You have decided to do a poster and have read through "Preparing an Effective Poster" and are now ready to put your poster altogether.  Here are some dos and don'ts to help make this experience as uncomplicated as possible. 

1) Printed poster size should not be larger than 36"H x 48"W.  Most large-format poster printers are set up for this size, and our poster display system is designed to accommodate 36"H x 48"W posters. Posters must be horizontally oriented (landscape).

2) If you are having your poster printed on a wide-format printer, your poster needs to be submitted for printing by Tuesday, March 30, at 9 a.m. 
Wide-format posters are printed by Office Services, Ground Floor, Lane Hall. Some posters, such as geology and some environmental studies posters, are printed by the geology department (see Dyk Eusden). All others should go Office Services.

3) Submitting a file for printing at Office Services: All files must be submitted in person, using a thumbdrive, USB key, portable hard drive with USB cable, CD-ROM, or DVD. Submit to Office Services, Lane Hall (open 8 am-4 pm Monday through Friday). Please name your poster file with your Bates network username and your contact phone number (include area code if not 207):

Example:   ejawor_7771234.pdf

If you are presenting two distinct posters, use the file name with an additional number:

Examples:     ejawor_7771234_1.pdf         ejawor_7771234_2.pdf

4) Acceptable file formats: Your poster must be submitted as a .pdf file or as a PowerPoint (Please do not convert PowerPoint files to .pdf).

5) Payment: There is a charge ($12) for printing each wide-format printed poster (36 x 48" on glossy stock). Payment for wide-format prints is due when you drop off your file. The payment options are:

a) Departmental payment form, with fund/org and signature from a professor or assistant in instruction. To print the Departmental Payment Form, go to http://www.bates.edu/Prebuilt/dept-poster-print-order.pdf.

b) Cash or check (payable to Bates College) payment at Office Services.

c) Poster Voucher, purchased through the Bates Bookstore with cash, check, or debit or credit card.  Make sure your department or program cannot pay for your poster before you buy a voucher as it is NONREFUNDABLE!  If you buy one and don't use it, you cannot return it to the bookstore. Give it away, sell it, auction it, but don't try to return it.

6) Poster delivery: Unless you make specific arrangements, Office Services will deliver your poster to Pettengill Hall the morning of the Summit. If you wish to see your poster in advance of the Summit day, you can ask Office Services staff to email you when the poster is ready. Posters generally are printed within three business days.

7) Traditional posters: A "traditional" poster (text and images glued to poster board) is a perfectly acceptable option.  You may use one or two sheets of poster board (available in the book store for about $.69) and attach your text sheets, maps, diagrams, photos, and other materials.  This type of poster MUST be assembled before the poster session, not in the Perry Atrium the day of the Summit!

8) Backboards for support will be provided for the printed posters and also for the poster boards.  These backboards are only for support, so don't plan to attach your poster materials directly to them.

9) Clips and tape will be provided for mounting purposes of completed posters to the backboards.

10) Remember to put your name on the front of your poster!  Putting your discipline and your advisor's name isn't a bad idea either…

11) Posters not delivered by Office Services should be delivered to the Reception Area in Pettengill on the morning of the Summit. If you are able to do this, then your poster will be set up for you in advance if you are in Session I. If you are in Session II, you will need to put your poster up at 4 PM the day of the Summit.

12) If you are unable to submit your completed poster ahead of time, then you need to come with your poster at least 15 minutes before your session starts to set up your poster.  

13) EACH POSTER IS ASSIGNED TO A SPECIFIC EASEL AND A SPECIFIC SESSION: Session I runs from 2:45 to 4:00; Session II runs from 4:30 to 5:45. Your poster sessions and easel numbers will be published on the Summit Web site the week of the Summit.

14) You MUST take your poster with you at the end of your poster session.  We cannot be responsible for orphaned posters!

If you have any questions about poster submission, please email mtdavidsummit@bates.edu.

Once your poster is set up at the poster session, you are now ready to share your research with many interested faculty and peers!

11/2009