Conference ePoster Setups:

ePosterBoards LLC is a Boston based event technology rental service company that provides a digital alternative for poster presentations at biomedical, scientific and other technical conferences around the U.S. Specifically, meeting attendees will be able to prepare their presentations on their own software (e.g. PowerPoint, Prezi or the Keynote app ) and transport their digital posters to the meeting using hand-held devices (e.g. flash drives, iPhones, iPads, laptop computers, etc.) Our ePosterBoards rental service will provide large format, 47-inch flat panel monitors and related equipment (along with technical support) to allow the presenters to display their presentations with minimal effort (i.e. essentially plug-and-play). Our service also includes assistance with formatting e-posters before the conference, as well as providing the labor to set-up and breakdown the equipment. 

ePosterBoards provides the technical equipment, as a rental service, that allows presenters to make their posters more interactive and dynamic. Researchers can now embed video clips, graphics, animations and 3D models into their poster presentations. Poster presenters also have the option to split their poster into multiple pages on Power Point, Keynote or Prezi. Since ePosterBoards is a green technology, it both eliminates the need and expense of printing out paper posters. 

The three main eposter setups that we offer are the “plug and play”, e-poster kiosk and digital signage packages. All of these packages allow for multiple presentations to be showcased on each ePosterBoard. Each ePosterBoard package will include the eposter technology rental, setup, on-site technical support, eposter assistance for the presenters and the breakdown of the equipment.

 

Technical Support:

On-site technical support is provided to all clients who book with ePosterBoards LLC. We provide technical support both during the conference as well as beforehand. The level of technical support that is provided is based upon which ePosterBoard package is selected. 

Prior to the event we offer the following technical support services:

1) Presenters are given eposter templates to download as well as eposter formatting instructions.
2) Sorting, review and optimization of the eposters.
3) Building eposter kiosks, including formatting and embedding navigation buttons.
4) Consultation with the event organizers regarding planning and optimal utilization of the ePosterBoards.
5) Technical support as needed to help the poster authors in regards to formatting, display parameters and embedding
video/animation content.


On-site at the event we provide the following technical support services:

  1. The on-site ePosterBoards technician will load and setup all of the eposter presentations on the ePosterBoards. 
  2. The technician will also assist the presenters with on-site modifications or updates of their presentations. They will provide technical assistance for any software glitches in regard to the eposter kiosks and/or presentations. 
  3. The on-site technician will assist the event organizers with managing the eposter sessions.
  4. Consultation with the event organizers regarding planning and optimal utilization of the ePosterBoards.

  5. Technical support as needed to help the poster authors in regards to formatting, display parameters and embedding video/animation content.


On-site at the event we provide the following technical support services:

  1. The on-site ePosterBoards technician will load and setup all of the eposter presentations on the ePosterBoards. 
  2. The technician will also assist the presenters with on-site modifications or updates of their presentations. They will provide technical assistance for any software glitches in regard to the eposter kiosks and/or presentations. 
  3. The on-site technician will assist the event organizers with managing the eposter sessions.

 

ePoster Session & Content Management:

As a full service event technology rental company, ePosterBoards offers our clients on-site eposter session and content management. In order to determine the best ePosterBoard package, the business manager will work with the event organizers to determine how the eposter sessions will be managed. For all events in the Boston/Cambridge areas, the ePosterBoards technicians will setup an appointment with the organizer to go see the event space ahead of time. During the setup meeting the technicians will map out the ePosterBoard floor plan, on-site logistics. This meeting will also help us to understand where all of the electrical power outlets and circuits are located. For events that are outside of Massachusetts, we will request that the organizers send us the conference room floor plans as well as verifying all power requirements with the facilities manager. 

Once all of the on-site logistics have been sorted out, we will then figure out how the eposter sessions will be organized. From there we can go ahead and work with the organizers to group the presenters into the applicable eposter sessions and assign them an ePosterBoard number. These tasks are very important for us to complete in order for the eposter sessions to run smoothly and seamlessly. 

The content management process will either occur before or during the event, depending on which eposter package has been selected. For the “plug and play” events, all of the presenters will be able to bring their eposters electronically to the event on their own device. Once on-site, the ePosterBoards technicians will assist all of the presenters with uploading their presentations. If time allows, the ePosterBoard technicians will be able to help the presenters with making any last minute updates to their eposter presentations on-site. Throughout the eposter sessions, the ePosterBoard technicians will be able to assist the presenters with trouble-shooting any technical issues with their presentations. For events with multiple eposter sessions, the ePosterBoard technicians will make sure that all of the presentations are switched over at the correct times for each session. 

