How to design a Poster Board Layout

Mark Saponaro camelotspecialevents.com

Poster Board Goals

The best poster board has more graphics than text and is easily readable in a very short amount of time.  The poster board should be self-explanatory so any reader can easily follow the content without stopping to figure out what they just read.   The goal is to make your main points (2 or 3 total...do not overload with info) in a limited amount of space (typically a 4'x 6' poster board) with attention grabbing info & graphics.

This type of poster board will allow a reader to fully understand your topic, its premise, and ultimate conclusion.

Text

Use a simple font for printed text (eg. Arial) that can be read from a distance of about 3 feet.  This means the type size should be about 1/2 inch tall.  For the Title text, use a 1 inch high type size.  Print out a test page and measure the font with a ruler to check for appropriate size.  Hang this test paper on the wall and see how far away it is readable.  If the font is too fancy, it is always less readable, especially at a distance.

It is best not to use jargon, abbreviations, acronyms or any form of a word that may not easily be understood.  Think about using words you would type into Google to find information on your subject.  These "keywords" will resonate with the reader and allow them to follow your poster board information more easily.  You could call this SEO (search engine optimization) for the poster board.

Contrast is important so always use dark text on a light background or light text on a dark background.  As mentioned above:  print a copy, hang it, and see if it is readable from a distance.  Text color should be used sparingly to draw attention to important points.  Using too many colors will make your poster board too busy and less readable.

Do not write a novel.  Use titles and captions to explain your content and results.  Keep descriptions brief and to the point by writing short paragraphs.  For multiple points, use a bullet (or numbered) list. 

Graphics

Pictures, drawings, tables, and charts are a great way to convey information (a picture is worth a thousand words).  Aim for as much as 50% graphics on your poster board layout.  Depending on your topic, you may be able to use even a higher percentage.

The Do Not Enter sign, the male and female restroom signs, and the no smoking sign are all good examples of how a graphic transcends written language.  Choose graphics for your poster board that are understood internationally if possible, or are simple enough to understand without words.  Viewers of your poster board will get your message with just a glance.

Charts and illustrations should be simple in design with bold lines.  Label the axes and units in charts so readers will have a clear understanding of the data.  Illustrations should have captions or titles that relate it to the data or text of your presentation.  Using an arrow or a "call-out" may be a good idea to show where a graphic refers to.  Lined borders keep one graphic visually separate from another while avoiding confusion.

Colors are important for graphics.  Red and green should be avoided, as about 7% of the population is color blind to these hues.  Background colors can be used to group similar ideas.  Use contrast to keep everything visually crisp between background and foreground colors.  Stay away from vibrant colors or glossy colors that will take focus away from your main points or make your poster board difficult to read.

If using sequential graphics, use numbers or arrows to keep the reader following along in the correct order.

Organizing the layout

The poster board should be organized in a grid with columns that read top down, and left to right.  Most people read this format easily and have observed it on other poster boards and signs, so they will be familiar with it.  The information flow on the physical layout should be logical and easy to follow.

Text and graphics should be balanced so that they present well in a logical format.  Place important points at about eye level just below the title banner.  Supporting information should be place in the lower areas of the poster board.

Lay out your first draft on the floor in a space taped out (with painters tape) to the size of the poster board stand.  As an alternative, if you have a CAD program available on computer, you can lay out your board "to scale" and print out a copy to get opinions from others.  A whiteboard or chalkboard can also be used if you pay attention to the relative sizes of the pages on your poster.

Get ideas on your first draft layout from peers.  Walk away from your layout for a time, then go back with a fresh perspective and make final adjustments for information flow and visual appeal.  Take a photo of your final version and use that for reference when tacking your information to the poster board at setup time.

Multiple Sheet Poster Board Printing

An 8.5 x 11 inch paper printed in landscape mode allows you to fit up to five columns of pages across a standard poster board stand.  The standard size is approximately 4' vertical by 6' horizontal including the frame around it which is usually about two inches, giving you 44 inches by 68 inches to tack pages on.  You could also get creative and tack your pages so they overhang the frame...this will give you an extra four inches in both directions.  

