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Using Our Poster Service

Booking-in procedures

You can book-in your poster file via e-mail attachment to the Poster Service at

In your e-mail message, please include your full name, departmental address and contact details, also the final size of poster required and time/date deadline for collection.

If you are a member of staff or student from Cardiff University, you will need to raise an official Oracle Purchase Order on the Oracle Finance System to BLS - Media Resources.

Once the requisition has been processed by Purchasing, the official Oracle Purchase Order will automatically be emailed to the Poster Service. Once your Purchase Order has been received it will be treated as confirmed.

If you are a member of staff from Cardiff and Vale University Health Board or external/private requester, you will be emailed a pdf file of our Chargeable Work Form (CWF) to complete and return/fax to our Reception Desk – Fax: 029 2074 2120 – as soon as possible.

Alternatively, you can also book-in your poster by calling in to our Reception Desk (located on the Upper Ground Floor, A-B Block Link Corridor, University Hospital of Wales, Heath Park Campus, Cardiff), completing a Poster Request Form and submitting your poster file on either USB memory stick or CD, along with a hard copy printout of your poster (if possible). (N.B. We may not be able to remove your file immediately from your USB memory stick as we have to scan the files for viruses, so you may have to leave it with us while we process your poster.)

Please re-name your poster file to make it unique: e.g. Your surname, followed by the meeting abbreviation or venue or poster title keyword. (We receive a lot of poster files called 'poster'!)

Important Notice: We CANNOT release your final poster until we have received either an official, authorised Oracle Purchase Order or a CWF with the correct cost codes and billing information.

See our designing your own poster web page for helpful advice about good poster design, including poster sizes, costs and ordering protocols. 

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Poster Design Service

As the Poster Design Service is normally extremely busy, we encourage clients who have used PowerPoint to design their own posters by following the help and instructions on our web pages.

However, if you do not have access to a computer or have never used PowerPoint or other graphics programs, you can take advantage of our Poster Design Service (please note that this Design Service is limited and is subject to current workload restrictions). 

Please prepare your text as an unformatted Microsoft Word or Notepad document and come in to meet with one of the Graphics Team to discuss your requirements. Remember to allow extra time for us to design your poster, i.e. a minimum of 10 full working days will be required before your file will be booked-in for a poster to be printed.

We will then print an A3 poster proof free of charge from your file for you to check. Please ensure that you thoroughly check all spelling, diagrams, figure numbers, etc. as well as the printed colours at this stage.

If there are no corrections, you can either contact us by e-mail (our preferred method) or telephone with your instructions to print.

Mark any minor corrections clearly on the A3 poster proof and bring it back to our Reception Desk at the Heath Park Campus as soon as possible at least 2 days before the agreed deadline.

N.B. Please do not submit another version of your file at this stage, as we will have already processed your original file to make it suitable for printing, i.e. added correct resolution logos, etc.

We will amend the working file if a couple of minor corrections are necessary, and print the final, enlarged version for you. If you then find further mistakes that need correcting, you will be charged for a second A3 proof printout if you require it.

If there are lots of corrections, i.e. more than 3 or 4 minor changes, please submit a corrected version of your file.

Once printed, you will be advised via e-mail that your poster is ready for collection. 

Your final poster will be rolled up and put into a cardboard transit tube for ease of carrying (unless you have instructed us otherwise).

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Please do not leave your request for poster printing to the last minute! Allow yourself plenty of time for the design stage and us plenty of time for processing and printing the final poster.

Unfortunately, A3 proofs will not normally be provided for urgent poster orders required in less than 2 full working days.

Be aware that the deadline time/date you require your poster is not the first day of the meeting or conference, etc., it is the last day you are able to collect your poster before travelling.

Normally, depending on current workload, we prefer to have at least 6-10 full working days to produce your poster, and longer if we are undertaking any design work or scanning, etc. for you. This allows us a buffer zone.

Please remember that yours will not be the only meeting or conference we are producing posters for. Therefore, during exceptionally busy periods, our normal turnaround times will probably need to be extended. You will be advised of any change to our normal service when you book-in your poster.

If you require your poster urgently (i.e. within 5 full working days) then a 50% surcharge will be added to the prices listed on our web pages. (N.B. Poster files need to be received and booked-in BEFORE 11am each working day to be included within a ‘full working day’.)

If you are using the Poster Service from outside the Heath Park Campus and are relying on the Post Office or external couriers for receiving/returning proofs or receiving final posters, please allow plenty of extra transit time.

The Media Resources Centre cannot, in any circumstances, guarantee deliveries by external parties.

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If you require any further information or encounter any problems producing your poster design, please contact:

Poster Service

Phone:029 2074 3304