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Guide for Presenters
We will provide for each session room an assistant, a laptop, video-projector, lavaliere microphone, and laser pointer. The laptop will have Windows XP, Adobe, Media Player, and PowerPoint. Presenters can bring their presentations on a CD/memory stick or can use their own laptop.
Be in the room as early as possible, preferably 15 minutes prior to start of the session. Contact the session chair and tell your name and title of the presentation so that he/she knows and acknowledges that you have arrived. Ensure that you are able to load your presentation.
The time for each presentation is 20 minutes (TOTAL), which includes 15min for the presentation and 5min for Q&A.
Our primary importance is to keep the program running on time. The key attribute of a Session Chair is therefore timekeeping. Please assist him or her by keeping your presentation within time limits.
Guide for Session Chairs
It is not an overstatement to say that the most important people to the successful running of a conference are the Session Chairs. They, and their audio visual support team, make the difference between a smoothly run program and a disorganized shambles! The Conference is therefore in your hands, and we have done and will continue to do our utmost to support your vital role during the conference.
We will provide for each session room an assistant, a laptop, video-projector, microphone, and laser pointer. The laptop will have Windows XP, Adobe, Media Player, and PowerPoint. Presenters can bring their presentations on a CD/memory stick or can use their own laptop.
As Session Chair your responsibilities will be to:
1. Please review the content of your Session in final program and take note of any last minute amendments - sorry, these are unavoidable.
2. Be in the room as early as possible, preferably 15 minutes prior to start of the session. Check that the audiovisuals (including converter plugs) and the assistant are there, check that all speakers are there, identify which of the named authors is going to present, learn how to pronounce their names, handle any last minute changes in presentation order, ensure that inexperienced presenters are able to load their presentations, remind authors about the amount of time available to present (generally a TOTAL of 20 minutes per talk - 15 minutes presentation, 5 minutes Q&A).
3. Provide a short introduction of the speaker and authors.
4. Enforce time the limit of 15 & 5 minutes per talk- IMPORTANT, see below.
5. Chair questions from the audience. Generally it is
good practice to repeat (and, if necessary, translate) any questions from the audience so that everyone, especially the speaker, can hear and understand. It is also good practice to prepare a question for each speaker in case it is needed when none are forthcoming from the audience - it is disheartening for a young speaker to travel half way around the world and then for no one to show any interest.
DON'T accept several questions when the speaker has already over-run their allocated time - point out that there is a some 'networking' time scheduled in the conference and that those interested should continue their discussions over the coffee and food generously provided for this purpose by the organizers. Such networking is a key aim of the Conference Organizers.
6. In the event that a speaker does not turn up to present, move forward the presentation times of the other speakers. The Chair could use the additional time at the end of the session for extended question and answers from other talks or a general discussion on the session.
Our primary importance is to keep the program running on time. The key attribute of a Session Chair is therefore timekeeping - and firmness with the inevitable offenders sent to test us!
It will obviously help if you stress this to the speakers individually in advance. Also announce it publicly at the start of the session. The speaker has therefore no excuse and the audience will be on your side.
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