For “eposter kiosk” events, all of the eposter content will be formatted prior to the event. The ePosterBoards staff will work with the event organizers to custom design a kiosk menu and to create a presenter kiosk assignment list. All of the presenters will send the ePosterBoards staff their eposter presentations by using the eposter upload page on the company website. Once the presenters have uploaded their content, the technicians will then be able to start sorting and compiling the presentations. All of the ePoster kiosks will have a menu page, which will list the abstract number, poster title, author names and presentation times. The technicians will also go through each presentation to check for formatting compatibility. Once all of  the eposter presentations have been sent in, the technicians will be able to start building the kiosks. The ePosterBoards staff will embed navigation buttons into all of the eposters in the kiosk, which will allow the presenters to easily navigate through the presentations. The technicians will also provide eposter kiosk direction signs, which attach to the display monitors and give instructions on how to use the kiosk. The ePosterBoards staff will be on-site for the duration of the eposter sessions to manage the boards as well as to provide assistance to the attendees with the functionality of the boards. 

 

Benefits:

Presenters:

  • Brings Poster presentations into the 21st Century.
  • A Green Technology with the elimination of paper posters.
  • Less expensive than printed-paper posters.
  • The ability to transport digital posters in your pocket.
  • Technical assistance is available to enhance the overall quality of the poster board presentation.
  • Researchers are able to incorporate animations, video-clips or multi-page presentations.  These options are not available through traditional paper poster board presentations.
  • There are a financial savings from traditional preparation and printing cost.  
  • “State-of-the-art” HD video displays are used as the canvas for the presenters’ work or research. 
  • ePosterBoards service provides all of the connectivity needed for users to be able to display their presentations electronically.
  • Digital format using presentation software allows users to be more interactive with their presentation audience and to provide more dynamic, visually interesting presentations.
  • The presenters can update their presentations up until the time that they present. 
  • No transportation costs or hassles with the electronic posters. 
     

Organizers: 

  • Renting the ePosterBoards will create a new excitement and interest in the poster sessions at the event
  • All of the eposter logistics will be handled by the ePosterBoards team members during the planning phases as well as on-site. 
  • Multiple presentations can be loaded onto each ePosterBoard, in order to conserve time, money and space constraints. 
  • On-site knowledgeable IT assistance:  an ePosterBoards technician or engineer will be at every meeting to set-up equipment and to provide connectivity assistance for the digital poster presenters.
  • The researcher is not required to be in attendance at the conference in order to have the research presented.
  • A value-cost alternative for meeting sponsors and a low-cost alternative for meeting attendees.
  • The ePosterBoards have a flexible setup which can include single-side, double-sided and portrait unit layouts. 
  • The “footprint” of the ePosterBoard stands are 3.5ft x 3.5ft, so they utilize a lot less space than a traditional board. 

 

Increase Revenue:

e-poster fee:

The first option for subsidizing the cost of the ePosterBoards service is to charge the e-poster presenters a nominal e-poster fee ($25-100). Even though it would be an additional cost for them, it is substantially less than paper poster printing fees ($100-300). Depending on how much is charged for the eposter fee, the organization can break-even with the costs for the ePosterBoards. If there are additional presenters that utilize ePosterBoards, then your organization can actually make revenue from e-posters. 

 

e-poster sponsorship package:

The second option for subsidizing the cost of the ePosterBoards services is to create a corporate sponsorship for e-posters. This is a great way to get a corporate sponsor to cover the ePosterBoard rental expenses and to also get additional name recognition. 

Sponsors can benefit from paying for the ePosterBoards by utilizing the technology to display their own marketing material. Sponsors can rent an extra ePosterBoard and have their own content running on the board during the meeting. With this setup, the sponsors will typically have their ePosterBoard displayed in the registration area. The sponsors can also work with the ePosterBoards staff and have content running on the ePosterBoards during the off-times of the poster session. For events that have eposter kiosks, the sponsors can request to have their logos built into the kiosk menus or the number signage. 

 

Registration add-on: 

The final option for subsiding the cost of the ePosterBoards service is to have all of the attendees pay for the ePosterBoards. If you divide the total cost of the electronic poster boards by the number of expected attendees, then you will know how much to charge each person. For events that have high attendance numbers, this might be a good option because the additional registration costs will be fairly low for each individual since the total costs will be spread out over a significant amount of people.