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LECTURE & POSTER SESSION CHAIR GUIDELINES

Lecture Session Chair Duties

Before the session:

  • Check the conference program for the session room location
  • Know the authors and paper titles for your session
  • Review the papers that will be presented
  • Prepare questions in advance to help stimulate discussion
  • Arrive at least 15 minutes prior to the start of the session

At the session:
  • Obtain the Session Chair Report form from the Room Monitor
  • Check session room for necessary AV equipment
  • Notify Room Monitor immediately of any assistance needed
  • Check with each author to be sure they are familiar with the AV equipment to be used
  • Remind the authors to sign the sign-in sheet at the podium to indicate they have presented the paper
  • Start the session on time
  • Introduce the session (100 words or less)
  • Keep the session on schedule
  • Divide presentation time and discussion time equally among authors
  • Moderate the discussion period after each paper is presented
  • Act as a catalyst for discussion
  • Complete the Session Chair Report entry for each paper presented
  • Circle the name of each author who presents a paper
  • If the presenter is not an author/co-author, check the appropriate box
  • If the paper was not presented at all, indicate that clearly on the report
  • Complete the Session Chair Report with a count of the number of attendees in the room (about 10 minutes after the session starts)
  • Hand your completed Session Chair Report to the Room Monitor as you leave


Poster Session Chair Duties

Before the session:

  • Check the conference program for the session room location
  • Know the authors and paper titles for your session
  • Arrive at least 15 minutes prior to the start of the session
At start of the session:
  • Check to ensure that all of the papers in your session are posted and the authors are present
  • Obtain the Session Chair Report & Presenter Sign In Sheet from the Room Monitor
  • Remind the authors that they are expected to be at their poster the entire session so attendees can discuss their work
  • Authors need to sign the presenter sign in sheet
During the session:
  • Complete the Session Chair Report entry for each poster paper
  • Was the poster mounted in the appropriate place?
  • Was the author available for discussion with attendees the entire duration of the poster session?
  • Please make a note if the person representing the poster was not an author or co-author
  • Hand your completed Session Chair Report & Presenter Sign In Sheet to the Room Monitor as you leave





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