Poster Presentation Guidelines

Presentation Slide Template

Poster Guidelines

Conference Program

Location: All posters will be displayed in the Hyatt Exhibit Hall in the sold-out exhibit hall. 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.

Dedicated Poster Hours: The following times have been advertised in the program as 'poster presentation times, primarily 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. 

Poster Presentation Times:

Monday, June 2, 2025

• 5:15-6:45pm

Tuesday, June 3, 2025

• 10:15 am – 10:55 am
• 2:00 pm – 2:40 pm
• 3:45 pm – 4:15 pm
• 5:35 pm – 6:45 pm 

Wednesday, February 5, 2025

• 7:00 am - 7:50 am
• 10:00 am – 10:40 am
• 1:25 pm – 2:05 pm

Poster Tear Down is Wednesday, February 5, 2:10-6:00pm

IDEA must receive your poster presentation materials as a PDF by Wednesday, March 19, 2025, so that we can review and approve your content.

You have some latitude with how you present your poster, as long as it fits on the board. Many poster presentations are created as a slide show presentation (PPT) - similar to what you would do if you were delivering a podium presentation - printing the slides to be pinned to the poster board. Some have their creative team produce one poster that covers the entire display, some use a mix of both.

Simply put, you are allowed to be as creative as you would like in designing your poster; we simply ask that however you choose to display your poster presentation, that the content presented follows the rules shown below.

 Content Requirements:

• Case studies and project data must be included. Please present technologies, equipment, tools, etc. within the context/application of a case study/project.
• NO COMMERCIAL CONTENT ALLOWED (e.g. equipment/product cut sheets, product catalogs, company profiles, “About Us” slides, marketing slides)
• No speaker photos. Speaker photos and bios will be made available on the IDEA2025 website and event app.
• No comparisons to other vendors’ and/or competitors’ products.
• Include onsite contact information - so attendees can connect with you when you are not at your poster

OK, Why a Prerecorded Video?

The prerecorded video is made available to all registered attendees post-event in the IDEA Learning Center, giving attendees who missed your live presentation an opportunity to view it (there are 5 sessions running concurrently). This will greatly increase your visibility with attendees.

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

Recording your video is not a Spielbergian production - simply record a Zoom or Teams call with screen share, video and audio and that will suffice. If you're presenting solo, Microsoft PPT has a record feature that can be used as well.

This is a fantastic way to increase your visibility among the entire IDEA2025 audience, not just those in attendance at your session. it's also an excellent opportunity to practice your session before you get in front of a live audience. 

Hundreds of speakers have successfully produced session recordings over the past five years for IDEA conferences, often finding it a helpful ‘dry run’ for their presentation.

Deadline to Submit, Friday, May 16, 2025

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

How Do I Record A Video? 

IDEA has put together a helpful How to Record Your Presentation Using Zoom cheat sheet for your review. If you have questions on how to record your video, please contact Jason Beal at jason.idea@districtenergy.org.