Friday, 23 February 2018

Poster Submission Guidelines

The hosting of posters for club events is a voluntary service set up and administered by the webmaster team and is intended to help promote events for member clubs. In order to make this run efficiently without over-burdening the webmaster team or fellow clubs, please follow the simple guidelines below.

Poster Design
Posters may be created in Word, Publisher, Photoshop, Illustrator or other design/layout packages. Ideally, use software that can produce a PDF output directly since that will often generate compact PDF (small file sizes). Though most users will have a broadband connection to the Internet, not everybody does and, increasingly, mobile devices are being used for web browsing. Thus, keeping the file size down is still an important consideration.
An image on the poster illustrating the talk can produce something eye-catching but too many images or a large image as the poster background may increase file size. Also, think about your target audience and how you wish them to promote your event to their club. If you wish clubs to display your poster on their notice board (many do), think how that poster may be printed - too many images or very dense images may result in lots of expensive ink being used to print it and many people will print it on standard paper where the image may not look good due to ink spread and saturation of the paper causing it to wrinkle - clubs will seldom print posters on expensive photo quality paper.
Compact PDF is best produced by using one of the above packages and adding images and text. Starting with a large image with text already embedded into the image will usually result in a large file because PDF sees this as one large image. Smaller images surrounded by text (which will be stored as text in the PDF) is the best approach.

  • Ensure your poster contains the following information:
    • Title of the event
    • Name(s) of judge(s)/speaker(s)
    • Venue (give a full address so that visitors have enough information to find the venue - include a post code for satnav user)
    • Date and time of event
    • Entrance fee (if applicable)
    • Contact telephone number. This is important as events booked and published some time ahead can change at the last minute and you may have visitors travelling some distance who will be disappointed.
The webmaster team have seen many posters mentioning the venue name with no address or further clues. The venue may be familiar to your club members but if you are promoting this event to non-members, note that the visitor may not be familiar with your club or local area. It is rare that exhibitions are cancelled but sometimes lectures are cancelled at short notice due to ill health or other unforeseen circumstances.

Poster Format
The poster should be an A4-size PDF of not more than 500kb. Ideally, it should be in portrait orientation since that seems to display well on mobile devices and fit most club notice boards. We will attempt to optimise your poster size if in excess of 500kb, not usually a major problem, but it is in your interest to get your poster right. The less effort for us, the more likely we can include it in good time to promote your event.

Submission Information
We try to update the web site on a regular basis but, as we are a team of volunteers (wouldn't we all love to be paid for the work we put in for our clubs and societies?), we cannot guarantee to react quickly especially when we receive notification 2 days before the event and immediately after we have just completed an update - it does happen! The general rule is to have everything to us by the 15th day of each month in order that we can get the information onto the web site in time for our What's On mailings at the end of each month.


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