Poster presentations are organized in poster sessions with these sessions belonging to the same overall topic organized in neighbouring poster areas. Each session is scheduled on a specific day at a specific time (time blocks 1–4). Therefore, each session has a display time (the actual date of display) as well as an authors in attendance time (the actual time of presentation).

Depending on the selected presentation form by the author, a poster is either scheduled for an on-site presentation at a physical poster board in Vienna, or as a virtual presentation at a virtual poster board in Gather.Town. Please note that only a physical board or a virtual board is reserved for an author, not both. It is highly recommended that on-site poster authors also upload their poster as presentation file. This way virtual participants will also be able to see and interact with the on-site posters linked in the programme during the corresponding display time.

On-site poster boards

• Poster boards are in landscape format, and authors can make use of the full dimensions of 1978 mm width × 1183 mm height.
• Pins are used for attaching the poster to the poster board. These are available at the poster board. In case of missing pins, please consult our staff at the facility desk in the respective poster area.
• Conference assistants in the poster area may assist authors in putting up or taking down their posters.
• For each poster board, there is a desk to place a private laptop or other device for additional presentations. European-type power sockets are available.
• The number of each poster abstract and of its corresponding poster board is provided in the appropriate session programme. The first part of this number indicates the poster area and the second part the running number of the respective poster board in that area. The poster area indicators are A. for posters on the second floor (Red Level) in Hall A; X2. and X3. for posters in the basement (Brown Level) in Halls X2 and X3; and X4. and X5. for posters on the ground floor (Yellow Level) in Halls X4 and X5.
• Presenters taking part in the OSPP contest are asked to download a QR code for their abstract and add it to the poster to allow attendees to easily access the judging form.

Virtual poster boards

• The scheduled virtual posters have a reserved virtual poster board in Gather.Town. The number of each poster abstract and of its corresponding virtual poster board is provided in the appropriate session programme.
• A link to access to the Gather.Town space will appear in the programme of the session.
• Virtual posters are grouped in specific clusters where the first part of the poster board number indicates the virtual poster area and the second part the running number of the respective virtual poster board in that area.
• Presenters taking part in the OSPP contest are asked to download a QR code for their abstract and add it to the presentation to allow attendees to easily access the judging form.

Display time

• The general display time is 08:00–19:00.
• Authors of on-site posters are kindly asked to put up their posters as soon as possible on the day of the specific poster session (08:00–08:30, but not in the evening before the scheduled display day).
• Authors of on-site posters are asked to take down their posters between 19:00 and 19:30. After this time, the remaining on-site posters will be removed and disposed of by the conference staff. Those on-site posters will not be stored.

Authors in attendance time

• The authors in attendance time is the time when the respective authors of a poster session must be present at their display for presentation.
• The authors in attendance time of each poster session is given in the programme.
• Depending on their scheduled presentation form (on-site or virtual), presenting authors are either expected to be present at their on-site poster board in Vienna, or at the virtual poster board in Gather.Town as represented by their avatar.

Poster areas at ACV

• All physical poster boards have power supply and a table attached to the board. You can bring your laptop or other device to show additional data, animations, or presentations.
• The tabletop of the table attached to your poster board can be lifted to store items (e.g., your poster tube or jacket etc.). Please note that storing items is at your own risk and this space cannot be locked.
• There are also chairs for those who need a break from standing. Please ask the conference assistants, if you cannot locate a chair and they will be happy to help you.

Poster preparation

On-site posters

• Place the title of your paper clearly at the top of the poster to allow viewers to easily identify your paper. Indicate the authors' names and address information in order to allow interested viewers to contact you for more information.
• Place EGU's official graphic whether you forbid or allow photography of your poster (see above).
• Prepare all diagrams or charts neatly and legibly beforehand, in a size sufficient to be read at a distance of 1.5–2.0 m. The type is recommended to be 2.5 cm high. Use different colours or line-types for each line or bars contained in your graph or chart.
• Organize the poster in a way that it is clear, orderly, and self-explanatory. The poster must cover the same content as the abstract. Label different elements as 1, 2, 3, or A, B, C. This will make it easier for a viewer to follow your display.
• Include the background of your research followed by results and conclusions. The success of a poster presentation is contingent on how well you convey the information to an interested audience.
• Please ensure that the paper you print your poster on does not shine through.
• On-site presenters are requested to also upload their poster as presentation file. The presentation file must be uploaded at least 24 hours prior to your session's start. This way it is ensured that also virtual participants will be able to see the on-site posters linked in the programme during the corresponding display time.
• Furthermore, all poster authors are strongly encouraged to also upload their poster as optional supplementary material. This will allow participants to also view the material in the session programme in case they have missed to see the poster during the scheduled display time.

