GUIDELINES FOR SESSION CHAIRS

The role of the Chair is to coordinate and ensure the smooth running of the session. The Chair:

• Contacts the speakers before the session, to verify who will present and to preempt any technical problems.
• Begins and ends each session on time. Each session lasts 80 minutes, with 20 minutes allotted to each presentation on sessions with 4 speakers or less, and 16 minutes on the exceptional cases where there are 5 speakers in a session.
• Introduces the speaker and the title of each presentation.
• Ensures that presentations are made in the order shown in the program, to allow participants to jump between sessions. If a speaker cancels or does not attend, the original time schedule should be adhered to rather than sliding every talk forward.
• Completes the session attendance form (forms will be in the room).
• When appropriate, produce visual warnings to the speaker on how many minutes (e.g., 5, 2) are left, using simple gestures or prepared cards.
• Asks for questions and thanks the speaker.

GUIDELINES FOR SPEAKERS

Audio-Visual services

All session rooms will be equipped with DLP/LCD video projectors. Laptops will be available if requested at least 15 minutes before the beginning of the session, but we recommend that you bring your laptop to ensure that you will give your presentation with the right version of the software, with all fonts and types needed, so that the presentation looks like you have planned and designed it. Please note that overhead projectors will not be available.

Please follow these guidelines to ensure a successful presentation:

• Bring your laptop to your session and bring your power supply cord with you.
• You may need an adaptor to connect your computer to the local voltage (220) and wall plug type.
• If your laptop is a Mac, bring the required adapter for the external video output.
• Arrive at your session at least 10 minutes before it begins. All presenters in a session should set up and test the connection to the projector before the session begins.
• We encourage speakers to put their presentations on a USB data stick (USB pen) as a backup.

Speaker information

The location of your session is shown in the Abstracts section of the Conference Programme book and in the Master Track Schedule. Please be on time for your session, check in with the session chair, and test the A/V equipment.

Time your presentation to fit the allotted time (20 minutes for 4 speakers or less in a session, 16 minutes for the exceptional cases where there are 5 speakers in a session), including time for questions and audience participation. Presentations should be limited to key issues with a brief summary. Feel free to bring along copies of your paper to distribute or to provide a handout with related information.

No proceedings with complete papers are produced for this meeting. To obtain complete copies of any papers abstracted in the program, please contact the authors directly at the address supplied with each abstract.

For assistance during your session

One or more session assistants (student volunteers) will be available at each room. If you have problems in your session room related to AV needs, if you need a laptop or if you have any other requests, address a Student Volunteer in the area to ask for assistance.

Download a pdf version of the guidelines for session chairs and speakers.