Poster Mechanics

Poster Presenters: Read these instructions to ensure your poster
is ready and in the right place on the day of the summit!

  1. Poster size: Printed poster size should not be larger than 36″H x 48″W.  Posters must be horizontally oriented (landscape).
  2. Credits: Remember to put your name (and any co-authors) on the front of your poster! Putting your discipline and your advisor’s name isn’t a bad idea either…
  3. Printing deadline. If you are having your poster printed by Bates Office Services on a wide-format printer, your poster must be submitted for printing no later than Tuesday, 29 March at noon. You are urged to submit your poster before this deadline as there is usually a backlog of submissions to Office Services right at the last minute.
  4. To submit a poster file for printing at Office Services: All files must be submitted electronically via email. Submit to Office Services,, by Noon on Tuesday, 29 March.  The maximum file capacity is 20 megs.
  5. Naming convention. Office Services keeps track of over 120 poster files through a naming convention. You must use this convention. Please name your poster file with your Bates network username (underscore) your contact phone number (include area code if not 207): Example:   ejawor_7771234.pdf
  6. Acceptable file format: Your poster must be submitted as a .PDF or .PPT file or Office Services will not open the file. Beware that when you design a poster in InDesign, some fonts and formatting may not render in a PDF when viewed on a different computer. Once you have saved your poster file as a PDF, you should look at it on your own computer to make sure it looks OK.
  7. Payment:  The Dean of the Faculty’s Office and the Student Research Program cover the cost of printing ONE COPY of your large-format poster.When you drop off your poster file at Office Services, tell the staff that your poster is for the Mount David Summit and you will not be charged for printing one copy. (Students rarely print more than one copy.) The cost of any additional copies of the poster must be covered by you or your department or program.
  8. Traditional posters are welcome: A traditional non-computer-generated 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 Bookstore for about a dollar) 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! We recommend that you make a traditional poster if you are making your poster after the large-format printing deadline of 29 March at noon.
  9. 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 that are not delivered by Office Services should be delivered to the Reception Area in Pettengill by 10 AM on the morning of the Summit. 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 3 PM the day of the Summit. If you are in Session III, you will need to put your poster up at 4:30 PM the day of the Summit.
  10. Each Poster is Assigned to a Specific Wall and a Specific Time: Session I runs from 1:30 to 3:00; Session II runs from 3:15 to 4:30. Session III runs from 4:45 to 6:00 PM. Your poster sessions and wall numbers will be published on the Summit website.
  11. Installing Posters: Clips and pins will be provided to mount completed posters to the walls.
  12. Your role at the session. You are expected to remain at your poster and talk to visitors for the duration of your poster session (1 hour, 15 minutes).
  13. After the poster session: 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