Organizing Virtual vs. In-person Poster Sessions

The poster sessions play a major role in university academic events. They give students, faculty, and researchers the opportunity to exchange their ideas and share feedback. Digital technology has made the virtual poster sessions a viable option as compared to the traditional in-person poster session that might come with certain obstacles. However, both of the session formats have the potential to influence and engage students and audiences for learning purposes. 

Both formats of poster sessions serve as an interactive method for the audience. In one, the presenter is able to access the session and work through it from any corner of the world; in another, they have to be present at the venue physically to make an impact on their audience. 

Poster Sessions in General

Poster sessions are structured periods during academic conferences where the presenters can display their research information through thoughtfully designed posters. Attendees go through the posters, review each one of them and interact with the presenter about their content. Traditionally, the physical poster sessions are held in hallways or auditoriums, and these sessions may take place using virtual conference platforms as well. 

Poster sessions remain valuable because they improve communication skills. When the content is not just presented in words but also in a visual form, it encourages imagination. It gives way to direct discussion between the presenter and the attendee and offers a larger networking opportunity. This also helps the presenter gain feedback based on their ideas and work. 

In-Person Poster Sessions- The Classic Approach

In-person poster sessions allow face-to-face communication between the presenter and the attendees. The conversation flows smoothly, and sometimes when the attendees have a nonverbal reaction to the presenter’s work, it is easily understood by them. This makes the experience more interactive and fulfilling on both ends. The human connection results from this interaction and develops into proper networking, and often also leads to a greater understanding of the matter. 

Strolling from one poster to another, having coffee, or chatting in hallways may result in chance encounters. Such unplanned talks can be a source of new ideas, collaborations, or mentorship opportunities that might not be possible in a strictly structured online setting. Simply being there physically is a great motivation for participation. Attendees are totally absorbed by the event, from the sessions to the social gatherings, which makes the whole experience not only more enjoyable but also more memorable and impactful.

Challenges of In-Person Poster Sessions

• • Cost and Logistics: A physical gathering or session needs a venue, a timeframe, scheduling partners and arrangements for food and safety provisions. These come at a cost, which can at times become a hindrance for the organizers. 

• • Accessibility Limitations: There are travel restrictions that can cause problems in a physical session. Travel delays, scheduling conflicts with the venue and the attendees’ timings, or other responsibilities can become an obstacle to being physically present. 

• • Time Constraints: In a crowded academic schedule, presenters may only have a short window to display their work and engage with the audience. This can limit meaningful discussions, which often take up more time than expected. 

Virtual Poster Sessions- A Digital Innovation

Virtual poster sessions have become more accessible and allow a larger audience to attend them from all over the world. This eliminates the physical barriers and promotes better communication and collaboration. Organizers highly prefer digital platforms for these virtual sessions as they allow presenters to display posters, videos, interactive data and even live presentations. Participants who find it difficult to attend the conference due to financial constraints or travel obstacles can easily attend a virtual session without much hassle.

This also helps the presenters post multiple posters through an online platform without concern for the physicalspace. Visitors may view the posters at any time they prefer and revisit the content later on as well. Presenters at virtual events have the opportunity to include short videos, downloadable files for attendees, slides, and pictures with comments, etc. The combination of these items makes the poster more engaging and interactive. Running digital poster sessions also means having fewer printing and travel expenses. Printing less also implies releasing less waste, which is why virtual events are more eco-friendly. 

Drawbacks of Virtual Poster Sessions

• • Technical Challenges: The technology itself can become a challenge in virtual sessions, with weak internet connection, platform glitches, or unfamiliar digital tools can interrupt participation. 

• • Limited Organic Interaction: Virtual sessions might struggle with spontaneous conversation that happens naturally in a physical environment. Networking tools do help, but they cannot absolutely replace in-person interaction.

• • Engagement Gaps: Without a proper event space, participants might get distracted and multitask during the actual sessions. This creates a disconnection from the goal and weakens engagement.

Virtual vs. In-Person Poster Sessions

 

Feature	In-Person Poster Session	Virtual Poster Session
Personal Interaction	Direct face-to-face interaction	Digital chat or video interaction
Accessibility	Limited by travel and cost	Inclusive for global participants
Cost	Requires venue, printing, travel and other physical costs	Overall lower expenses
Content Options	Static poster boards	Interactive and multimedia formats
Networking	Spontaneous and structured communication	Digital communication
Audience Size	Limited by space	Scalable without venue limits

Best Practices for Organizers

The success of the event ultimately depends on thoughtful planning. Whether it is in a virtual format or an in-person session, it is important to have the guidelines set beforehand. This helps both the organizers and the attendees to flow through the event efficiently.

Set Clear Goals and Expectations for The Session

You need to decide from the beginning the outcome of your events. Whether it is maximum participation or deep-level networking, the goals guide the format of the session.

Choose The Right Technology

Different session formats have different uses of technology. For virtual events, select the platforms that support interactive posters, live question and answer sessions, video integration, and easy navigation. Test these features before the event proceeds.

Give Proper Guidelines for Presenters

Offer proper guidelines for poster design and presentation, whether physical or digital; it is important to make the rules clear. Point out how to present the key findings and use visuals effectively without any hiccups.

Plan for Time Zones Properly

In virtual sessions, it is important to list the live session timing across all time zones so that the presenters and attendees can participate without confusion.

Encourage Active Interaction

For in-person and virtual sessions, create space for networking before and after the event. For virtual formats, use chat options, breakout rooms and for in-person formats, set proper discussion and interaction timings during and after the session.

Final Thoughts

Poster sessions play a crucial role in academic environments as they encourage communication, critical thinking, and community engagement. Physical sessions offer opportunities for unexpected interactions and more personal involvement. Online poster sessions, on the other hand, allow for a wider range of people and thus, more diverse participation. Each format has its own advantages and disadvantages. Therefore, every university should decide based on its audience, event budget, goals, and educational priorities. 

Whether your upcoming poster day is going to be online or face-to-face, a well-thought-out plan and a deliberate implementation of it will guarantee that both the presenters and the attendees will get a lot out of the event. Elevate your university’s academic events with Dryfta’s all-in-one conference platform. Schedule a free demo now and see for yourself how Dryfta can help you revolutionize poster sessions, simplify event management, and increase engagement of participants worldwide.