1. Confirm event requirements before printing
Before finalizing the design, ask the organizer about the permitted poster dimensions, orientation, display method, and setup time. Also ask the print shop about accepted file formats and print settings. These details can vary by event and print service; do not assume a specific file format, size, or setting here.
For example, the 2027 UW Undergraduate Symposium guidelines specify that the poster may be no larger than 48 × 48 inches and should be hung using the tacks provided at the event. This limit applies to that symposium; it cannot automatically be applied to another event. The same guidelines give the title, presenter and coauthors, institution, abstract, introduction, methods, findings, discussion, and conclusion as examples of sections in a typical poster layout; they do not present these as a required template for every poster.
Also determine the type of poster: a research poster, project presentation, and artwork may not need the same content order. If you are preparing a research poster, see the guide to preparing a research poster presentation; if you are considering designing it in PowerPoint, see the guide to creating an academic poster in PowerPoint. Check the options available in your own version before using the program’s menus and export options; this guide does not provide instructions for a specific PowerPoint version or export format.
2. Establish the main message and reading order
First, write in a single sentence what you want the poster to communicate. Each section should explain this message, show how it was investigated, or support its findings. Shorten or remove details that do not contribute to the central idea. The title should accurately describe the subject of the work; if the results are limited or preliminary, the title and visuals should not imply certainty.
Create a consistent reading order from left to right or from top to bottom. If viewers may have difficulty knowing where to start, add numbers, clear section headings, or brief directions. The University of Tennessee presentation tips discuss a three-part, left-center-right layout and suggest that viewers may look at the top and middle sections, followed by the left and right sides. This is not a fixed rule for every viewer or poster; choose a layout suited to your subject and available space.
3. Organize sections according to the poster type
For a research poster, the research question or objective, methods, findings, interpretation, and conclusion can provide a clear flow. If your work is not yet complete, do not write as if you have finished results; distinguish between completed work and planned stages. For a project poster, the process, use, or key features may be more useful. If the event requires specific headings, confirm them in its own guidelines.
Try to give each section one main idea. Shorten long paragraphs; use brief text blocks or bullet points where appropriate. Explain terms the first time they appear. Rather than shrinking all the text to make it fit, remove secondary details. If adding references or acknowledgments is appropriate for your work, include them; check the event guidelines for formatting or requirements.
4. Review text and visuals for printing
Do not evaluate the draft only by zooming in on a screen. Check whether the title, section headings, and chart labels are legible from a normal viewing distance. The University of Tennessee tips also emphasize readability from a distance, balanced layout, and choosing images that will not look pixelated in print. Rather than presenting a specific font size or resolution as a universal rule, ask about the print shop’s requirements and, if possible, evaluate a proof.
Make axis labels and explanations in charts easy to understand. If you use color, use it consistently for the same meaning; avoid showing an important distinction through color alone. Briefly explain what each visual shows. Replace visuals that are blurry, incorrectly cropped, or inconsistent with the text. Include the source of each visual and any necessary citations; confirm requirements concerning permission or citation format with the relevant event or source.
5. Example: measuring shade in a schoolyard
Hypothetical example: A student team is comparing the duration of shade at different points in a schoolyard. Suppose the design uses a main message stating that a longer period of shade was observed in the afternoon at one of the measured points. This is a fictional example to illustrate layout only; it is not an actual research finding.
The title and team information go at the top. The left section explains the research question and measurement method. A chart showing the measurement points and times clearly is placed in the center. The findings, limitation, and conclusion are summarized on the right. Sources and, if appropriate, brief acknowledgments can go at the bottom. Viewers move from the title to the chart, then to the methods and conclusion. If the chart does not support the main message, revise the message to match the data rather than adjusting the conclusion to fit the design.
6. Check the print proof
Before placing a print order, review the print shop’s file preview or any proof it provides. Check headings, small explanations, chart labels, margins, and whether any visuals have been cropped. Reading a printed proof from a normal viewing distance can help you spot issues that are not apparent on screen. A preview alone cannot guarantee the final print; carry out the final check using the options provided by the print shop.
If the text is not readable from a distance, first remove unnecessary content. If the poster feels crowded, adjust the spacing between sections or remove a secondary visual. If the reading order is unclear, make the section headings more prominent. If an image looks pixelated, use a more suitable source file. If there is a risk of content being cut off at the edge, ask the print shop about safe-area and bleed requirements; do not guess the measurements.
7. Final checklist
- I confirmed the event’s requirements for size, orientation, display, and setup.
- The title and main message accurately reflect the actual content of the work.
- The reading order is clear, and the sections are not filled with unnecessary text.
- Chart labels, visual explanations, and text are readable.
- I included the required image sources, citations, and acknowledgments.
- I checked the print preview for typos, blurriness, and content cut off at the edges.
- I confirmed the print shop’s file and settings requirements.
- I checked that the file to be submitted is the final version.
8. Frequently asked questions
What sections should a presentation poster include?
It depends on the poster type and event requirements. For a research poster, the objective, methods, findings, and conclusion can provide a suitable flow; for a project poster, the process, use, or key features may be more prominent. Check the event guidelines for any required headings.
Should the poster be landscape or portrait?
Choose the orientation according to the allocated space and the organizer’s guidelines. If no size or orientation is specified, ask the organizer and print shop before finalizing the design.
Which file format should I use for printing?
No specific file format is recommended here; the accepted format may depend on the program you use and the print shop. Confirm the current requirements with the print shop before sending the file.
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