Instructions for poster presenters
ECVP will be an online event and poster presenters are expected to prepare and share
their presentation materials before August 15th. You will do this by placing a PDF of your poster
on a repository of your choice (OSF Meetings, Dropbox, etc—details below) and sharing a link
to it on the ECVP Slack platform. You can optionally also share a link to a short video tour ofyour poster, and any other relevant materials. On Slack, attendees can find, view, download,and discuss your poster during the whole conference.
You will also be asked to be present during your scheduled live poster session. You can choose
this timeslot before August 1st, after which one will be assigned to you.
Key preparation steps:● Choose your poster presentation time slot before August 1st using the poster codeand link that were sent to you by email (https://ecvp2021.org/posterAssignment/). You
can view the online programme on the ECVP website: https://ecvp2021.org/programme/.
● Create your poster PDF file, upload it to a repository of your choice (details below), andcopy the link.
● Optionally, create a short video tour of your poster, upload it to a repository, and copythe link.
● Once you have put your files online and got links to them, go to Slack before August
15th and share these links. This is the platform where attendees can find and discuss
your poster.

Creating poster PDF
Once you make a poster in the software of your choice (such as PowerPoint or KeyNote) you
need to convert it into a PDF. PDF format files can be generated in most programs. We
recommend keeping the size of the file small (best not more than 10MB) as it needs to beuploaded and downloaded. Adobe Acrobat can reduce file size (File > Save as Other > Reduce
Size PDF) or this can be done online (for example: https://www.freepdfconvert.com). The poster
PDF can be any size, resolution or orientation but we recommend higher resolution so thatdetails are visible and certain areas can be zoomed in (probably no less than 150 dpi).
The created PDF file should be uploaded to an online repository before going to Slack.
We have created an OSF Meetings site for ECVP 2021 and you are welcome to upload yourposter, video and other files there, where they will be permanently stored. Instructions on how to
do so can be found at https://ecvp2021.org/info/OSF_Instructions.pdf. Alternatively, you canplace your files in either Dropbox, Google Drive, or OneDrive, as these integrate nicely withSlack. If you don’t use any of these services, you can upload your poster to your University orpersonal website, a Github repository, or similar. Make sure that the URL is publicly accessible.
Note that due to space limitations you should not upload files directly into Slack, but only
post links to your files.
In the spirit of Open Science we encourage you to create other links to your data and analysis if
you want to make them available to the scientific audience.

Creating Poster Tour video
A video tour is optional but highly recommended. We suggest that it should be no less than 4
and no longer than 7 minutes. It should let the viewer know the main findings and the “takehome message”. Everything else can be explained and discussed during the scheduled live
poster presentation session. Please do not include graphical elements (e.g. figures, diagrams,results) in the video that are not present on your poster PDF—a poster tour should guide people
through your poster, rather than providing new material. However, you can include movies ofyour stimuli. Whether or not you make a poster tour video, you might like to create very brief
videos showing just your stimuli, and share links to these along with your poster PDF.
You can create your video in several different apps. For example you can record with Photo
Booth on Mac or with Windows Movie Maker if you have built-in-camera on your laptop, or byrecording a session in Zoom in which you are the only person present. Even PowerPoint will let
you record a talk with slides (Select Slide Show > Record Slide Show) and slides can include
movies to show your stimuli just like you would in your regular talk. HandBrake (a free andopen-source transcoder for digital video files: https://handbrake.fr) will allow you to decrease thesize of your file and to save it in a format that can easily be streamed or downloaded (e.g. MP4).
The created video file should, like the PDF, be uploaded somewhere prior to going to Slack, sothat you can post a link to it. Again, please do not upload files directly to your Slackchannel, but just provide a link.
BEFORE SLACK:Both the poster PDF and the Poster Tour video will be linked from within Slack. Please prepare
your PDF and your Video before you go to Slack.
You should have received (by August 1st):
1. an email from Slack inviting you to join the ECVP2021 Slack workspace, and2. an email from us containing a link to your individual “channel” within the ECVP2021Slack (the same email in which we shared these instructions). This channel is yourvirtual poster board where you share links to your poster, video, and any other materials.

Slack
Slack is a messaging platform designed for groups of people to communicate (e.g. within acompany, a lab, or a conference). There is an ECVP 2021 workspace and within it every poster
presenter has their own channel. Think of your channel as your virtual poster board. It is whereyou put up your poster link, and where visitors come to talk to you about it.

Joining SlackWe will invite you to join the ECVP 2021 workspace (https://ecvp2021.slack.com/) using thesame email that you used to register for the conference. You should receive an invitation email
from Slack by August 1st. When you click “join now” in this email it will prompt you to create aSlack account, then send you a login code for the ECVP workspace. If you can’t find theinvitation email, just go to https://slack.com/get-started#/find and type in the email with which

you registered for ECVP. If this is your first time using Slack, you can either install it on yourcomputer, or use it in a browser.