Four rows of pages will fit with enough room left over for a 1 1/2 inch title banner.  That gives you 20 pages of possibility to present your research (see below).

It may make sense to paste up all your sheets on a backer board just prior to set-up time at the poster board session.  One big backer board is easier to hang and will be quicker to take down at the end of the poster board session.  Foam-core is not a good choice for a backer board hung with tacks...it will fall off the poster board stand, because tacks are not long enough to go through the thick foam-core and into the cork far enough to hold it.

Make sure to check what size the poster board stand is that you will be using.  If it varies greatly from the size of your layout, you may be in for an unpleasant surprise when it is time to hang your material.  Find out if the poster board stand is double sided.  Another presenter on the opposite side of your board will not appreciate it if your presentation blocks part of theirs because it hangs over.

Large Format Single Sheet Poster Board Printing

Single sheet printing of your poster on a 36 to 54 inch wide format printer is an option to individually printing each sheet.  If you have a large format printer available to you at work or school, this may be a good choice.  The other way to get it done is to pay a printer a lot of money.

Either way, you get one sheet that is easy to post on the board and to take down afterwards.  The poster can be rolled up and stored in a tube for transport or storage.  The only problem with transportation may be if you are taking a plane to your presentation destination.  You will have to take the tube with you to your seat to ensure you still have it when you land (lost luggage does not make it to the presentation).

Other downsides are the inability to reorder pages if you find a need to, and replacing a poster destroyed by some means before posting it.  In this last case, separate sheets would be better to have since they are fairly easy to reprint on just about any color printer, as long as you have a digital copy saved somewhere you can get to.

Pros and Cons of Poster Sheets

Multiple sheets:

• are small and easily transported
• fit into the carry-on
• can be re-ordered (even at the last moment)
• are easily replaced if damaged using any computer & printer

But:

• They take longer to hang
• individual pages can be lost
• could be tacked up in the wrong order

Large Format Single sheets:

• are quick and easy to hang and remove from the poster board stand
• all poster info is on one sheet (no possibility of lost pages)
• no need to worry about hanging info in the wrong order

But:

• harder to transport in a large tube
• cannot reorder pages 
• harder to replace if damaged
• expensive to have printed

Last Steps Before and During Poster Session Time

• Put together a 2-5 minute verbal presentation for each new group of viewers that visits your poster board
• Practice your verbal presentation in front of a mirror
• Then practice in front of real people (family/friends) and get feedback
•  fix your talk (or pace) if need be, based on the feedback you get
• It is a good idea to have a sketchpad to illustrate ideas to viewers
• Let viewers read your board (it should be designed to be self-explanatory)
• Answer any questions...Ask, if there are none, or better yet...POSE a question that begs to be answered to get dialog going
• Just before the Post Board Session:  Talk to potential viewers and build interest for your board
• Stay for the entire session to do all your hard work justice
• Have a sign-up sheet for additional information and future contact...you contact them if there is any intellectual property involved (to avoid lawsuits)

Typical Poster Board Content

• The Title, poster board presentation number, author, and affiliations are placed across the top center of the board.  The Topic should be quickly identifiable.  Ten words or less.
• Start with the Introduction and objectives of your research.  A brief overview why the research was done, background and materials used.
• Briefly list the methods used, whether statistical,  analytical, etc.
• Write research results in a short paragraph.  Use more graphics, less text.
• State conclusions and summary of research.
• Future Directions/applications:  Where can this go now...what are the next steps that could be taken?  What other applications could this research apply to?  Etc.
• Acknowledgements.  Give credit to all who helped.  First credit any funding sources, especially if a federal agency or foundation provided assistance.  Then, Credit works of others used in your research (credit should be next to the area in poster where info was used)

Do you want to organize your own poster session?  The article:  How and Why to Host a Poster Session has everything you need to know.