Poster preparation

Photo and video taking by the audience: Photo, screen capture or video taking by the audience of scientific material shown in any oral or poster presentation is not allowed unless the presenter authorizes this. Please inform the audience if you welcome photos or screen capture and their sharing on social media by including an official graphic "screen capture welcome" (download PNG, JPG, PDF) or "screen capture NOT allowed" (download PNG, JPG, PDF) on your poster.

A poster print service is offered for poster presenters. You can send your poster by email to a local copy shop before 25 August and your poster will be delivered to the conference venue. Please find detailed information here.

Poster display

Poster sessions will be run onsite only. The central Grand Hall Foyer on the ground hall will be the central poster display area together with catering stations, exhibition and information desk.

Size of poster boards: Please note that this year the format of poster boards will be portrait, 100 cm width x 200 cm height. We recommend to use posters in the format A0-portrait.

Poster (board) numbers are given in the respective session programme (and the Letter of Schedule sent to each author). The poster number, abstract number, related session acronym, and the name of the presenting author are indicated on each poster board.

Two poster display times are scheduled during the conference week (all times are CEST):

• Display time I: Monday & Tuesday
• Display time II: Wednesday through Friday until 13:00

Please check the display time for your poster presentation, included in the Letter of Schedule, and in the online programme for your session.

Authors are kindly asked to

• put up their posters as soon as possible within their given display time in order to enable the conference participants and the selection committee for the outstanding poster award to view their posters at any time within the display time. Fixing material is available at the information desk
• take the posters down between 18:00 and 18:30 on Tuesday (Display time: Monday to Tuesday), and on Friday between 13:00–14:00 (Display time: Wednesday to Friday). Posters that have not been removed within this dismantling time will be removed and disposed of.

Poster sessions (poster-author-in-attendance times)

Two poster sessions are scheduled on Tuesday and Thursday:

• Poster session I: Tuesday, 9 September, 16:00–17:15
• Poster session II: Thursday, 11 September, 16:00–17:15

Authors are also encouraged to be present at their poster during coffee break times in general.

Upload of poster, poster pitch and supporting material

Three separate types of material can be uploaded to the programme page: a presentation file (aka poster), a poster pitch slide and further supporting material.

• Presentation file: the poster that will be accessible online to all registered conference participants during the scheduled display time. Files can be in *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, *.jpg, or *.mp4 format. The size of presentation files is limited to 50 MB per abstract for *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, and *.jpg files, and to 200 MB for *.mp4 video files.
• Poster pitch slide: Most session conveners will have scheduled time for 1-minute-poster- pitches. Please prepare a one-slide *.pdf- file to summarize/advertise your poster during this poster pitch time. Files can be uploaded via the presentation upload. This file will not be accessible to the public, it is just for download to the lecture room to be presented in the session. Conveners will also have access to the uploaded files prior the session starts. Please download the template for your poster slide here.
• Supporting material: This material will be accessible to all registered attendees until 12 October; authors can opt to make it publicly available after that. The material can be in *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, *.jpg, or *.mp4 format; alternatively, a *.html link can be given to files hosted on the author's own infrastructure. If *.mp4 files are uploaded, these will be submitted to Vimeo. Registered conference attendees can comment on uploaded supplementary materials through the conference platform from 12 August to 12 October, unless the abstract authors have opted out of the commenting feature.

For all three types, upload will be possible from 15 July; for the supporting material the upload will remain possible after the session, up until 12 October 2025, and updates are always possible. Along with the abstract and the supporting material a commenting option is available to exchange with the author(s) during the two-month period until 12 October. Please remember that a paid conference registration (either for on-site participation or online participation) is mandatory in order to access the upload tool.

Poster pitches and pitch preparation

We recommend that authors of poster presentations are prepared to provide a summary of their contribution during the respective oral session. For most sessions, time for such poster pitches is allowed within the oral programme; please check the oral programme of your session on the website for details and prepare for this purpose.

• Please download the template for your poster slide here.

Advice on how to prepare and structure a poster pitch ("elevator pitch") can be found for example in this video on YouTube: How to Present Poster – Presentation/Pitch

Outstanding Poster Award (OPA)

All poster presenters are invited to apply for this award. Only poster presentations that have been uploaded as presentation file by 04 September 2025 will be considered for the award and can be voted on by the public.

Please see the “Outstanding poster award” page for details.

For details of poster session and display times of a specific session, please consult the online programme.

Poster withdrawals and no-shows

As the organization and scheduling of poster presentations is a challenge, and empty poster boards are frustrating to look at during the conference week, it would be greatly appreciated if authors who already know that their poster cannot be presented - for any reason - to withdraw their abstract from the session programme as soon as their decision has been made. In case you would like to change your presentation to online poster instead, please contact us directly at ems2025@copernicus.org. Please note, that we monitor the no-shows during the conference, and the related abstracts will then be withdrawn from the session programme. Thank you.