ePosters for Medical and Scientific Conferences: A Step-by-Step Guide for Melbourne Organisers

ePosters replace printed poster boards with digital screens. Delegates can browse, search and zoom into every poster, and presenters can show figures, video and multi-page content.

A successful ePoster setup comes down to four decisions, made well before the conference:

• the poster format
• a clear submission template and deadline
• the right number and placement of screens
• a plan for live poster sessions

This guide walks Melbourne conference organisers through each step, from call for abstracts to the post-event library.

Why medical and scientific conferences are moving to ePosters

• No printing or shipping. Presenters don't fly in with poster tubes, and organisers don't hang hundreds of boards.
• Every poster is findable. Delegates can search by author, topic or abstract number instead of walking rows of boards.
• Richer content. Multi-page posters, high-resolution images, video and animations are all possible.
• Smaller footprint. A handful of screens can host hundreds of posters, which frees up exhibition and catering space.
• Longer life. Posters can stay available to delegates after the event in an online library, if the platform supports it.

Step 1: Choose your ePoster format 

Many congresses use a mix: all posters in a browsable library, plus scheduled presented sessions for selected abstracts.

Step 2: Set the template and specifications

Send presenters a clear template with the call for abstracts, not after acceptance. Include:

• Orientation and aspect ratio that match the screens. Portrait screens suit traditional poster layouts; landscape suits slide-style content.
• Accepted file types (commonly PDF or PowerPoint) and a maximum file size.
• Minimum font sizes so text is readable on screen.
• Rules on video and animation: whether they're allowed, with or without audio.
• Branding: conference logo, abstract number placement and any sponsor rules.

Step 3: Run submissions and approvals

1. Open an upload portal with a firm deadline, ideally 2–3 weeks before the conference.
2. Check every file for format, readability and template compliance.
3. Send corrections back to presenters quickly, with a final cut-off.
4. Apply any embargo or access rules for unpublished research, so restricted posters are only visible as agreed.

Late and non-compliant files are the most common cause of ePoster problems, so build in buffer time.

Step 4: Plan screen numbers and placement

Plan screens around how delegates will use them, not just the number of posters:

• Browsing stations: enough screens that delegates rarely queue at peak times, such as morning tea, lunch and dedicated poster sessions.
• Presentation stations: one per concurrent presented session, each with a microphone and seating or standing room for a small audience.
• Placement: near catering and the exhibition, where delegates naturally gather, with clear wayfinding signage.
• Accessibility: consider screen height and reach for wheelchair users, and keep space around screens clear.
• Power and data: confirm power outlets and a reliable network connection at each location with the venue.

If your conference includes an industry exhibition, combine ePosters with stand screens through exhibition AV hire, so one technical team covers the whole floor.

Step 5: Run the live poster sessions

• Publish a session schedule on screens and in the conference app.
• Give each presentation station a microphone and small speaker, so presenters don't shout over the crowd.
• Have a technician on the floor during sessions to load files, fix issues and reset screens.
• If sessions are judged, give judges a scoring method that works at the station.
• If parts of the conference are streamed, selected ePoster presentations can be captured too; see our hybrid event AV options.

Step 6: Use the screens for wayfinding and sponsors

Outside poster sessions, the same screens can show program updates, room changes, wayfinding and sponsor messages on a rotating loop. That gives sponsors a measurable digital placement and reduces printed signage. For the plenary room, an LED video wall can carry the same branding and session information at scale.

Step 7: After the conference

• Make the poster library available to registered delegates for an agreed period, if the platform supports it.
• Ask your provider for usage data (such as poster views or searches) where the platform records it. It's useful for sponsors and for planning next year.
• Collect feedback from presenters and delegates on readability, screen numbers and queues.

 ePoster planning timeline

Delivering ePosters with Mars Productions

Mars Productions supplies ePoster screens, kiosks, digital signage and on-site technicians for conferences across Melbourne, including the Melbourne Convention and Exhibition Centre (MCEC). We work alongside your conference organiser, and can deliver the rest of the program through our corporate and conference event production team. For the bigger picture, see our conference AV checklist and our guide to choosing an event production company for your conference.

See our ePoster and digital signage hire options, then plan your ePoster sessions with us.