Poster Instructions

All poster presentations will take place in the Exhibit Hall. Posters should be mounted according to the schedule below:

Poster Presentation Date Poster Mounting Date/Time Poster Removal Date/Time
Sunday Saturday 6:00 PM Sunday 5:30 PM
Monday Sunday 6:00 PM Monday 5:30 PM
Tuesday Monday 6:00 PM Tuesday 4:30 PM
Wednesday Wednesday 7:00 AM Wednesday 3:00 PM

On the day of presentation, Sunday-Tuesday, presenting authors with odd-numbered poster boards should present from 1:45 PM–2:45 PM and those with even-numbered poster boards should present from 2:45 PM–3:45 PM. On Wednesday, presenting authors with odd-numbered poster boards should present from 10:30 AM–1:30 PM and those with even-numbered poster boards should present from 11:30 AM–12:30 PM.  

  • Each poster board is 6’ wide x 4’ high. Plan your exhibit to fit this space. Typeface should be large enough to be read comfortably by interested attendees from distances of 4-5 feet (1.5 m).
  • Illustrations should be made in advance of the meeting. Matte finish on micrographs and other photographic reproductions provides better visibility due to reduction of glare from lights.
  • Display a copy of your abstract. You may also tack several copies of your abstract to the poster board to give to viewers.
  • Authors are expected to bring their own pushpins, thumbtacks, or velcro for mounting poster materials.

    Example poster presentation set:


Posters Printed and Ready for Onsite Pick Up

The Biophysical Society is happy to connect you to a poster printing service once again for this year's meeting. We have partnered with Tray, Inc. to provide posters, ready for pick-up, onsite at the Baltimore Convention Center. This will ensure that your poster will arrive safely at the meeting without struggling through airport security, or take the chance that it will get lost during your travels as a checked item. Plus, you can take advantage of our pre-negotiated volume discount pricing.

Order Details *Orders are now being accepted

Through the secure online submission site, you may fill out contact information, submit files to print, and pay online. Tray, Inc. will print a 4’ x 6’ poster of your choice on high quality non-tear vinyl or polyester fabric. Please see pricing, timeline, and pickup schedule below. The prices are based on when you submit your file if you chose vinyl or fabric. Tray Inc. is prepared for a large volume of orders, but we always recommend that you submit your orders as early as possible. Tray Inc. will preview posters before printing and contact the presenter if there are files that are not properly formatted or prepared for printing. The poster will be available for pick-up onsite at the convention center. The Posters will come in a cardboard tube for easy handling and transport.

Listed below are instructions on how to place an order. (print a copy for easy reference when submitting order) Please note that Microsoft Word Files will NOT be accepted.

  1. Click here to upload your file. URL for login:
  2. To set up an account and upload your poster, use the following email and password:
    Email: poster
    Password: bio
  3. The next page will prompt you to enter your email address to create a personalized account. Please enter your information and click "Continue" when finished. The next page provides details regarding stock options, order deadlines, and pick-up dates. The "Click here for setup instructions" link at the top of the page tells you how to save a PowerPoint file as a print ready PDF to the correct size.
  4. To upload your file click "Upload Poster Here" on the upper left side of the screen. On the following page, also in the upper left corner, click "Poster (2)". Choose your poster stock option (paper or vinyl).
  5. Once you have chosen your poster stock, a pop-up box will appear. Take the following steps to upload and order your poster:
    - Click "Choose File" to locate the file on your computer
    - Click "Upload File" - Type in the quantity (1, 2, etc)
    - Click "Add to Cart"
    - Click "View Cart"
    - Click "Checkout" tab in upper right
  6. Complete the payment information and requested pick-up time. (Please make every attempt to pick up your poster the day before your presentation)
  7. Click "Submit Order" button at the bottom.

You will receive an Order Confirmation email. Please print the Order Confirmation and bring it with you to pick up your poster. You may also use this Order Confirmation as your receipt.

Order Pricing

Smooth Matte Vinyl

Standard Order: submitted BEFORE 12:00 PM Noon (ET)  Feb 27 - $135
Rush Order: submitted AFTER 12:00 PM Noon (ET) February 27 (AT LEAST 48 hours before your presentation) - $175

Polyester Fabric
Standard Order: submitted BEFORE 12:00 PM Noon (CDT)  Feb 27 - $168 
RUSH Order: submitted on or after 12:00 PM Noon (ET) February 27 (AT LEAST 48 hours before your presentation) - $200

*RUSH posters submitted will be produced on a first-come, first-serve basis. Tray Inc. will notify you ASAP via email if they cannot produce. Please be sure to check you email or provide a cell number.

*Typically, orders submitted on the Friday before the Annual Meeting will not be ready until Monday afternoon.

* Orders will begin being accepted in January 16, 2019


Poster Pick-Up Schedule at the Baltimore Convention Center

Saturday, March 2, 4:00 PM–7:00 PM
Sunday – Tuesday, March 3–5, 9:00 AM – 11:00 AM and 1:00 PM–4:00 PM
No Wednesday pickup