Information for Session Chairs
Session Rooms and Equipment
· Each room has a PC laptop connected to the projector with one or two projection screens.
· Each room also will have a laser pointer and slide advancer.
· The laptops have PowerPoint and Adobe Acrobat installed – see “Presenter Information” on IMPS website for list of all software.
· A podium microphone will be available for presenters.
· Upon request: A wireless lavaliere microphone is available upon request to presenters.
· Upon request: On a first come, first serve basis – a MAC laptop computer is available to be used in a session room. One is ordered and on stand by for a presenter use if needed.
· Optional: Participants can connect their own laptops to the projector if necessary. (An Audio-Visual tech onsite is available. Please remember that presenters must supply their own connection cords if they choose to use their own computers.
· There will be at least one volunteer in each room (wearing an IMPS T-shirt). They will arrive at least 20-30 minutes prior to a session beginning and formally introduce themselves. They will be your point of contact for assistance as needed during your session. They also will be a “runner” for your use if you have technical difficulties or may need other assistance onsite.
· NOTE: Each session room has counter time so that you can use to alert speakers when they are running out of time.
Things to Bring to Your Session
· Bring the speaker names and titles of their talks – see program PDF.
· Prepare a list of the planned end-times of each talk (18 minute intervals for 5 speakers, 20 minute intervals for <5 speakers).
· Bring a watch or phone or similar for keeping the time.
· In the unfortunate event that you cannot make it to your session, notify the organizers immediately by speaking to staff at the registration desk or emailing email@example.com so that a replacement chair can be found.
· If speakers notified the organizers in advance that they cannot give their talk, this will be reflected in the online versions of the program PDF and IMPS 2016 APP. It is also possible that a speaker will simply not coming to the session: “no shows.”
· If “no show” occurs: following the session, please email the Society to make us aware of this information for our files. Email: firstname.lastname@example.org.
· All sessions originally had 5 speakers, allowing 18 minutes per speaker, including 2 minutes for questions. Due to withdrawals and no-shows, you may have fewer than 5 speakers. If this happens, please increase the time per speaker to 20 minutes (with 2 minutes per question) and let speakers give their talks consecutively without any gaps. If you have 4 speakers or fewer, the audience will be happy to leave 10 or more minutes before the session ends.
Please note that a graduate student from UNCG will be present in each session room. They are there to assist you and will give you the time warning placards. Before each speaker they will place a placard containing the name of each speaker near the podium. They will also be taking a count of the number of people at each session. Should an emergency arise the graduate student will go to the Information Desk to seek help and/or reach out to the Audio-Visual tech assigned to the specific session room as your float tech.
Tasks for Session Chairs
1. Appear in the room at least 20-30 minutes before the session starts
2. Test the equipment and ask a volunteer to call a technician if there are any technical issues
3. Talk to the presenters
o help them copy their files to the laptop and show them how to use the equipment
o take a note of each presenter you have seen and determine if there are any no-shows
o ask presenters how to pronounce their names
o let presenters know how you will help them keep the time (show them the cards that you will use)
4. When the session starts, briefly announce the plan for the session (e.g. “Welcome to the session on x. Presenter x is not here. Therefore there are x talks and we will allow x minutes per talk and 2 minutes for questions”)
5. Briefly announce each speaker and help them get started if necessary
6. Signal to the speaker when they are getting close to the end of their allotted time. It is suggested to show cards for 3 minutes, 1 minute and 0 minutes remaining for the talk itself
7. If the speaker continues beyond the total time, only allow an additional 5 minutes maximum to keeps the session on time as best as possible.
8. If there is time for questions:
o Invite the audience to ask questions and point at the person you are inviting to speak . If there is an audience microphone, have the volunteers help pass the microphone or encourage them to go to the microphone stand In the middle of the room.
o If there is silence, consider asking a question yourself
o Let the audience know when there is only time for 1 (more) question
Thank you again for volunteering to Chair this year. We hope you enjoy the conference!
2016 Planning Committee