Session Chair Procedures

Thank you for being a session chair.  Your role as a session chair is to assist the smooth flow of your session, including ensuring that:

  • The session environment is free of distractions
  • The equipment for speaker support (lighting, audio-visual equipment, and microphones) is satisfactory
  • The speaker talks follow the program schedule and stay on time.

Operational Procedures

  1. Please familiarize yourself with the audio-visual equipment in the room, and with the accompanying “Presentation Guidelines” that all authors have received.  You should plan to be in the room 15 minutes before your session and during scheduled breaks to help authors who may need assistance in setting up their personal equipment.  A timer, microphone, and laser pointer will be available.  Please leave these items in the room for the next session. 

  2. EMC has a student awards competition. Student papers may be scored by EMC committee members, invited organizers, session chairs, or experts in the field identified by the session chair (at the discretion of the session chair.) Session chairs are strongly encouraged to identify at least five eligible individuals to assist with student scoring prior to the start of the session. (A minimum of five scores are required for students to be eligible for the competition, individuals should not score papers if they are the faculty advisor or co-author.) Please provide these individuals with copies of the paper ballots which are located on the table at the front of the room.

  3. Consult the Session Sheet (placed on the table in the front of the room and posted outside your meeting room) for the latest program information. 

  4. At the beginning of your session, make any general announcements, including any known program changes. At the beginning of each talk, introduce the Speaker. If a presentation is by a student, please note that it is a student presentation when introducing. Use the Session Sheet as it contains the most up-to-date information.

  5. Presentations are for a total of 20 minutes (up to 17 minutes presentation and 3 minutes for questions).  As a courtesy to attendees and other speakers, interrupt the speaker if he/she is not finished at the end of his/her time.  It is important to maintain published program times in order to maintain the alignment of parallel sessions. 

  6. If you have a “no show,” do not rearrange the schedule of presentations.  Use the open time slot for discussion or review.  Start the next presentation at the time indicated in the program.



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