• Technical Conference: 

    09 – 14 May 2021

  • Exhibition: 

    10 – 14 May 2021

Virtual Conference: Poster Guidelines

Poster PDF l Three-Minute Poster Preview l Pre-recording with Zoom l Dynamic e-Posters


Accessing the Poster Session and Using the Chat Feature

All posters are displayed on the conference website in a gallery view with search features by keyword, topic category, and presentation. Each poster has a dedicated page that includes all the materials submitted – technical paper, 3-minute poster preview and poster PDF. You can see your poster page (with both files) by searching directly for it within the gallery.  You do not need a zoom link to access your poster page.

Using the Embedding Chat Feature to Discuss your Poster

Once on the page, you will notice the embedded chat window on the right next to your video file. To maximize your experience, I would encourage you to go to your poster page now, and “Join Chat”. This feature will alert you by email any time an attendee has added anything to the chat so you can respond promptly. You may also want to add a welcome message to encourage attendees to engage with you on this feature.

We have heard that some poster presenters miss the face-to-face discussions. If you are interested in inviting attendees to join you for a live talk and verbal discussion, you are free to set up your own virtual meeting (through Zoom, Webex, Teams, etc.) and provide a link to this in your chat window with details on time/date (be mindful of international audience and identify the time zone). If you have a lot of chat discussion, your message may be too far up in the discussion to be viewed by new chat participants, so you should plan to send a reminder shortly beforehand.

We have developed a new interactive Poster Session experience designed to increase presenter and attendee discussion at CLEO 2021.   All posters will be displayed in gallery view with  search features by keyword, topic category, presentation times, and a flag displaying any poster presenters available for real-time communication. Each poster will have a dedicated page that will include a 3-minute video poster preview and/or poster PDF, as well as an embedded chat window displaying the chat dialog with which to engage directly with an audience.


Providing Your Poster

Presenters will have the following opportunities to present your research and communicate with attendees:  

  • provide a one-page Poster PDF that can be published as supplemental material to the abstract and two-page summary.
  • submit a three-minute recorded presentation.
  • participate in real-time and asynchronous discussion with attendees our internal platform.

Presenters may choose one or multiple methods of presentation (example, provide a Poster PDF and be available for real-time discussion, or provide a 3-minute video and a poster PDF).  Presenters are highly encouraged to fulfille all three options to best facilitate a robust and dynamic virtual Poster Session.  Presenters MUST provide either a 3-minute video OR a Poster PDF or both in order to be published.

Poster PDF Requirements

Note: your Poster PDF should be one page only.

All poster presenters should provide a one-page Poster PDF. CCR is the audio visual company that will be facilitating your session.

  • Please remit your poster file(s) to CCR at least one week prior to the conference. (You should receive an upload link from cstech@osa.org.) If you do not receivd the upload link one week prior to the confernce, please contact cstech@osa.org and confirm  the email address these instructions should be sent to.  
  • Name your poster file using your presentation number followed by “-1” (e.g., JW2A.19-1).

While we don’t have a specific template, there are a number of companies that offer free templates to assist you in creating your Poster PDF. The A0 poster size formatted vertically is the most popular based on the usual, physical dimensions for the CLEO Conference.


Online Resources

All registrants will be able to access both your paper, your video, and your Poster PDF from your presentation listing on the mobile app or CLE website schedule. In addition, OSA will upload your Poster PDF to OSA Publishing's Digital Library as supplemental material to the actual paper.

Optional Recorded Three-Minute Video

Poster presenters will be given the option to provide an optional three-minute video describing their poster.  We highly encourage submitting a three-minute video, a Poster PDF, and participating in real-time conversation.

The three-minute video must include a PowerPoint as accompaniment, which is limited to no more than four slides. Each slide must have your final abstract ID (e.g., JTu2B.5) and your last name. No live presentations will be given, but we encourage real-time engagement through our poster session platform where you will be able to directly coorespond with attendees.

Pre-recording Your Presentation in Zoom (Deadline to Remit: 30 April)

The 2021 CLEO Conference will be presented using the Zoom web conferencing platform. If you have never used Zoom, instructions on creating an account and basic features can be found here. In order to record your presentation, you must first download and install the Zoom client. For directions on recording your presentation, view the Virtual Presentation Guidelines page.

Recordings must be uploaded by 30 April.

For directions on recording your presentation, view the Virtual Presentation Guidelines page.