Poster Presentation Guidelines

Poster Presentation Guidelines

Thank you for participating as a poster presenter at CampusEnergy2024. Here, you will find the necessary resources to ensure a seamless poster presentation experience.

Congratulations - You're Presenting a Poster at CampusEnergy2024

Thank you for agreeing to present a poster at CampusEnergy2024. 

This Poster Presenter Resource Page is designed to give you a “one-stop shopping” guide for everything you need to know or consider before you set up and show up to talk to attendees about your poster at the Hilton San Francisco Union Square.

Please bookmark this webpage as any pertinent updates will be made here. IDEA staff will also send you quick email updates alerting you of any major updates to this page. 

What Makes Presenting a Poster So Unique?
A poster presentation grants you the opportunity to display your presentation content in its entirety on a poster board, while having a more personalized, one-on-one discussion with attendees about your content during designated times throughout the event.

A poster presentation follows the same basic flow of a podium presentation, presenting the problem you faced, highlighting a solution through case study or examples, and lessons learned/takeaways.

Please note that you are responsible for printing and transporting your poster materials to the event. IDEA will only provide the poster boards and pushpins to post your presentation to the board.

Should you have any questions between now and your presentation date, or have changes to session title or presenters, please contact Jason Beal or Emily Riskalla at

Onsite: Poster Set-Up and Logistics

All posters will be displayed in the Yosemite Foyer near IDEA Registration. A poster board will be provided for you onsite, corresponding the poster number assigned to you and listed in the conference program.

Poster board dimensions are 48” (h) x 94” (w). They are two-sided boards, one side of the board is used for your presentation, the other side will be used for another poster presenter.

IDEA will number the poster boards as they are listed in the final IDEA Educational Program. Please choose the poster board that corresponds to the number given to your poster.

Mount your display on the display board surface as you see fit. The photo below is an example of the poster board area and a poster board. You can design your poster board as you like as long as it stays within the provided dimensions. IDEA will provide as many push-pins as you require.

Important Upcoming Deadlines

Video Presentation Submission Deadline - Wednesday, January 31, 2024

Previous Deadlines: 

Submit Signed Speaker Contract - Friday, September 29, 2023

Registration & Payment Deadline - Friday, November 17, 2023

Poster Presentation PDF Submission Deadline - Wednesday, January 10, 2024


Conference Logo

Onsite: Poster Set-Up and Logistics

All posters will be displayed in the Yosemite Foyer near IDEA Registration. You will likely see traffic between conference sessions and during the evening receptions, as well as when people arrive at the registration area.

Posters are are up and available to view by attendees for the duration of the conference. This gives attendees the opportunity to view your content on their schedule, even if you are not with your poster at the time.

In addition, the following times have been advertised in the program as 'poster presentation times, most occurring at the same time as exhibit hall hours. During these times, presenters should be available, standing at their posters to meet attendees/answer questions. We highly encourage you to be available during these times.

IDEA will include numerous announcements throughout the week encouraging visits to the poster presentation area.

Poster Set-up is 12:00pm-4:00pm on Tuesday, February 20 in the Yosemite Foyer. While these dedicated presentation times are shown below, but you can be at your poster presentation whenever you feel like. However, it is recommended to have your contact information included with your poster so attendees can reach out to you if they have questions.


Poster Presentation Times:

Tuesday, February 20, 2024

  • 4:00-5:00pm (prior to exhibit hall opening. Presenters are welcome to stay with posters during the exhibit hall, but not required)

Wednesday, February 21, 2024

  • 10:00 am – 10:40 am
  • 1:45 pm – 2:25 pm
  • 3:30 pm – 4:10 pm
  • 5:15 pm – 6:45 pm

Thursday, February 22, 2024

  • 10:00 am – 10:40 am
  • 1:45 pm – 2:25 pm
  • 4:00-4:15 pm

Poster Tear Down is Thursday, February 22, 4:15-6:00pm

Recording Your Presentation

Video Presentation Submission Deadline - Wednesday, January 31, 2024

 As we have done for the past two in-person campus conferences (and the past three in-person Annual Conferences), we are asking that poster presenters pre-record a video of their presentation (in mp4 format) as well. The video is due by Wednesday, January 31, 2024.

Do not record your video until IDEA has approved the PDF of your poster content.
Once your poster presentation materials and/or slides are uploaded, they will be reviewed and (barring any issues with content) approved by IDEA ASAP.

Why do I need to submit a video recording?

Recording your presentation increases your visibility with registered conference attendees. By providing a video recording of your session, attendees who missed your poster - or missed meeting with you - can go back post conference and see what they missed for at least a year after your presentation.

Due to the potential hazards associated with livestreaming, video recording is the most reliable and effective way to get your content to our online audience.

How Do I Record A Video? 

Your video does not have to be a Spielberg production. We have found that scheduling a Zoom meeting between presenters (or recording a meeting with yourself if you are a single presenter), while sharing your slides is the easiest way to do this (Microsoft Teams can be used as well). Hundreds of speakers have successfully produced session recordings over the past two years, often finding it a helpful ‘dry run’ for their poster presentation.

If you need help with how to set up your prerecord, please visit our helpful Session Prerecord Instructions page. 


Uploading Your Video Presentation

When your video presentation is complete, please send to IDEA via the IDEA WeTransfer link. If you have any issue submitting via WeTransfer (some businesses block its use), you can upload to our Box account as well.

When uploading your presentation, please name the files with your session ID and last names of speakers (for example; Poster 13-Beal).

If you are having any issues uploading via WeTransfer or Box, you can submit via the Speaker Resources Center. Please contact Jason Beal at with any issues.

If you have to use the Speaker Resources Center, please use following the instructions below.

  • Clink on the speaker resources link, then Log In in the top right corner.
  • You will be prompted to enter your name and email address.
  • You will receive a verification code via email to complete the login process  
  • Once you log in, click on “My tasks” in the upper right corner. There, you will see the outstanding tasks awaiting you. This includes uploading a video of your presentation. 
  • Click on the task assignment to upload the files.