Session Chair Guidelines

We have identified the lead author of the final paper in each group of 2 or 3 individual papers (as listed in the final program) as Session Chair. For panel presentations and concurrent workshops, the presenters will designate their own Session Chair.

As Session Chair, your responsibilities include:

• Arriving in the session room at least 10 minutes in advance of the session start time. For individual papers, this means arriving at least 10 minutes prior to the start of the first paper in the group. The timing and location of your session is included in the conference program.
• Encouraging presenters to load any required files on to one laptop prior to the start of the session. If presenters opt to use their own laptops, set-up time for swapping the laptops should be included in the presenters’ allotted 30 minutes.
• Introducing presenters by name, affiliation, and title of presentation at the start of the session (workshops & panels) or at the start of each paper in a group (individual papers).
• Monitoring presentation time. Panels have been allotted 90 minutes, which should include at least 20 minutes of time for discussion. Each individual paper has been allotted a total of 30 minutes for presentation, Q&A and discussion. In order for the sessions to run smoothly, it is essential to adhere to these time limits. This is particularly important for groups of individual papers; in order for all presenters to have equal time, it is imperative that you enforce a time limit of 30 minutes each. We suggest that you make it very clear to each presenter before the session begins that you will adhere strictly to the ‘30 minutes each’ rule and will interrupt should they exceed their limit. Please also remind presenters that should they wish to reconfigure furniture, to set up their own laptop, or to distribute evaluation forms, these activities will need to be conducted within their 30 minute window.
• Reminding presenters to take their session materials with them at the end of the session.

Additional Notes:

• Each presentation room is equipped with a data projector and screen and wireless internet access.
• Conference volunteers will be circulating to provide assistance throughout the presentation slots. If you require assistance and cannot find a conference volunteer, please contact the registration desk.

We sincerely appreciate your assistance with ensuring that your session runs well. If you have any questions or comments, please don’t hesitate to contact us in advance ([email protected]), or to check in with a conference volunteer during the conference itself.