# Conference poster-session board assignment and onsite handoff register

This editable worksheet is in **English**. Copy it for one event. It is a coordination record, not a venue capacity, accessibility, fire, or safety approval. Ask the venue and relevant specialists to approve their own constraints. Use the current accepted-poster roster and the current venue plan as inputs; do not publish presenter contact details in the attendee-facing board map.

Event: ____________________  Venue / poster room: ____________________

Event date and time zone: ____________________  Programme revision: ____________________

Poster chair / contact: ____________________  Venue room owner: ____________________

Board supplier / onsite contact: ____________________  AV contact if e-posters are used: ____________________

Accepted-roster version and owner: ____________________  Room-plan version and venue approval reference: ____________________

Presenter notice owner: ____________________  Onsite floor lead: ____________________  Strike lead: ____________________

Board or screen inventory confirmed by / at: ____________________

Presenter notice issue time: ____________________  Correction cutoff: ____________________

Setup access window: ____________________  Presenter display window: ____________________  Removal / strike window: ____________________

These are event-specific decisions. Record local time and time zone; confirm the room and supplier windows before promising them to presenters.

## 1. Capacity and format decision

| Decision or constraint | Current answer | Source / owner / version | Open question or approval |
| --- | --- | --- | --- |
| Accepted physical posters by session | | | |
| Accepted e-posters by session, if offered | | | |
| Usable numbered board sides and dimensions | | | |
| Screen count, orientation, file format and playback method | | | |
| Room access, installation and strike windows | | | |
| Display fixing or mounting method supplied by venue | | | |
| Venue-approved circulation and occupied areas | | | |
| Separate print supplier or on-site print arrangement | | | |

Do not derive a room capacity by multiplying a borrowed area-per-poster rule. Confirm this event's usable space with the venue. If physical and electronic formats are both offered, specify which one each presenter has been assigned.

## 2. Accepted-poster to board/screen assignment register

Give each accepted item a stable poster ID, even if a presenter has several posters. Record a board **side** where a board serves two posters. Keep the attendee-facing map separate from the private contact register.

| Poster ID / accepted-roster ref | Short public title / topic | Presenter / private contact owner | Session date, start and end, time zone | Format and confirmed size/file spec | Board or screen ID / side | Room-plan position | Presenter notice sent / version | Arrival and removal instructions acknowledged | Onsite check / exception ID |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Example: P-042 / roster r3 | Coastal data / oceans | Presenter A / chair | Tue 14:00–15:30 local | Printed / size pending venue check | B-17 / east | Map r2, zone C | Pending | Pending | Hold: board size unconfirmed |
| | | | | | | | | | |
| | | | | | | | | | |

Checks before publishing assignments:

- [ ] Every accepted poster has exactly one intended display assignment for each scheduled session.
- [ ] No board side or screen slot is assigned to two simultaneous posters.
- [ ] The board/screen IDs in the programme, presenter notice, map and onsite labels match.
- [ ] Topic grouping and expected visitor flow have been reviewed with the room owner.
- [ ] Changes to the accepted roster and programme have a named owner and revision.
- [ ] Presenter contact details are kept out of the public map unless explicitly approved for publication.

Assignment revision: __________  Checked by: __________  Venue/room review reference: __________  Published by/at: __________

## 3. Presenter notice — fill from approved event facts

Send one notice per presenter or poster and keep a copy of the version sent.

Poster ID and title: ____________________  Session time and time zone: ____________________

Room and board/screen ID (including side): ____________________

Confirmed poster dimensions and orientation **or** e-poster file/playback specification: ____________________

Who prints or supplies the display material: ____________________

Permitted fixing method / what the venue supplies: ____________________

Arrival, hanging or upload/test, presenter attendance, and removal times: ____________________

Where to report a wrong board, missing fastener, unreadable file, or schedule change: ____________________

Photography or sharing instructions, if the event has adopted them: ____________________

Reference map / programme version: ____________________  Notice sent by/at: ____________________

Presenter clarification requested: __________  Answer owner and due time: __________  Updated notice revision: __________

Do not reuse another conference's dimensions, deadline, fixing promises, or digital-format settings. A file received for an e-poster is not a successful playback test.

## 4. Room and equipment readiness walk

Room plan revision: __________  Walk date/time: __________  Venue representative: __________  Poster chair/floor lead: __________

| Point checked | Expected state from approved plan | Observed state / exact location | Owner and correction time | Retest / status |
| --- | --- | --- | --- | --- |
| Board/screen count, ID, position, and side | | | | |
| Number labels and match to public map | | | | |
| Board dimensions and permitted fixings | | | | |
| Access to intended board faces and venue-approved routes | | | | |
| Lighting and visibility in intended room use | | | | |
| E-poster device, orientation, file opening and control path, if used | | | | |
| Presenter arrival point and staff contact | | | | |
| Spare labels / agreed replacement materials | | | | |
| Strike route, equipment owner and return point | | | | |

Venue-dependent access and safety matters go to the venue or competent specialist; this walk records what was observed and who owns a correction. Record any untested e-poster screen separately rather than marking the whole room ready.

Room release decision: [ ] Ready for agreed use  [ ] Ready with named limitation  [ ] Hold

Decision owner/time: ____________________  Open exception IDs: ____________________

## 5. Session-day exception and reassignment log

| Exception ID / observed time | Poster ID / board or screen | What changed or failed | Public map / programme affected? | Decision owner | Action and new assignment revision | Presenter + floor staff informed / time | Verified result / time |
| --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | | |
| | | | | | | | |

If a poster is withdrawn or a presenter is absent, mark the specific assignment's status. Do not silently reuse its number: the printed programme, presenter notice, floor labels and digital map may still point to it. Reassign only after checking the current room plan and telling affected people.

## 6. Session close and strike receipt

Session and room: __________  Display period ended: __________  Presenter removal notice given: __________

| Board/screen ID | Poster or asset removed / remaining | Owner contacted | Board/screen and fixing materials checked | Damage or exception ID | Equipment returned to / time |
| --- | --- | --- | --- | --- | --- |
| | | | | | |
| | | | | | |

Unclaimed physical posters: record the venue's agreed handling instruction and owner; do not invent a disposal rule. Digital files: follow the event's agreed storage and access process.

Strike lead sign-off / time: __________  Venue or supplier receipt / time: __________

Final map and register revision archived at: __________  Open actions passed to: __________