177

3 Peterson SM, Eastwood S. Posters and poster sessions. In:Bloom M, ed. Council of Biology Editors guidelines. Reston,VA: Council of Biology Editors, 1999; 1–15

4 American College of Chest Physicians. Abstract submissions.Available at: http://www.chestnet.org/CHEST/abstracts.php.Accessed March 20, 2008

5 American College of Chest Physicians. Suggestions for pre-paring posters. Available at: http://www.chestnet.org/CHEST/acr/posterTips.php. Accessed April 8, 2008

6 Mitrany D. Creating effective poster presentations: the edi-tor’s role. Science Editor 2005; 28:114–116

7 Hess G, Tosney K, Liegel L. Creating effective poster presen-tations. Available at: http://www.ncsu.edu/project/posters. Ac-cessed March 18, 2008

8 Boullata JI, Mancuso CE. A “how-to” guide in preparingabstracts and poster presentations. Nutr Clin Pract 2007;22:641–646

9 Erren TC, Bourne PE. Ten simple rules for a good posterpresentation. PLoS Comput Biol 2007; 3:e102

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DOI 10.1378/chest.08-1078 2008;134;457-459 Chest

Cindy W. Hamilton At a Glance: A Stepwise Approach to Successful Poster Presentations

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