September 16, 2025
Many events – such as academic conferences, industry expos, university showcases, startup pitch competitions, art exhibitions, and research symposiums – include poster sessions, project showcases, pitch decks, or digital galleries as a vital component of the program. These sessions help highlight innovative work, foster networking, and encourage attendee engagement. However, collecting, organizing, and presenting these materials can be a logistical challenge for organizers, especially when managing dozens or even hundreds of submissions.
To simplify this process, several years ago, Whova released the Artifact Center (also known as the Poster Center), a powerful tool that helps organizers automatically collect poster titles, presenter information, PDFs, slides, images, and more. Since then, thousands of organizers have used it to streamline poster sessions, run engaging contests, and spotlight presenters through dedicated poster webpages that can easily embed into events’ own websites within just 3 minutes.
To further improve poster quality and simplify the submission process, this year, many organizers have turned to Whova’s Call for Speakers to run a Call for Posters. This all-in-one solution allows them to easily collect, manage, and review poster submissions, saving dozens of hours of manual work. Organizers can effortlessly gather poster files (such as PDFs), send acceptance or rejection notifications, manage waitlists, and handle conflicts of interest – all within a centralized system.
With so many organizers now using Whova’s Call for Speakers to run their Call for Posters, we’ve added a helpful enhancement to make the process even more seamless: streamlining accepted submissions from Call for Speakers to the Poster Center. This new feature allows you to effortlessly add accepted submissions into the Poster Center in just 3 minutes – eliminating tedious copy-pasting and ensuring all poster details are transferred accurately and instantly.
You can streamline all accepted posters at once or selectively by track, session type, or tag. Any details can be edited afterward, and presenters can update their own information and upload final PDFs, slides, or images directly through the Poster Center – saving you time while keeping everything organized.
In addition to saving hours of manual work, this enhancement keeps your event content consistent across platforms, speeds up website preparation, and improves coordination among team members. It’s a simple yet powerful way to run a more efficient and professional poster session.
Seamlessly Move Submissions to the Poster Center
You can add accepted poster submissions from Call for Speakers into the Poster Center either in bulk or individually, giving you flexibility depending on your workflow.
To add posters in bulk, go to the Poster Center and choose “Add from Call for Speakers.” From there, you can choose to import all accepted submissions, or select specific ones based on track, session type, tag, or by manually picking them.
Quickly filter and import accepted submissions by key details, or manually select the ones you need.
This is a great way to populate the Poster Center quickly, allowing you to save time and effort by bringing in all applicable submissions at once.
If you need to add a poster individually – for instance, you need to reassign a main session poster to a poster session – it’s just as easy. Navigate to the Call for Speakers submission dashboard and find the specific submission you’d like to add. Click the three-dot menu and select “Add to Poster Center.”
Easily import individual accepted submissions into the Poster Center.
Whichever method you choose, all relevant information is carried over automatically, keeping your data accurate and your workflow efficient.
Fine-Tune Submissions Without Losing Original Data
Once you’ve imported accepted submissions into the Poster Center, you have full flexibility to make updates as needed without changing the original information stored in Call for Speakers.
For example, if you’d like to revise a poster title, update a summary, or adjust presenter details before publishing, you can do so directly within the Poster Center. These edits are independent, meaning the original Call for Speakers submission remains untouched and available for reference at any time.
Easily preview the submission and edit the details after importing – without affecting the original submission.
Even better, presenters can still edit and update their own information on the Whova App and the separate personal forms, including uploading final files like PDFs, slides, or images. This not only ensures accuracy but also helps reduce unnecessary back-and-forth communication, keeping your workflow as efficient as possible.
Reclaim Your Time with Smoother Set Up
From collecting submissions to presenting polished posters, Whova’s integrated tools make organizing engaging presentation sessions a breeze. Linking Call for Speakers with the Poster Center streamlines your workflow, allowing you to seamlessly move from acceptance to presentation with less manual work and a smoother experience for both organizers and presenters.
Want to see how it works? Request a free demo or reach out to your Whova representative to learn how these tools can support your next event.