Instructions for selected poster, virtual poster and short oral presenters
Virtual posters (VP, LBVP) Printed posters (P, LBP)
Download poster template (P, LBP, VP, LBVP)
If you are presenting in person, you must bring a printed poster.
Printed poster specifications:
- file size: maximum 20 MB. If your file exceeds this, use a compression tool before uploading
- orientation: portrait
- size: maximum A1 format - height (841 mm (23.4”) × width 594 mm (33.1”)
- important notes:
- posters exceeding these dimensions may not fit the display boards
- QR codes may be included for additional information. There are no content restrictions
- include your email address and photo to facilitate networking (either embedded or attached separately)
- conflict of interest disclosures must be displayed
- your posterboard reference number (e.g., 123P) must be in the top left corner
- the same file used for poster printing can also be uploaded to the virtual Congress platform as a pdf
Uploading your poster
All poster presenters should also upload a virtual poster/e-poster so their poster is available to our virtual audience.
We will send you an email with a personalised link to your presentation portal and upload instructions.
Please follow the virtual poster presenter instructions when you prepare your e-poster. You can upload the same file you send to the poster printer as your e-poster upload file as long as it meets these specifications:
- file format: PDF (not password-protected)
- file naming: your Name Surname. Presentation Number.pdf (e.g., John Smith.123P.pdf)
- display settings: save to open at “fit page” size (Acrobat: Preferences → Page Display → Page Layout → Zoom → Fit Page)
-
content restrictions:
- not permitted: multimedia content (video/animation), hyperlinks, animated images
- permitted: QR codes (no content restrictions)
- font: use Arial, Calibri, Verdana, Times New Roman, or Helvetica
- font size: 11 points or larger
- images and tables: minimum resolution of 300 dpi for clear visibility
-
technical considerations:
- copy-paste images and tables instead of embedding files
- avoid overlapping objects or layers—only the final visible version will be displayed
- there are no restrictions on file dimensions; delegates can zoom in on the virtual Congress platform
Poster printing
There are several local printers in Vienna. The WMS does not have a preferred supplier for WMS 2025.
Virtual poster presenters need to prepare a pdf poster and an MP4 recording.
Virtual poster specifications:
- file size: maximum 20 MB. If your file exceeds this, use a compression tool before uploading
- file format: PDF (not password-protected)
- file naming: your Name Surname. Presentation number.pdf (e.g., John Smith.123P.pdf)
- presentation number: displayed in the top left corner (e.g., 123VP)
- conflict of interest disclosures: required on the virtual poster
- orientation: portrait
- font and size: Arial, Calibri, Verdana, Times New Roman, or Helvetica; 11 points or larger
- multimedia content: not allowed (no videos, animations, or hyperlinks)
- QR codes: allowed, with no restrictions on linked content
- images and tables: minimum resolution of 300 dpi
- zoom functionality: there are no file size restrictions, as virtual delegates can zoom in.
Video recording to accompany your poster (MP4 format)
Virtual poster presenters are encouraged to submit a three to five minute video to accompany your e-poster.
Why submit a video?
- helps explain your research in more detail
- enhances engagement for virtual delegates
- provides an alternative format for accessibility
Recording guidelines:
- Conflict of interest: must be declared at the start of your video either on the slide or verbally
-
Recommended format:
- use slides of your presentation or a PDF of your poster
- appear in a small window on the screen while presenting
Video specifications:
- duration: three to five minutes
- file type: MP4 (to be uploaded to the WMS private YouTube channel as an unlisted video)
- resolution: 1280 × 720 pixels (16:9 aspect ratio)
- file size: maximum 20mb. If your file exceeds this, use a compression tool before uploading
-
audio considerations:
- we can only accept MP4 files - audio-only files are supported if they are recorded using the correct resolution provided above; and
- ensure that converted MP4 files work properly before submission.
Video creation tools:
You can use various tools to create your video:
- Descript – Free software for recording, editing, and adding captions
-
Video conferencing tools – record yourself presenting slides using:
Technical support
If you have any issues with formatting or uploading, please contact Michael Lockett, Platform Manager at [email protected].
