Guidelines for Presenting a Poster in a Virtual Live Session

Virtual Sessions are in a Zoom format.  The links are embedded in the platform so you will enter sessions by entering the platform. 
You MUST be registered for the virtual meeting by November 29, 2021, in order to present.

Registered presenters will receive a platform access code via email by November 11.  Additional instructions for accessing the platform will be included at that time.

All virtual sessions are live online.  You are expected to be present and speak live during your session.  Therefore, you need to make sure that you have noted on your schedule the session time as well as your presentation time.  This includes poster presenters.  Virtual posters have been sessioned in either mixed live oral or all poster sessions.

  • Session Time and Presentation Time
    Please see your email for both your Session Time and Presentation Time. All times are listed in our communications are in Eastern Time. However, it is important to note that when you are on the virtual platform, the time displayed is what your computer is set to display.

    Presentations must not start late or extend past the scheduled end time. Your Presentation Time includes time for Q&A. Sessions are two hours long and automatically shut off at the two hour mark. Please be courteous to all of the presenters by staying within your presentation time limit so that everyone is given the opportunity to present their research.
  • Speaker Practice & Technical Check Room (Optional)
    In order to prepare for your presentation, MRS is providing a Virtual Speaker Practice & Technical Check Room on the virtual platform. The room allows presenting authors to familiarize themselves with the functionality of giving a virtual presentation. You should test your microphone, video camera, and sharing your screen in order to give a smooth and trouble-free presentation. The Speaker Practice & Technical Check Room will be open each day between 7:00 am – 11:00 am and 3:00 pm – 9:00 pm ET.
  • Join Session (Mandatory)
    Presenters must join their session 20 minutes prior to the start of their live session. Example: if your session starts at 8:00 am, you will need to join your session between 7:40 am – 8:00 am, even if you are presenting at 9:15 am.

    Enter the session by clicking the Join Session link on the platform. During the 20 minutes prior to the session starting, all presenters and Session Chairs will receive instructions for the flow of the session and will ensure all equipment is set up and ready to go when the session goes live.

  • MRS strongly encourages all presenters, both onsite and virtual, to record and upload a pre-recorded audio over PowerPoint version of their presentation, which should be saved in either an .MP4 or .MOV format.  This will provide a wider audience for your talk and provide all registered attendees, both onsite and virtual, the opportunity to view all 2021 MRS Fall Meeting presentations on their own schedules.  Registered attendees will have access to the virtual meeting and will be able to view on-demand content until January 15, 2022. Instructions for creating and uploading an on-demand presentation are posted here. The deadline to upload your recorded presentation is November 24.

  • Poster presenters should break up their poster into three or four slides for ease of viewing.
  • Virtual poster presenters must upload an on-demand recording by November 24, 2021 to be considered for a Best Poster Award. All Best Poster awards, including poster presentations given during the virtual meeting, will be announced onsite in Boston on Tuesday, Wednesday and Thursday at 8:15 pm ET.


MRS Recording Policy

Recording of Presentations is Strictly Prohibited
No individual or entity—including a presenting author—may electronically record or broadcast any portion of the MRS Meeting without prior written consent of MRS. Unauthorized recording (audio, video, still photography, etc.) of presentations during sessions, posters, workshops, tutorials, etc., without the express written consent of MRS and individual authors is strictly prohibited. MRS reserves the rights to any approved audio and video production of presentations at all MRS events.

Press representatives must receive a Press Pass and photo/recording permission from MRS.
Those who do not comply with the MRS recording policy may be asked to leave the premises.

Photo Policy

Attendees or exhibitors are encouraged to network and enjoy the meeting experience. As such, capturing memories of casual meeting activities and networking is permitted with the permission of those being prominently photographed. Photographing formal meeting presentations, posters, or displays is forbidden without permission of MRS and the presenter.

Those who do not comply with the MRS photo policy may be asked to leave the premises.

Videos and Photos for MRS Use

MRS Meeting attendance implies your consent to be photographed, filmed and/or otherwise recorded for use on the MRS website or news publications. Please note that no technical presentations will be recorded without prior consent of MRS and the authors.

If you have further questions, please contact us here »

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