Session Chair Procedures

Your role as a session chair is to ensure (1) the session environment is distraction free, (2) the equipment for speaker support (lighting, audio-visual equipment and microphones) is satisfactory, and (3) the presentations follow the scheduled program. 

Operational Procedures

  1. You should plan to be in the room 15 minutes before your session and during scheduled coffee breaks to help authors who may need assistance in setting up their presentation.

  2. Familiarize yourself with the audio-visual equipment in the room and with the accompanying “Presentation Guidelines” that all authors have received.

  3. A microphone, PC computer, projector, timer and laser pointer will be available. Please leave these items in the room for the next session.

  4. A Session Sheet containing the latest program information will be placed in the front of the room and posted outside the meeting room.

  5. At the beginning of your session:

    • Make any general announcements, including any known program changes.
    • Announce that taking photographs during the technical sessions is not permitted.
  6. At the beginning of each talk:

    • Introduce the Presenter to the audience.
    • Indicate his/her name and university affiliation.

Program Procedures

  1. Consult the Session Sheet (located in the front of the room) for the latest program information.

    • Plenary presentations are 45 minutes (40 minutes/5 minutes for questions/answers)
    • Keynote presentations are 40 minutes (35 minutes/5 minutes for questions/answers)
    • Invited presentations are 30 minutes (25 minutes/5 minutes for questions/answers)
    • Contributed oral presentations are 15 minutes (12 minutes/3 minutes for questions/answers)
  2. 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 facilitate attendee scheduling.

  3. If session appears to be standing-room only, there may be available seats throughout the room. Please ask attendees to move over to enable seating access by others.  Then ask those standing to come forward to take a seat.  Remember, it’s normal for all sessions to experience standing-room crowds at times. Staff will intervene as possible if such overcrowding persists throughout the day.

  4. If you have a “no show,” do not rearrange the schedule of presentations.  Use the open time slot for discussion or review.

Thank you for your help! It is very much appreciated.