Poster presenters of PALSA will receive an automatic message by e-mail from the Whova app with an individual link. This is a personal link sent directly to you and it is not accessible via Whova’s general navigation links from a desktop or mobile device.

The link will be sent from March 24th, 2021. Remember to check the junk and spam mail boxes!

Accessing your personal link will open a form to create your profile with personal and academic information and to insert all the materials prepared for your Poster Session “booth”. See the images on the right.

As a poster presenter, you are responsible to insert on the form:

  • one poster file(.pdf) using the special template – up to April 5;
  • one pre-recorded video (1-minute) – up to April 8;
  • one livestream URL – up to April 8.

Detailed guidelines for poster presenters are given below.

Oral presenters of PALSA will receive an automatic message by e-mail from the Whova app with an individual link. This is a personal link sent directly to you and it is not accessible via Whova’s general navigation links from a desktop or mobile device.

The link will be sent from March 24th, 2021. Remember to check the junk and spam mail boxes!

Accessing your personal link will open a form to create your profile with personal and academic information. See the images on the right.

As oral presenter, you are invited to insert any additional content you might want to complement your 15-minute talk to be given during the event.

Whova Information Form

Dinamic of Poster Session

The Whova app provides effective tools with intuitive usability to create a full online and interactive virtual Poster Pession. Find below how the Poster Session is going to work.

Flash Talks

How Flash Talk will work

The Flash Talks will be a great oportunity to pitch about your poster and convey excitement for your research in up to 3 minutes.

Provide the slide using this template. Upload to Whova platform by April 5, 2021.

Local committee will compile all posters into one presentation and have them ready for the Flash Talks.

During the Flash Talk, a moderator will control the session to share the compiled presentation with the posters in sequence.

When the poster file displays on the screen, you will be asked to turn on your microphone and camera, introduce yourself and give a summary of your poster.

Poster Session

How Poster Session will work

Presenters will receive a timeslot of (40) 60 minutes placed on the Poster Session on Whova agenda.

That’s the time presenters must be online and available in livestream room, sharing the poster slide and interacting with visitors.

During this interval, you should have your poster displaying on screen while attendees drop in to ask about your research. Ideally, they already have seen in your Flash Talk and/or your complementary video. They may ask questions based on that or you can use your time to give further explanations to interested participants in your room.

Give special attention to welcome any new incomers to you room, and make sure to integrate them to the disscussion.  

All participants, speakers, sponsors, scientific and organizing committee will be able to navigate the posters during the Poster Sessions.

Preparing the content to your Poster Session
  • One poster file (.pdf) with the template (mandatory)
  • One complementary 1-minute video (mandatory)
  • One link to a livestream room (mandatory)

One poster file (.pdf) with template will be used for the follwing moments:

  1. For Flash Talks
  2. For Poster Session when sharing screen at the livestream
  3. For recording the complementary 1-minute video, if needed

Presenters are required to create and provite only one slide of the poster to be used for mutiple tasks. It is not allowed to use more than one version with different content. The challange is to provide a versatile and objective poster to fit any circumstances inside the event.

Provide your poster uploading into Whova until April 5, 2021. If you have any issues accessing the template, please contact us at

Download your template here:

The poster should follow a landscape or horizontal orientation due its usability to be displayed on screen sharing at notebook devices. As long as readability is observed, you may include any information, graphic items as needed.

  • Landscape or horizontal orientation;
  • Large text enough to be readable at an in-person session;
  • Poster must be clear, legible and visually appealing.

To ensure files with high quality, low file size for downloading and to avoid problems caused by differences in computer setup, we suggest the following technical guidelines:

  • Format: PDF/A
  • Image resolution: 150dpi
  • JPEG compression: 90%

See on the left, where you are going to upload you poster file at the Speaker Information File (mentioned above):

The presenters are responsible to set up a livestream link on their Subsession at Whova app, such as a Zoom link.

  • Zoom offers a free version that provides anyone the possibility to create a Meeting Room for 40 minutes.
  • You can see more details on how to set up a Meeting on Zoom here: Schedueling Meetings

Several other services are accepted into Whova to create your stream room, such as described below:

See on the left where you are going to upload you livestrem link at the Speaker Information Form (mentioned above):

Each poster presenter are required to create a quick video about your poster. The prerecorded video can be anything you want from reading out your poster pdf file to a conversation with your audience as a face-to-face event.

  • Use your video to accomplish some of the following goals: to advertise your poster, to summarize your work or to highlight part of your work.
  • The two requirements for the video are: to be around 1-minute long and host it on YouTube or Vimeo to embed into Whova app

Find here some tutorials on how to record with PowerPoint app or how to record a meeting on Zoom. Don’t forget to save the file generate by those softwares on your computer.

Most videos generated by screen capture software exports will have enough technical quality for publication with standard settings. We recommend a MP4 file format (MPEG container), HD resolution (1920×1080) and horizontal orientation.

For video editing, if needed, there are some options for free such as YouTube Editor or Vimeo Editor or any other free editor you might find by doing a quick search on Google.

Remember that your video must be embeeded into Whova ready to be watched, no modifications will be done by the organizing committee.

Producing your video

  • Use your phone, tablet or computer or a video camera, if you want and have one;
  • Your device’s microphone might be enough but if you use the built-in microphone from an earphone that might be even better;
  • Ensure there will be no interruptions or invasive background noise while you present;
  • Use natural light from window or door to light up your face, not behind you;
  • Position the recording device on the height of your eyes, so as you speak you are looking to your viewer’s eyes;
  • Please check your video before sending it to see whether you are happy with the recording.

Some other tips:

  • Use tools that you already have, don’t go buy anything
  • Plan your video in advance
  • Write a script for yourself
  • Practice

Hosting your video

After producing your prerecorded 2-3-minute video, you will need to host it at video platform. We strongly recommend using services such as YouTube or Vimeo which are the best tools for video streaming services and both are free of charges.

Using those services – recommended and accepted by Whova – you will able to generate a sharable link to embed into the platform. Embedding a link allows you to take your video from video platform service and post it on a web page outside of them, just like we need at Whova platform.

On YouTube

To upload a video from a computer or mobile phone to YouTube, you need to have the video ready to upload. Also, it is necessary to have an account on Google Account to access YouTube Studio.

  • Sign in and upload videos at YouTube is free of charge;
  • Set the visibility of your video – public, unlisted or private.

Follow the instructions provided by YouTube on how to upload a video.

We recommend you publishing your video as “Unlisted” because it does not go public on the platform and you make accessible only through a sharable link.

Note: setting your video as private, only you and people you choose can see your video which means you invite people via e-mail address to access your content. This setting option is not suitable to Whova app.




On Vimeo

It is possible to host your video on Vimeo platform, as well. To do so you need to have an account on Vimeo which you can have it for free.

  • Free account on Vimeo corresponds to the Basic Plan;
  • Basic plan limit is 500 MB per week and total storage of 5 GB.

Watch the quick guide provided by Vimeo here Preparing to Upload

Embeeding your video

Once you have uploaded your Prerecorded Video on YouTube or Vimeo and generated the shareble link, just copy and paste on Whova.

Follow the steps below: