Shipping Your Poster to a US Conference

Arrange poster delivery before your presentation, whether you are receiving it at home, on campus, or at a conference hotel. This guide explains how to plan your order and provide the receiving details your destination needs.

Plan production and shipping separately

Most individual posters are ready to ship within 1–2 business days after payment and a print-ready PDF are received. Our standard US shipping option has an estimated transit time of 5–7 business days after dispatch. Production time is additional.

Allow extra time for weekends, holidays, file corrections, carrier delays, and your destination’s internal receiving process. These estimates are not a guaranteed arrival date. If your conference or flight date is fixed, contact us before ordering with your poster size, destination ZIP code, and the date you need the poster in hand.

Standard US shipping rates

An order subtotal of exactly US$80 has US$14.99 standard shipping. Shipping charges and available options are shown at checkout. The shipping estimate starts after dispatch.

Sending a poster to a conference hotel

Ask the hotel whether it accepts packages for guests, how long it will hold them, and whether handling or storage fees apply. Confirm the correct receiving address and any required label format before placing your order.

• Use the guest name that matches your reservation.
• Include the hotel’s full address and your arrival date when the hotel requests it.
• Add any reservation reference or receiving instructions the hotel requires.
• Confirm where and when you can collect the package.

Keep your tracking details available and check with the hotel’s receiving team when the carrier reports delivery. Carrier delivery to the building may happen before the package is available at the front desk.

Sending a poster to a university or research campus

Confirm the address with your department or campus mailroom. A university’s general street address may not be the correct parcel receiving location.

• Provide the recipient’s full name and department or laboratory.
• Include the building, room, mail stop, or receiving reference requested by the institution.
• Use a contact phone number for the recipient or receiving team.
• Allow time for internal delivery from the mailroom to your department.

Choose packaging for your material

Graduate matte and Executive semi-gloss are paper posters. Select protective poster tube packaging when ordering them for US shipping. A poly sleeve alone does not protect paper against bending or crushing.

Jet-Setter fabric folds for packing in luggage and does not require a poster tube. It is a convenient option when you prefer to receive the poster before travelling and carry it with you.

Your pre-order checklist

1. Check the conference’s poster size and orientation requirements.
2. Export and inspect your final PDF, including fonts, images, spelling, and figure labels.
3. Select your material, size, and protective packaging where needed.
4. Confirm your complete delivery address and receiving instructions.
5. Plan for production, shipping, and a receiving buffer before your deadline.
6. Add your deadline to the order notes and contact us first if timing is tight.

Coordinating a group order

For orders of 10 or more posters, request a group quote and confirm the production schedule before ordering. Provide the number of posters, sizes, materials, delivery destination, and event date. Use clearly named PDF files and nominate one receiving contact.

Ready to choose your material? Visit our academic and conference poster printing guide, browse file preparation resources, or email support@conferenceposters.com for help with a US delivery deadline.