Virtual posters

• Authors may design their virtual poster according to their preference, though it is recommended that you generally follow the guidelines as for the on-site posters in terms of structuring. It is recommended to design the poster in a way that allows an easy on-screen reading by participants.
• All presenters are required to upload their poster as presentation file. The presentation file must be uploaded at least 24 hours prior to your session's start and will be linked to your virtual poster board and in the session programme.
• Furthermore, all poster authors are strongly encouraged to also upload their poster as optional supplementary material. This will allow participants to also view the material in the session programme in case they have missed to see the poster during the scheduled display time.

Guidance for preparing your supplementary materials & presentation files

• Use font sizes that are large enough to be read for everyone.
• For charts and maps, use colour schemes that allow readers with colour vision deficiencies to correctly interpret your findings. Please check your images using the Coblis – Color Blindness Simulator and revise the colour schemes accordingly.
• Place EGU's official graphic indicating whether you deny or allow photos and screenshots of your live presentation.
• Ensure that all images in presentations that are not yours are credited, including those from Wikipedia or imaggeo.
• If presentations include maps, authors are asked to adhere to United Nations naming conventions. In order to depoliticize scientific presentations, authors should avoid drawing contested borders or using contested geographic names.
• Consider adding the QR code of your abstract which you can find in the abstract information.

Rules and guidance for giving your presentation

• All presenters and any other persons involved in live sessions (conveners, chairpersons, Short Courses presenters, or persons giving laudations to medallists) must be registered for the conference in order to obtain physical access to the conference centre, virtual access to the Zoom meetings, or Gather.Town. Registration is also required for authors of solicited presentations. Without a completed registration, you will not be able to attend any event at EGU23, neither in person nor virtually. The registration is also mandatory for uploading your presentation and supplementary material.
• For virtual presenters, we recommend that you find a quiet space for participating in the live session, preferably in a well-lit area and with a plain and neutral-coloured backdrop. Lighting should illuminate your face (i.e., no window or light source behind you). Please use some form of external microphone or headset during your presentation, as internal computer microphones are often not able to provide sufficient quality sound.
• Acceptance of an abstract and its inclusion in the programme of the General Assembly obliges the author or one of the co-authors to present the contribution at the time and in the manner indicated, on-site or virtually, or to upload a pre-recorded presentation. If you know that your presentation will not be presented in either way, you are kindly asked to withdraw your abstract as soon as possible.

Presentation upload

• All poster presenters (regardless of whether presenting onsite or virtually) are required to upload their presentation file at least 24 hours before their session starts.
• The presentation file can either be uploaded by the contact author (who submitted the abstract) or the nominated presenting author of the abstract.
• Please remember that a paid conference registration (either for on-site participation or virtual participation) is mandatory for the person uploading the presentation file.
• The poster presentation file will be linked in the session programme during the display time.
• The presentation files can be in *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, or *.jpg format. The file size is limited to 50 MB.

Supplementary materials and commenting

• All authors are encouraged to upload supplementary materials (previously called display materials) to accompany their abstracts. These can be uploaded from 23 March and will be made available to registered conference attendees from 23 March to 31 May. Modifications are possible throughout this period.
• Supplementary materials can be in *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, *.jpg, or *.mp4 format and hosted on the EGU23 server, or they can be a *.html linked on the EGU23 website and programme but hosted on the author's own infrastructure. If *.mp4 files are uploaded, these will be submitted to the EGU23 Vimeo channel which will be accessible for registered attendees.
• In addition to the supplementary materials, authors can provide a DOI or URL linking to a presentation they have pre-recorded and submitted to portals like YouTube.
• The file size of supplementary materials is limited to 50 MB per abstract for *.pdf, *.ppt/pptx, *.pps/ppsx, *.png, or *.jpg files, and to 200 MB for a *.mp4 video file.
• If authors opt for the open-access Creative Commons Attribution License (CC BY), their supplementary materials become openly accessible through EGUsphere one month after the conference ends.
• Registered conference attendees can comment on uploaded supplementary materials through the conference platform from 23 March to 31 May, unless the abstract authors have opted out of the commenting feature.

Poster printing service

• A poster printing service will be offered. This service will be located in Hall X5. Posters can be ordered online only in advance or during the conference. The order form, prices, and pick-up times are available at: https://nimmerrichter.com/egu2023/

Poster no-shows

• Inclusion of your abstract in the conference programme obliges you or one of your co-authors to present your contribution at the time and in the manner indicated. If you already know that your poster will not be presented, you are asked to withdraw your abstract as soon as possible. Not only are unpresented posters frustrating for those people present, but they are also costly as the board space is reserved for your poster.
• At the conference, missing presentations are categorized as no-shows if the abstract has not been withdrawn by the time of the presentation as given in the programme. Such no-shows will be noted, and conveners will be informed after the conference. No-show authors will be asked for reasons. Without appropriate reasons, these abstracts and their PDF files will be removed from the conference website and a message 'withdrawn after no-show' is added to the presentation slot in the online programme.