All Collections
Help for Event Organisers and Admins
Set up a Poster Hall as part of your event
Set up a Poster Hall as part of your event
How to set up a social poster hall, automate your poster certificates and award prizes.
Phil McElnay avatar
Written by Phil McElnay
Updated over a week ago

Posters are one of our favourite features on MedAll πŸ™Œ and in this guide, we're going to show you how to create a social and interactive poster hall that looks like the below image, but with your logo instead of MedAll's:

1️⃣ Get Started

β†’ Login to MedAll for Organisations

β†’ Click on 'Events' > Your Event

β†’ Navigate to Next Steps, and click 'Create a Poster Hall'

Note: If you haven't already set up your event, check out this helpful guide first.

2️⃣ Creating your Poster Hall

Firstly, add the abstracts you would like to invite to your poster hall. You can add multiple abstracts in-one-go using the 'Bulk Load Posters' button.

Step 1: Create a spreadsheet of all the poster presenters you would like to invite to present their poster

You can upload a spreadsheet of abstracts in .csv format to add many abstracts in a few seconds.

To do this, use your normal spreadsheet tool (Excel, Google sheets, Apple Numbers, etc) to format your spreadsheet using the headers shown on the bulk load tool.

The first row in each column of the spreadsheet should be entitled exactly (including underscores) as you see in the bullet points listed on the page.

Follow the instructions we have listed, included below πŸ‘‡

πŸ‘‰ Once completed, this will lead to a spreadsheet that looks like this πŸ‘‡

We also have a sample file which you can use as a template. You can access it by clicking on the 'Download sample file' button shown below. You can simply copy the information into each column here and save as a .csv before uploading:

Step 2: Upload the .csv file with all of the presenter details + abstracts

On the bulk load page, click 'browse', choose your .csv file and click 'Perform Bulk Load':

Your abstracts will begin to load into MedAll. For most events this should take maximum of a few minutes.

Tip: For a small number of posters you can add individual abstracts. Head to the posters tab on the left of the screen and click "Add a poster" button:

Step 3: Send invitations to upload posters

Go to the posters tab on your event:

Click 'send invitations'

πŸ‘‰ This means, poster presenters will now receive an invitation to upload their poster.

3️⃣ Share your poster gallery details with delegates

When authors have added posters to your event, you will see a poster hall link on your event page, where registered delegates can see the posters:

Once you've followed the above steps, you will now see 'share the poster hall' in your event admin dashboard as shown below:

Once you click into it, you will see the following options:

  • With separate access code: Use this when you want to provide the link and access code separately and ensure that users are prompted for the access code.


  • **With access code embedded: Use this to provide one-click access to the poster hall.** You can paste this into the conference chat or email it to delegates.

  • With a QR Code: Use this to provide access with a scannable code. You can print out or display images of your QR code around the venue. This means delegates can scan the QR at any time and access/interact on the poster hall from their own personal device - perfect for face to face and hybrid.

[Optional]: For in-person delegates

  • Add your poster hall to plasma screens for your event and feature the MedAll poster platform on them around the room.

  • Link an iPad or tablet up to each screen so your attendees can scroll through at their leisure.

πŸ‘‰ Delegates can view your fully automated poster hall using these details πŸ™Œ

4️⃣ Editing your Poster Hall

If you need to make changes to your poster letters or presentation after they have been distributed, you can easily do that by:

  • Login to your MedAll for Organisations account

  • Select the relevant event

  • Click 'Manage Poster Hall'

  • Click on the poster which requires details to be changed:

    • Click the pencil to make changes to the poster details

    • Edit the fields which require an update

    • When finished making changes click 'update poster'.

    • Regenerate the letter/certificate with the updated information.

Did this answer your question?