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Virtual Posters

What is a "Virtual Poster" or "e-Poster"?

Virtual posters are created for online poster sessions which use computer projection rather than printed posters as the primary display medium. "e-Posters" are projected on screens for the actual session.The goal of the virtual poster is essentially the same as the printed version: provide text and visual content in an informative, attractive, and succinct format. Also like the printed version, the virtual poster can stand on its own via online presentation (e.g., web-based PDF). Also like printed posters, the virtual versions have limitations based on the available support resources. Virtual posters are being supported for presentation inside our virtual platform powered by PheedLoop. 


For this virtual event, you will have the opportunity to submit your poster to be presented in a virtual Poster Hall just like in an in-person event. The process to submit your presentation is slightly different, however, so please follow the detailed instructions in this guide. 

Note: The virtual platform uses the word ‘exhibitor’ as presenter; and ‘booth’ as poster. 

About the Portal

Your poster will be housed in the virtual platform, Pheedloop, in the Poster Hall. This is where people can come to read your abstract, look at the poster pdf, watch your video, and Chat with you anytime during the meeting hours. 

The Exhibitor/e-Poster Portal is a private area where you manage your profile, poster design, assigned tasks, and file uploads.  This is where you control what attendees will see. 

Presenter Requirement Checklist   *Note: Items in RED are REQUIRED.




1.    Abstract - (previously submitted)



2.    Register for the meeting

April 5


3.    Complete Profile: Upload a Photo of yourself
4.    Video Presentation (optional); 3 minutes max.
5.  PDF of single poster slide

April 15

Presenter Task Details

1.  Abstract

Your poster abstract submission has been uploaded into the system for you and an invitation link was sent on April 5 to the email address associated with your submission. 

2.  Register

Presenters who do not register to attend the meeting will have their poster purged from the system after the upload deadline has passed.

Login to the Exhibitor/e-Poster Portal

All presenters have been sent a personal invite link to login to the Exhibitor/e-Poster Portal to upload their presentation to the virtual platform.  Note: This login and password are for uploading posters only. To attend the virtual meeting, you must register separately to receive an attendee login and password 1 week before the event begins.

Please follow the steps below to login in and build your poster presentation (which is called a ‘booth’ in the virtual platform) in the Exhibitor/e-Poster Portal.  Watch this video on how to build virtual ‘booth’. Parts of this video will be specific to exhibitors, but there is very useful info on building your poster presentation too.

Once in the portal, you will see a welcome message along with a navigation menu on the left.  See the next page for details on each section.

3.  Edit Profile

Your title is preceded by your poster number – attendees can search by title or number in the system.  This cannot be edited.  The presenting authors’ name has been included in the “tagline” area (limit 100 characters).  Please be sure that the name of your presenting author matches the profile photo and email address (same person). Proof all elements for accuracy. If you find typos you may edit.

  • Proof: Organization Name = Poster Number & Title
  • Proof: Tagline = First/Presenting Author and affiliation
  • Proof: Organization Description = Full Abstract body including authors and acknowledgements
  • Enter: Keywords
  • Contact Info
  • Website – link to abstract submission (already included)
  • Social Media- Optional
  • Click SAVE PROFILE – Important!!
4.  Edit Design / Video Presentation

All poster presenters must upload a PDF version of their slide.

  • Logo - Not used for Posters, but can include your university logo if you wish
  • Thumbnail – Upload a photo of you (Required)
  • Banner – not used for posters
  • Promotional Video (3-5 min. max.) - This is your poster video (Optional)
  • Click SAVE DESIGN – Important!!

If you choose to record a VIDEO presentation, you must upload it under “Promotional Video”.  Promo videos will play automatically within the system when attendees click on your e-Poster. *Do NOT upload it in the file section, or attendees will have to download the file to view it.  You may also choose to link to a longer, more in-depth file by adding a YouTube link in the area provided.

Note: Join Live and Request Info in the Virtual Booth Preview are for Exhibitors only and do not apply to posters

5.  File Uploads / PDF Poster Slide
  • Add New File- This is where you upload your poster PDF file.
    • PDF Filename Protocol Example(s):  PDF_Poster_LastNameFirst.pdf
    • Must be ONE slide only, and horizontal (landscape) view.
  • Click ADD FILE- Important!!

Note: Ignore any element not described above (Floor Plan, Managers & Tickets, Lead Retrieval)

Video Recording Tools

There are many options available online for video recording, however we are including a few options below for our attendees which are free and user-friendly:

Create a Video using PowerPoint

Create your poster slides in PowerPoint including timings and audio (see video tutorial on the right) and then save your file.  Export it as a VIDEO and it will save your animations, audio, timings and embedded videos as an MP4 file.  Then upload your video file to the Showcase Portal.

Zoom - Basic Recording

To make a recording, simply login to your account. Click "Host a Meeting" with Video On.  Then click Share Screen to share your PowerPoint slide.  You will see a side-by-side view of your poster and a window showing you as the speaker.  When you are ready to present, click the record button.  When you are finished, click Stop Recording. Save your file to the cloud or your local computer.  Then login to your Showcase Exhibitor Portal, click Upload Video and select the recording file. It's that easy!

ZOOM - PPT as Virtual Background

If you are already an experienced, confident Zoom user, you may want to try one of their newly added features - PowerPoint as a Virtual Background.  Simply click on Host a Meeting with Video On, then click Share Screen.  At the top of the page, click on the tab that says "Advanced".  Select the tile that says PowerPoint as a Virtual Background, then select your PPT poster file on your computer.

Your fist poster slide will appear behind you on the screen (green screen works best but is not required). You will also see your head appear in front of the slide on the same screen. This allows viewers to see your poster at full size rather than side-by-side view.  You can click on your head and a blue box will appear, allowing you to enlarge/shink or move your face as needed so it does not cover important information.

See the video tutorial on the right.


Feeling a bit fancy?  Check out this additional tool for recording your screen with the Screencast-O-Matic recording app for Windows or Mac. More control and functionality than Zoom and easy to use.  Affordable upgrade options also include video editing, file storage and other features.


Screen Recorder (2:09)

Welcome To Screencast-O-Matic

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