Poster program chair
Authors upload to one tool, the program lives in another, and you reconcile the two by hand the week before the meeting.
Poster Gallery
Your members did the research. Then the poster hall opens as a PDF index on a microsite, or a third-party page that re-imported your program from a spreadsheet three weeks ago. Sessionboard Poster Gallery gives every meeting a branded, linkable poster hall in minutes: instant search, crisp viewing on phones and 4K screens alike, author consent handled, and engagement you can finally report to your committee.
QUICK ANSWER
Sessionboard Poster Gallery publishes an association's poster session as one branded, linkable virtual poster hall: instant search, crisp in-browser viewing on any device, author consent and disclosures for medical meetings, embargo timing, AI summaries, and per-poster engagement analytics. Posters flow straight from abstract acceptance, with no spreadsheet import.
WHO THIS IS FOR
Sound like your team?
Match your role to the job Sessionboard solves — program ops, content reuse, or marketing attribution.
Scientific program director
The committee asks which posters people viewed and what they searched for. Today the honest answer is a shrug.
Education director
Consent, disclosures, and withdrawal handling have to be right before anything goes public. Most gallery tools treat that as your problem.
Communications lead
You want authors promoting their posters to their own networks, and you have no link, QR code, or asset to hand them.
THE PROBLEM
What attendees actually get today
Most poster halls end up as a PDF list on a microsite, or a poster vendor's page that looks nothing like your meeting and knows nothing about your program.
- Attendees hunt through a PDF list or a clunky microsite instead of searching a real gallery.
- Poster vendors re-import titles and authors from spreadsheet exports, so the hall goes stale the moment your program changes.
- Consent and disclosure handling happens over email, if it happens at all.
- After the meeting, nobody can say which posters were viewed, for how long, or what attendees searched for and failed to find.
HOW IT WORKS
From accepted abstract to published gallery
The gallery reads from the same program records as your call for papers and speaker portal. Publishing is a toggle, and the rest follows.
- Abstracts accepted through your call for papers become sessions with authors attached. The gallery reads those records directly, so titles, authors, and program numbers are always current.
- Authors upload their poster in the speaker portal they already use for bios and headshots. If your meeting requires publication consent, the upload captures it, with versioned consent text.
- You pick what the gallery includes by track, format, or session, choose the fields each card shows, set your colors and logo, and flip it live. The public link and a print-ready QR code are one click each.
- Attendees search instantly across titles, authors, and program numbers, filter by track or format, bookmark a personal list, and view posters crisply in the browser on any device. Every filtered view has its own shareable URL.
- Each author gets a share kit in their portal: a direct link to their poster, a QR code, and a live view of their own page. Your authors become the distribution channel.
- Afterward, the analytics tab shows poster opens, time spent, the most-viewed posters, attendee questions, and the searches that returned nothing. That last one tells you what your audience wanted and your program lacked.
WHO IT IS FOR
Who it is for
Associations and societies publishing poster sessions online, from 40 posters to 3,000.
Medical and scientific societies
Consent capture, disclosure display, embargo timing, and automatic exclusion of withdrawn abstracts. The compliance work is in the product, not in your inbox.
Associations with annual meetings
A branded poster hall on your own event's look, published from the program you already built. No second vendor, no re-import.
Multi-event organizers and PCOs
Galleries can span events, so a society's poster library persists year over year instead of resetting each cycle.
Hybrid and virtual meetings
The same link serves the hall floor via QR signage, remote attendees at home, and members who browse after the meeting ends.
WHY SESSIONBOARD
Built for event-native amplification
Zero re-entry
The gallery reads from accepted abstracts and speaker portal uploads. There is no spreadsheet import step anywhere in the flow.
Compliance in the product
Versioned publication consent at upload, disclosure fields on the poster page, embargo with a teaser mode, and withdrawn abstracts excluded from the query itself.
Engagement your committee can read
Poster opens, dwell time, top posters, ask-the-author questions, and zero-result search terms per gallery.
Modern viewing everywhere
Posters render sharply in the browser at the device's native resolution, including PDFs on iPhones, where most poster sites quietly break.
Frequently asked questions
How the Poster Gallery works, what it costs authors in effort (nothing), and where it fits.
How do posters get into the gallery?
Authors upload in the Sessionboard speaker portal, the same place they submit bios and headshots. Accepted abstracts already carry the title, authors, and program number, so the poster file is the only thing anyone adds.
Do attendees need an account or an app?
No. The gallery is a web link. Attendees open it from your event site, an email, or a QR code on signage, and search immediately. Bookmarks work without a login.
How does consent work for medical meetings?
You write the consent language once and turn on the requirement. Authors accept it during upload, the acceptance is stored with a version stamp, and posters without consent stay out of the public gallery until it is recorded.
Can we keep posters hidden until a specific date?
Yes. Set an embargo date and choose whether the gallery hides entirely or shows title-only teaser cards until it lifts. Withdrawn abstracts never publish at all.
What do the AI summaries do?
With one click, the gallery writes a two-to-three sentence plain-language summary for each poster from its title and abstract, so a general attendee can decide whether to open a specialist poster. You trigger it, review it, and nothing generates without you.
What analytics do we get?
Poster opens, average time spent, most-viewed posters, questions submitted to authors, and the search terms that returned no results. The zero-result list is the clearest signal of content your audience wanted and your program did not have.
Can sponsors be part of the gallery?
Yes. Each gallery has a sponsor logo and link slot in the header, which gives you a sellable placement on one of the most-visited pages of the meeting.
We already use a dedicated ePoster vendor. Why switch?
Dedicated tools re-import your program data and manage authors as a separate population. Because the gallery reads your live program, it is current by construction, and your authors keep one portal. See our comparison pages for an honest fit assessment.