Setting up your virtual poster board
Before August 15th, there are a few things you should do to set up:
1. Go to your virtual poster board. Follow the link in the email containing these
instructions to go to your poster’s individual Slack channel. You will be prompted to log
into Slack, or to create an account, if you haven’t already. Once you are in your channel,
it should look like the screenshot below. Click the green “join channel” button at thebottom - the channel will now show up in the right-hand panel of your Slack interface foreasy access. Once posters are listed in the online programme (first week of August), youand others can find the link to your channel beside your poster’s listing in its session.

2. Add a link to a PDF of your poster. Within your channel, post a link to your poster. If
your poster PDF is in Dropbox, Google Drive, or OneDrive, you can directly link to it fromwithin Slack. Go to the paperclip icon at the bottom right of your channel, and choose“Add a file from….” and choose your app (see screenshot below). You will be asked tosign in to your account on that app, and can then browse and select files. You can see
an example channel here. If your poster is elsewhere (for example on the OSF Meetingssite for ECVP 2021, or your own website or Github page), you can simply post a URL
link to your file as a text comment within your channel. You can see an example channel
set up using text links here. Because we only have 5Gb of storage data for the entire
ECVP workspace, it is very important that you post a link to the file, not the file itself.

3. Add a link to an online meeting room for your presentation slot. Create a video callmeeting for the full duration of your presentation timeslot, and post a link to it at the topof your channel, under your poster and other materials. You can choose whichever
meeting software you prefer for your presentation slot, e.g. Zoom, Skype, Jitsi, Google
Meetings, etc. As with all the ECVP conference session links, it’s important not to sharethese meeting links online (i.e., outside of Slack), to prevent “Zoombombing”.
4. Add a link to a video tour of your poster, and any other materials (optional). If you
have opted to record yourself giving a short poster tour, or if you want to share data or
examples of your stimuli, then also postlinks to these at the top of your channel. Follow
the same steps as for the poster PDF - again, it’s important this is a link, rather thana video file itself.
When you have finished setting up your poster channel, it should look something like thescreenshot below:

How the virtual poster presentation will work
During the entire conference (22nd-27th August), people will be able to see your poster, and ask
questions about it in your Slack channel. You can engage people in:● Live interactive discussion (by video call during your presentation slot). During
your presentation slot you can present your poster by sharing your screen, and anyone
who clicks your private meeting link can watch and discuss. Like at a face-to-faceconference, visitors can drop in and out, and you can talk them through the work.
● Asynchronous text discussion (reply to questions asked in your poster’schannel). Your channel will hopefully be a lively “asynchronous” text discussion of yourposter. People can look at your poster, watch your video walkthrough if you choose to
make one, and then ask questions in your channel. You can reply to these whenever isconvenient for you (helpful if, e.g. you are in a different timezone from your viewers).

Slack tips
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People will find your poster channel by following the link in the ECVP online programme.
After clicking on your poster timeslot session, they will see a list of posters with links tothe associated Slack channels. You can also share this link with anybody at ECVP youthink would be interested. Everybody registered at ECVP can click this link to come toyour poster, provided they’re logged into the Slack workspace.
There are a few ways you can curate your channel to help people easily see your posterand information:○ “Edit description” at the top of the channel, e.g. to give your name and poster title○ “Pin” your poster to make it easier to find, by clicking on the “...” symbol at theright of the message where you added your poster, and clicking “Pin to channel”○ Use “+ Add a bookmark” at the top of the channel to fix a poster link to top bar.
Slack often adds miscellaneous notification messages (e.g. when you change
something, or a new person joins the channel). To reduce visual clutter, you can delete
any messages you don’t want by clicking on the “...” symbol at the right, and choosing“Delete message.”
You can also send and receive direct messages to anyone registered at ECVP, and evenmake one-on-one video calls. These might be useful for having in-depth discussions.
Either click on the person’s username, or search for them using the search bar at the topof Slack. This takes you to a one-on-one channel where you can send messages or starta call (via the phone icon at the top right).
You can use Slack either as a standalone programme, or in a browser. Either way, itworks best if you stay logged in, so that you can follow the links in the ECVP programme
without needing to log in again.
You can disable or manage notifications from Slack by going to your user icon in the top
right, and clicking Preferences > Notifications.

Support and questions
Before the conference, email any questions to: slack@ecvp2021.org
During ECVP, you can either email slack@ecvp2021.org, or ask within the “ecvp-chat” channel
on Slack.