Poster Preparation l Poster Template l On-site Presentation l Poster PDF l Three-Minute Poster Preview l Uploading Your Materials l Remote Audience Engagement

This conference is in-person, only.  Presenters are expected to print their own posters. Presenters will have the option to upload their poster as supplemental material for the published paper.

Presenters MUST either present on-site in order to be published.   

Poster Preparation

Posters should be readable by viewers five feet away and should display the paper title and authors and affiliations. The message should be clear and understandable without oral explanation. The following guidelines have been prepared to help improve the effectiveness of poster communications.

Initial Sketch. Try various styles of data presentation to achieve clarity and simplicity.

Rough Layout. Enlarge your best initial sketch, keeping the dimensions in proportion to the final poster. The rough layout should be full size. Print the title and headlines. Indicate text by horizontal lines. Draw rough graphs and tables. This will give you a good idea of proportions and balance. If you are working with an artist, show the poster layout to your colleagues and ask for comments. This is still an experimental stage.

Balance. The figures and tables should cover slightly more than 50% of the poster area. If you have only a few illustrations, make them large. Do not omit the text, but keep it brief. The poster should be understandable without oral explanation.

Simplicity. Resist the temptation to overload the poster. More material may mean less communication. Prepare a 6-inch high headline strip that runs the full width of the poster. Include the title, authors and affiliations on the strip in letters not less than 1-inch high. Post a large typed copy of your abstract.

Poster Template

There is no official poster template for Optica Meetings. However, there are a number of companies that offer free templates to assist you in creating your Poster PDF.  All poster presenters will be supplied with a bulletin board that is 4-feet high x 8-foot wide (122 cm x 244 cm) and pins.

• https://www.postersession.com/poster-templates.php 
• https://www.posterpresentations.com/free-poster-templates.html 
• http://www.makesigns.com/SciPosters_Templates.aspx 

On-site Presentation

Please note that poster papers are not supplied with electricity or audiovisual equipment. All poster presenters will be supplied with a bulletin board that is 4-feet high x 8-foot wide (122 cm x 244 cm), a sign indicating your paper number, and push-pins or adhesive tape will be provided.

Any deviations from this poster size as well as exact set-up and tear down time will appear on the main For Speakers (navigate one level up) page for your specific meeting. These details are also communicated to poster presenters with their acceptance notification. 

 Poster PDF

All poster presenters are encouraged to upload a one-page poster PDF into the ScholarOne submission system as supplemental material for the published paper. This is the same file that would be prepared to print for presenting.

The poster PDF will be attached to the submitted paper when it is published within the Optica Publishing Group platform.

Upload the poster PDF file directly into the conference paper submission system by 30 May 2025. While instructions are provided by email, you may also access the system directly using the same link you used to submit your paper. 

Uploading Your Poster PDF

An email with directions on how to upload a poster PDF as supplemental material for the published paper will be sent a few weeks before the meeting. The poster PDF can be uploaded by logging into the ScholarOne system using the same link that you used to submit the paper. This link will be resent to you in an email from the meeting management.  Follow the instructions below to upload your poster PDF.  

1. Once the PDF is complete, use the submission system link to log in.  Use the username and password associated with your Optica account to sign in.  Your username is generally your email address.  If you have forgotten your password you may use the forgot password function.  *User ID and password are case-sensitive.  
2. Once you log in, you should have a Message Alert on your welcome screen.  Click on “Respond to Meeting invitation.” If you do not have this alert, you can access your invitations manually. On the top navigation bar, select Messages.  This should give you the option to see either emails sent to you or invitations.  Select Invitations.  If you do not see an alert box or any invitations in your Message tab, it's possible you have duplicate accounts in the system.  Please contact cstech@optica.org and ask them to check your account.  Someone should be able to merge them and get back to you shortly.
3. The invitation to upload your poster PDF will appear on the screen.  On the left-hand side of your screen under ACTION, select View or View & Respond. The box to upload the poster is further down the page. Upload your PDF by clicking on the “Browse” button located beside an upload box. 
4. Hit the SAVE button after you uploaded the PDF. Your screen will not close, but your answer will be recorded.  On the bottom right-hand side of the invitation, select Accept Invitation.  This will indicate in our system that you have completed the upload.  If you have already answered a previous invitation in the system, you will not see the Accept button.  This is fine and will not interfere with your upload.   
5.  If you need to update your poster PDF after the initial upload, simply log back in using the same steps and upload a new PDF.  If you need assistance, please contact cstech@optica.org and make sure to include your presentation ID. 
6. Depending on the size of your file, the upload may take some time, so be patient. If you need assistance in the process, or are not able to see the invitation or upload boxes, contact cstech@optica.org.