A poster can look elegant on a laptop and become unreadable on a noticeboard. The difference is the viewing situation: someone walking past is farther away, has less time and may be looking through reflections or other visual clutter.
Start by writing the one thing the passer-by should understand. “Community repair afternoon” gives a clearer first impression than a large decorative phrase followed by a tiny explanation. The date and location should then be easy to find without reading a paragraph.
Design for three reading distances
At the farthest distance, the main message should be recognisable. Closer in, the reader should find the essential details. At arm’s length, they can read a short description or use a link. This is a practical way to divide information, not a requirement to use three fixed font sizes.
The University of Colorado Boulder’s poster guidance emphasises short titles readable from a distance, clear language and strong contrast. Although written for research posters, those principles also offer a useful test for a small event notice.
Make a proof before making fifty copies
Print at the intended size or assemble a tiled proof. Put it where the finished poster will sit and step back. Ask someone unfamiliar with the event what it is, when it happens and what they should do next. Watch what they find before explaining the design.
If you include a QR code, test the printed version under realistic light and provide a readable alternative URL or contact method. A code should not be the only place containing the event’s basic details.
Remove a decorative element before shrinking essential text to make everything fit. White space can help separate information that competes for attention. The final check is straightforward: can a person who has never heard of the event understand enough to decide whether to stop?