Poster Presenter Instructions

This document contains guidelines for your participation in the 11th National Monitoring Conference. Please read these materials carefully and promptly supply all information requested. This will allow conference preparations to proceed smoothly.


Conference Registration

Early bird deadline: March 1, 2019

All Presenters must register and pay the appropriate registration fee. There is a special rate of $430 early bird (extended to March 1) or $485 regular (register by March 15) for all oral, poster, and extended session presenters. You may register online at


Final Abstract (Optional)

Due: February 28, 2019

All presenter abstracts will be included in the online pre-conference materials and post-conference proceedings. If you need to change your abstract or its title, you may do so. This is optional. If your abstract is ok as is, do nothing, and we will use your original abstract.

Revised abstracts may be emailed to no later than February 28, 2019 as an attached Microsoft Word file. Please include “Revised Abstract/Poster” in the subject line. Do not send your abstract as a .pdf file.


Conference Agenda

The conference agenda will soon be available on the conference website at We expect that presenters will participate in the entire conference and not solely on the day of their presentation.


Conference Proceedings

The conference proceedings will be posted on the Council’s website following the conference. If you would like your poster included in the online proceedings in addition to your abstract, please email a .pdf file to immediately following the conference.


Poster Presentation Guidelines

Posters will be set up on the Tower Building, ballroom and foyer areas, on the second floor of the Sheraton Denver Downtown Hotel. Posters will be numbered in the conference program. Hang your poster on the display board labeled with your poster’s number.

Posters will be available for viewing Tuesday through Thursday at 12 pm during the conference. Conference participants will visit posters at their leisure during refreshment breaks and meals. All poster presenters are asked to be available at their posters during the 1:00 – 2:00 pm Poster Viewing period on Wednesday, March 27. If you would like to be available to answer questions during other times, we suggest you post your planned presentation times on your display board. We will provide index cards for this purpose at the conference.

Display boards for posters will be set up by breakfast on Tuesday morning, March 26. You may hang your poster at any time after that. You must remove your poster by 12:00 pm on Thursday, March 28. The conference organizers are not responsible for damage to or loss of any posters left up after that time.


Technical Details

  1. Poster Size: The poster display board mounting area is 48 inches high by 60 inches wide (122 cm by 152 cm). The metal frame measures about 1” to 1.5“ on all sides, so the inside usable space measures 45 inches high by 58 inches wide (114 cm by 147 cm). Please size your poster fit this space.
  2. The display boards will have a neutral background. You may attach your poster to the board with pushpins (provided) or the hook side of Velcro®. Velcro® will not be provided on site.
  3. Poster presenters should plan on bringing manila envelopes in order to tack any informational handouts to the display boards. No commercial product information can be shown on or distributed in the poster area. Tables/chairs will not be provided unless required due to ADA accommodation.
  4. Standard Poster Units: Each section of text, graph, photograph, etc., that is placed on the display board is defined as a poster unit. The following are recommendations for the design of poster units:

Size – The minimum recommended unit size within a poster is 8.5 inches by 11 inches (22 cm by 28 cm). Larger sizes are preferred.

Type Size – Lettering height should be a minimum of 0.4 inches (1 cm).

Line Weight – Graphs and figures should be drawn with a minimum line width of .25 inches (0.6 cm).

Tables and Figures – Each should be given a brief title. Space below the table or figure may also contain brief text describing the pertinent conclusions and may guide the viewer to the next poster unit. Tables should have no more than four columns, with a maximum of six to eight listings per column. Figures should contain no more than three curves. Use of a different color for each curve is helpful, especially if the curves cross. Axes should be clearly labeled and not overburdened with excessively frequent numbers. Photographs should be large enough to be easily viewed.

Remember that your audience must be able to read your material from a distance of 6 feet (2 meters).


Tips for a Successful Poster

An interested individual not necessarily familiar with your field of expertise should be able to extract the essence of your work by viewing the poster when it is unattended. This goal may be achieved by using one or more of the following devices:

  1. Organize the poster in an orderly manner for a logical flow from top to bottom or left to right.
  2. Number sections in the order you want them viewed or use connecting lines or directional arrows to guide the reader as in a flow chart.
  3. Block and subtitle parts of the poster as you would a paper.
  4. Have your poster critiqued by a colleague who is not necessarily familiar with your project.