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 (1) the session environment is free of distractions, (2) the equipment for speaker support (lighting, audio-visual equipment, and microphones) is satisfactory, and (3) 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 “Presentation Guidelines” that all authors have received. You should plan to be in the room 30 minutes before your session and during scheduled coffee breaks to help authors who may need assistance in setting up their presentation.
  2. At the beginning of your session, make any general announcements, including any known program changes. At the beginning of each talk, introduce the Speaker to the audience.
  3. A timer and laser pointer will be available. Please leave these items in the room for the next session. 

Program Procedures

  1. Consult the Session Sheet (given to you and posted outside your meeting room) for the latest program information. Invited talks are 30 minutes; Contributed talks are 15 minutes.
  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 your meeting room has people standing, 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 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.

Program Change Procedures

Post any last-minute change to the program on the sign at the entrance to your symposium.

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





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