Meet with all your speakers 15 minutes before the start of your session. At that time, make needed introductions and help them feel comfortable with the room arrangements and fellow participants. Discuss their positions at the podium and remind them of their time limitations. Have all your speakers tried out their laptops, viewgraphs, and the microphone to determine any required assistance and to ensure a reasonable comfort level.
Describe to your speakers the method you will use to notify them when they are nearing their presentation time limit and how you will interrupt them if they have reached the end of their allotted time. Try to leave time for pertinent questions and answers (especially if the talk is particularly inspiring or controversial). If however, all time has expired for that speaker, it is acceptable to ask the audience to discuss issues with that speaker after the end of the session. It is up to you as the Session Chair to ensure that ALL speakers receive their allotted time and that the audience has an opportunity for their questions and comments.
Organizing Committee wants to promote audience feedback whenever the speakers are presenting products, directions or methodologies. It is, therefore, important to have these speakers honour at least a minimum of 5/10-minute question/answer/comment/panel discussion period.
Inform your speakers of the exact time that each of their talks are to begin and remind them that attendees are free to get up and move to another session after each talk. Two or three minutes should be allocated for this anticipated movement of people from session to session. Further explain that because of this expected movement, it is particularly important for each talk to finish on time AND for the next speaker to begin at the appropriate time (even if the previous speaker ends early). You can help facilitate a smooth change between speakers by asking the next speaker to begin moving toward the front and even switching laptops while the questions and answer session unfolds.
When Your Session Begins
• Concern yourself with the environment - check sound and lights. If there are problems, either a Local Arrangements Committee staff member will assist or someone could be sent to the nearby help desk for assistance. Directly ask members of the audience if they can see you and hear you clearly. Your audience will appreciate that you are in charge and concerned about them and the quality of the session.
• Using the microphone, formally announce the beginning of the session. If needed, politely encourage the audience to settle into their seats and conclude their conversations.
• Introduce yourself as Session Chair and give your affiliation.
• Ask attendees to complete a Technical Presentation Evaluation Form for each talk during your session.
• For each talk, introduce the speaker; give their affiliation and the title of their talk. It is nice to give a brief introduction of the speaker -- perhaps their background, or how their talk fits into the scheme of the session or conference. You may wish to use the published abstract as a starting point for this “introduction” material.
During Each Presentation
• It is up to you as the Session Chair to assist your speakers if there are problems. If the speaker’s presentation is not displaying well, please find assistance to adjust the equipment. If lights need to be dimmed, please ask someone (Local Arrangements Committee staff member) to do it. If the speaker cannot be heard or cannot be seen, you should politely try to correct the situation.
You must keep track of elapsed time during a presentation:
• At 20 minutes of a 25-minute talk, give a *signal* to the speaker (could be card raised or low voice). Adjust as necessary for longer presentations.
• Question/Answer Period: If time permits, the Session Chair should invite questions if the speaker does not do this.
• An excellent Session Chair will have at least one general question ready for each speaker in order to help get the discussion off the ground, should the audience be reticent.
• A really excellent Session Chair will actually ask each speaker for a potential “seed” question for you to ask should the opportunity be available!
• When questions are asked, make every effort to get a microphone to the questioner (more important for the large general sessions than for the parallel sessions). If this is not possible, remind the speaker to repeat the questions, or repeat the question yourself if you are in a better position to hear the question. Use your own judgment regarding the need for this depending on room acoustics.
• As the allotted time for the speaker’s talk ends, initiate applause for the speaker.
At the End of the Session
When the last speaker’s presentation and questions/answers have concluded, THANK the audience for attending and state that your session is now completed. Remind attendees to go to the online evaluation system shortly before leaving the conference and complete their evaluations. The link is listed in the program and the pocket schedule. Thus end your duties as Session Chair! Outlook Conference is vital only through your volunteerism and participation.
**Note: Organizers reserve the right to adjust the talk duration for adjustment in program.
A presentation must not start late or extend past the scheduled end time
The language of the presentation is English and all presentations should be made in English
Preparation before the presentation
• Bring your USB device to Speaker Check-in at least 2 hours prior to your talk.
• Technicians will assist you in pre-loading your presentation to the networked system.
• Authors can present using their own devices.
• Laptops shall be equipped with Windows 7/10, MS Office 2007/10 Pro English (Word, Powerpoint, Excel) and Adobe Reader are provided.
• LCD projectors, Screens, Laser pointers and Microphones are provided.
• Speakers who have not sent their presentation data ready in a memory stick in PPT format to the organizing staff/session chair should be ready with their laptop in the session room about 15 minutes before the start time.
Recording & Photo Policy:
For promotional purposes, there may be a photographer and video production taking place during the conference. Speakers who do not wish to be filmed or recorded should advise the session chair/ organizers present at the Registration Desk.