Instructions to Invited Session Chairs
Each Invited session is 75 minutes long. The session chair is responsible for the following duties:
- The session chair should arrive at least 10 minutes before the session begins to coordinate the speakers/discussant and equipment, including making sure that the slides are ready.
- Introducing the speaker/discussant. This should be a very short introduction.
- Management of time. If the session has three (3) speakers and no discussant, each speaker has a maximum of 25 minutes, including questions and answers. If the session has three speakers and a discussant, the session organizer will decide the time for each speaker/discussant and inform the session chair. In any case, the session chair is advised to remind the speaker/discussant about the time when there are two minutes left in the presentation.
- Coordinating questions/answers after the presentation(s) if there is still time left. The session chair can decide whether to handle the questions right after the speaker’s presentation or leave them to the end of the session. If time allows, the session chair should consider alternating between the in-person and virtual questions.
- In case a presentation is missing (e.g., speaker does not show up), the chair is advised to use the time for questions regarding the previous presentations, or simply wait for the next presentation. If the missing presentation is the last one of the session the chair may use the time for additional questions or end the session earlier if there are no more questions.
- Most importantly, expect something to go wrong (you may be lucky if it doesn’t), so be calm, and have fun!
Instructions to Contributed Session Chairs
Each Contributed session is 75 minutes long. The session chair is responsible to the following duties:
- The session chair should arrive at least 10 minutes before the session begins to coordinate the speakers/discussant and equipment, including making sure that the slides are ready.
- Introducing the speaker. This should be a very short introduction.
- Management of time. If the session has five (5) speakers, which is typically the case, each speaker has a maximum of 15 minutes, including questions and answers. If the session has less than five speakers, the session chair can decide the time for each speaker or end the session earlier. In any case, the session chair is advised to remind the speakers about the time when there are two minutes left in the presentation.
- Coordinating questions/answers after the presentation(s) if there is still time left. It is advised that all questions be left to the end of the session if there’s still time. The session chair should consider alternating between the in-person and virtual questions if time allows.
- In case a presentation is missing (e.g., speaker does not show up), the chair is advised to use the time for questions regarding the previous presentations, or simply wait for the next presentation. If the missing presentation is the last one of the session the chair may use the time for additional questions or end the session earlier if there are no more questions.
- Most importantly, expect something to go wrong (you may be lucky if it doesn’t), so be calm, and have fun!
Instructions to General Audience
- The audience are advised to limit the exchanges amongst the audience via the Zoom chat, as this may create difficulties for the chair to keep track of the actual questions being asked.
- In general, questions should be left to the end of the presentation, or the end of the session, depending on what the session chair decides to do. Specially, a long question, or question with no short answer, during the presentation are discouraged.
- A virtual audience is advised to use the Q&A option on Zoom to ask questions instead of via the chat box.
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