5 MISTAKES THAT WASTE TIME BEFORE A SCIENTIFIC CONFERENCE

I still remember those sleepless nights before my conferences. The race against time to finalize my posters, the trips back and forth to the printer, the slides redone at the last minute because “something wasn't right” without really knowing what. At the time, I would have given anything to get just a few hours of sleep.

Now that I've switched to graphic design, I realize how much time I wasted because of certain mistakes. Mistakes that I still regularly see among the researchers I work with, and which could easily be avoided.

Here are 5 pitfalls you should avoid.

1. Waiting until the last minute to choose the print format

The pitfall: You finalize your poster two days before the deadline, and it's only when you contact the printer that you discover they don't do vertical A0 format, or that delivery takes five business days.

Why this wastes time: You either have to completely redo your layout, find another printer urgently (often more expensive), or review your entire graphic design to adapt it.

The practical tip: Check the technical requirements before you even start your design:

• Exact format accepted by the conference (A0, A1, custom?)

• Orientation (portrait/landscape)

• Deadlines and prices from several printers

• Required file format (PDF, minimum resolution)

I recommend that you have this information at least 3 weeks before the conference.

2. Neglecting visual hierarchy from the outset

The pitfall: You write all your content in PowerPoint or Word, then try to “make it look nice.” The result: you spend hours moving blocks around, enlarging titles, searching for the right font... without ever being satisfied with the result.

Why it wastes time: Without a clear visual structure from the outset, you end up with multiple versions, ask 10 different colleagues for their opinion, and constantly redo your layout.

The practical tip: Before designing anything, ask yourself these questions:

• What is THE main piece of information I want to convey?

• What are my three key messages?

• What is the logical visual flow? (left to right, top to bottom?)

Make a quick sketch of your structure on paper before you start using the software. This 15-minute step can save you hours of restructuring.

3. Treating figures as a final step

The pitfall: You insert your graphics and images at the end, thinking, “I'll adjust the size according to the space left.” Except that your figures are illegible, the captions don't fit, or the colors clash with the rest.

Why it wastes time: You have to redo your graphics with larger fonts, regenerate your images in a higher resolution, or reorganize everything because your visuals take up more space than expected.

The practical tip: Prepare your figures before layout:

• Export them in high resolution (minimum 300 dpi for printing)

• Standardize fonts and text sizes

• Use a consistent and accessible color palette

• Check that captions are legible from a distance (general rule: minimum text size 20-24 pt for a poster)

Also keep your source files (R, Python, Prism, etc.). You will probably need to adjust something.

4. Ignoring the constraints of readability from a distance

The pitfall: Your poster looks great on your 15-inch screen... but is completely illegible from 1.5 meters away at the conference. You only realize this when you arrive on site.

Why it wastes time: It's too late to reprint. You spend your time explaining verbally what should be visible, and you miss out on interesting interactions.

The practical tip: Test readability in real conditions:

• Print an A4 version and stand back 2-3 meters

• Minimum size for an A0 poster: title 85-100 pt, subtitles 48-60 pt, body text 28-32 pt

• For slides: test in presentation mode, not edit mode

• Ask a non-specialist colleague to read your poster in 2 minutes and tell you what they remember

Tip I wish I had known: take a photo of your poster with your phone and look at it in thumbnail view. If you can't read anything, it means the visual hierarchy isn't clear enough.

5. Multiplying versions without intermediate validation

The pitfall: You work alone in your corner for days, then send your “almost finished” poster to your thesis supervisor three days before the deadline. He asks you to restructure everything.

Why it wastes time: Redoing a complete layout in 48 hours is a perfect recipe for nervous breakdowns and sleepless nights. Not to mention that you risk rushing the end due to lack of time.

The practical tip: Adopt a step-by-step approval process:

• Step 1 (21 days before): Approve the content and structure with your supervisor (plain text format)

• Step 2 (D-14): Show a first visual draft (even with placeholder images)

• Step 3 (D-7): Near-final version for proofreading

• Step 4 (D-3): Minor adjustments only

This approach avoids unpleasant surprises and allows everyone to plan ahead.

In summary: your anti-stress checklist

✅ 3 weeks before: Check technical requirements and printing deadlines

✅ 2-3 weeks before: Have the structure and content approved

✅ 2 weeks before: Prepare all figures in high resolution

✅ 1 week before: Test readability in real conditions

✅ 5 days before: Final version sent to print

Why these tips work

Because they come from someone who has been there. I have experienced those last-minute rushes, the stress of conferences piling up on top of the stress of lab work and writing. Today, with my designer's eye, I can clearly see where avoidable time is wasted.

Design isn't just about aesthetics: it's primarily a method for structuring information and saving time. A few hours invested upfront in good organization will save you days of hassle.

And frankly, after spending months on your research, you deserve to present your results in the best possible conditions, without having to sacrifice your sleep or your sanity.

Do you find yourself in these situations?

Download the complete checklist so you don't forget anything before your next conference. Because your time is precious and should be spent on what really matters: your science.