Submitting Your Poster

1. Your name & department.

2. The size you wish your poster to be printed, e.g. A0, A1, 900mm x 600mm etc.

3. The type of material, paper or foldable fabric.

4. The software program and the version (e.g. PowerPoint 2013, Adobe CC Photoshop, Illustrator etc.) Also the computer platform you used to create the file, either Mac or PC.

5. State if lamination is required, and if it is required, please state whether you want a gloss or matte finish. Please allow an extra 2 working days for the lamination process.

6. Use – internal UCL or public presentation

7. Tell us the very latest date you can collect your poster.

8. Method of payment

9. Is your poster GDPR compliant?

10. Are any images subject to copyright? Images downloaded from the web are subject to copyright unless permission has been waived.

We are unable to accept your order without all these details.

Please note:

• We reserve the right to refuse your request to print a poster or use our Poster and Large Format Printing service, should we deem this necessary.

• For printing your poster, where possible we try to complete the work in 2 full working days for correctly formatted files. However at busy peak periods, this could increase to 4 to 5 working days, to print your poster. Therefore, please allow as much time as possible, for your poster to be printed.
   
• Also, please allow an extra 2 working days, if your printing requires lamination.

• For larger orders please contact us in advance to arrange a suitable submission deadline.

• Please supply a  high quality PDF along with your original file. 

• Posters may be charged to your department, please check that this will be the case and ensure you have details of the person authorising IDT payment before submitting your poster. See payment options for further information.

• We offer help and assistance in producing your poster, however please note, this is a bureau service and although we always check and anticipate for formatting errors, sometimes it is not possible to amend certain errors found.

• To produce your poster we use Canon PRO 2000 and 4000s, iPF8400 professional-quality inkjet printers that prints to 42 inches or 105cm wide. All posters are printed on high quality satin photo or fine art 190 gsm paper; or a lightweight, foldable fabric. Alternative paper types are available upon request.

• When collecting your finished poster print from our office, please check that everything on your poster is correct and as you expect e.g., colours, text, images, graphs, tables and diagrams etc.. We cannot accept any responsibility or print your work again, if you later discover any errors or mistakes once you have paid, signed for and collected your work from our office. 

Files must be submitted as a high resolution PDF and the native file. We will generally print from the PDF version, so please check that it looks correct. 

Send your file via an email attachment (no greater than 10 MB) to: posters@ucl.ac.uk 

If your files are larger than 10 MB, then please upload to UCL Dropbox.

IDT (Inter-Departmental Transfer)

If a UCL department is paying for your poster, i.e. paying by IDT, then when sending us your poster file(s) e.g., PDF, PowerPoint etc., then we also need the following details:

(NB: Please ask your department's admin for this information)

• Department code: e.g., FJ8 (Educational Media)
• Project code: e.g., 5xxxxx (6-digit number)
• Task code: e.g., D-CON, D-OTH, D-TRA, 100 etc.
• Award code / number: e.g., 123456 (6-digit number)
• Name and email address of the IDT approver

Please note:

For the IDT approver:

• Please 'cc' and include the 'IDT approver' in your email request.
• NB: Please, do make sure the named 'IDT approver' is an Authorised Signatory through MyFinance. Only authorised signatories can approve payments and IDTs through MyFinance. Please ask your department's admin team for this information.
• This will help avoid any delays in printing your poster and speed-up the process.

• The cost of your poster may be covered by your UCL department or research group, all such payments are made through UCL MyFinance via an internal departmental transfer (IDT).

• To process the payment, please supply the details and of the name of the person / administrator who will be approving the IDT via MyFinance and the project/grant code to be charged.

• Without this, we cannot start the printing of your poster.

• To smooth the process, we will raise an IDT in MyFinance and send it to your department for approval.

• For external users of our service we can accept either credit or debit card payments. 

• All UCL students are welcome to use our service. Undergrad and postgrad students can pay by credit or debit card, where this is appropriate. VAT will be added to card payments.

• For UCL staff, we have to advise that UCL Finance will not allow you to reclaim this as an expense and card payments will only be taken on this understanding. All card payments incur the additional VAT cost.

• Before collecting, it is always advisable to check with us that we have all the necessary information/approval, as your poster cannot be released until we have all the correct payment information.
   

NB: For card payments, please note, any charges must be paid before any posters can be printed. Card payments can be made using one of the following methods:

• In person at our Cruciform office. Our office address can be found on our Visit Us webpage.
• Over the telephone, by calling our poster service on 020 3108 9347 and providing your card details.

A basic guide for the costs in producing your poster can be found on our charges page here.

Refunds

Please note: 

• We cannot offer any refunds once a payment has been processed.

For printing your poster, where possible:

• We try to complete the work in 2 working days.

However, during busy periods:

• The number of days required to complete work could increase dramatically e.g., 4 to 5 working days. Therefore, please allow as much time as possible when submitting your poster to be printed.

You should also:

• Always allow an extra 2 working days if you require lamination.

For larger orders, please contact us in advance to arrange a suitable submission deadline.
 

What Is One Working Day?

Please note, one full working day is equivalent to:

• 9.00 am – 5.00 pm, weekdays, Monday to Friday

NB: The Poster Service is closed outside of these hours. It is also closed at weekends; bank holidays and UCL closure days.

So, the earliest collection day, for a poster request sent to us on a Monday, between normal working hours of 9.00 am – 5.00 pm, would be:

• Thursday — 2 full working days for processing

If you require lamination (2 extra working days), the earliest collection day would be:

• Monday, the following week — 4 full working days for processing

Please note:

At busy periods, the number of working days required for processing a poster could increase drastically.

When collecting your finished poster print from our office:

• Please check and make sure that everything on your poster is correct and as you expect e.g., colours, text, images, graphs, tables and diagrams etc..

We cannot accept any responsibility or print your work again, if you later discover any errors or mistakes once you have paid, signed for and collected your work from our office. 

Do: 

• Do leave plenty of time to have your poster printed.

• Do try to collect your work yourself to check it is correct.

• Do use high value dpi images (e.g. 100dpi at 1:1 final size).

• Do check your poster conforms to UCL Brand Guidelines & your conference specifications.

• Do supply a high quality PDF along with your original file. We print from the PDF so please ensure it is correct.

• Do save your file in the program it was made in: e.g. Save PowerPoint 2007 files as pptx.

• Always leave a border of 1.5cm to allow space for trimming.

Don't: 

• Don’t use multiple layers of transparency in PowerPoint.

• Don’t use high contrasting gradients in PowerPoint.

• Don't put the contents right to the edge of the poster (apart from the UCL banner).