2025 Poster Presenter Information

The placement notification email sent to each corresponding/presenting author on April 8, 2025, states the session to which your poster is assigned, the date and in which poster group (Group 1 or Group 2) that session is placed.

You will receive your assigned poster board number via email from the Symposium office; board numbers will also be listed in the online program and the mobile app.

As a poster presenter, you must:

1. Register for the Conference within 30 days of your acceptance notification. All technical program participants are required to register and pay the technical program registration fee. Presenter registration rates are not discounted the listed rates, based on registration date and employer category, are the same for everyone. Registration fees are the main source of revenue for the Conference and since most attendees will participate in the technical program, we are unable to discount fees. 
2. Prepare the printed poster and bring it with you to the Symposium. The Symposium will not print your poster. You must bring your pre-printed poster with you. If unable to hand-carry your poster, we recommend shipping it to your attention at the hotel you are staying at. Please see the guidance below for poster size and design recommendations.
3. Attend the in-person Conference and present your poster in the designated Group.
4. Submit your PDF poster file for inclusion in the Symposium proceedings, if desired. The due date, naming instructions, and submission link will be communicated to presenters via email.
   

A poster board with an identification number and pushpins will be provided.

If you wish to provide hand-outs with your poster, please request an adhesive envelope from the Registration Desk to stick on your poster, tables under the poster boards are not provided.

The poster board is also velcro-receptive. Glue-backed tabs, adhesives and staples are prohibited.

If you wish to use any additional equipment, please contact the Symposium Office ([email protected]) by June 6, 2025, to discuss your needs and receive an estimated rental cost.

Poster presenters should be at their designated poster boards during their Group's assigned presentation times.

Light reception fare will be served and a cash bar available in conjunction with each Group's presentations and will give attendees the opportunity to browse posters and talk with presenters.

Your poster must fit within a display area of 44 inches high by 91 inches wide (1.1 m x 2.3 m) and must include your display group (e.g., Poster Group 1 or 2) in the upper right-hand corner. 

Your poster should include a title/authors’ section and photos, graphics, and text that will convey the essential background and results data. The title/author section should appear in large type and correspond to the most recent version of the abstract you have submitted.

The most effective displays present data in colorful, graphic format. Use photos, drawings, graphs, simple tables and bulleted lists as much as possible, minimizing the need for large blocks of text; present necessary text in large type.

Please DO NOT: 1) include your abstract number—it will be superseded by the poster number printed in the Final Program, 2) post copies of pages of text taken from a manuscript or report.

Please hang and remove your poster only within your Group's designated times. 

For all attendee's safety, please do not leave the provided pushpins stuck in the poster boards or scattered on the floor after hanging or removing your poster.

Please be courteous and return them to the designated bins after use.

If you require a visa to travel to the U.S., please begin the visa application process immediately. The placement email you received with your presentation details should serve to document your scheduled appearance at the Conference. If you require an invitation letter from the Symposium Office, please email the request to  [email protected].

NOTE: For non-U.S. registrants, it is recommended that you wait until after your visa application has been approved to register. Refunds will not be granted after the “no refund” date in the event your visa application is denied. 

If you would like your poster included in the Proceedings you may submit a one-page PDF of it by June 30, 2025. Upload instructions will be sent to poster presenters in early June 2025.

The file name must be constructed as follows: Session Code_Abstract #_Poster_ Presenter Last Name

For example, the file submitted for abstract number 999, scheduled in Session A1 and presented by someone whose last name is Jones, would have the following file name: A1_999_Poster_Jones.pdf.  

 Battelle is not requesting exclusive rights to the information in your poster, only permission to include it in the proceedings/reprints and in online formats. This agreement does not restrict the author from submitting the information to another publisher.

By uploading the poster PDF, you agree to the following: As the Lead Author, I hereby warrant that (1) I am responsible for the content and have full authority to make this Agreement for the poster PDF; (2) if the poster PDF contains previously published material, that publication is properly credited and, if it was a copyrighted publication (i.e., not in the public domain), the necessary permission was obtained by the author(s) from the copyright holder before the document was submitted to Battelle; (3) publication of the document(s) will not infringe on any statutory or common law, copyright, or any other personal or proprietary right of any third party; and (4) Battelle and the editors are indemnified against any breach of this warranty. I hereby grant to Battelle a nonexclusive, perpetual license to use, reproduce, and distribute the poster PDF in the collection described above. I consent to Battelle’s use of my name in the distribution of the poster PDF. Any third-party requests to Battelle to incorporate material in the Contribution into other works will be referred to the authors. If the Lead Author is not the owner of the entire interest in the Contribution, then the submission of the file confirms that any necessary permissions of other authors and/or organizational entities (e.g., employers, clients) have been obtained.