This website uses cookies to store information on your computer. Some of these cookies are used for visitor analysis, others are essential to making our site function properly and improve the user experience. By using this site, you consent to the placement of these cookies. Click Accept to consent and dismiss this message or Deny to leave this website. Read our Privacy Statement for more.
Career Center   |   Print Page   |   Contact Us   |   Sign In   |   Join SRNT
Session Chair Information
Share |

2020 SRNT Session Chairs:

Thank you again for volunteering to Chair this year. Below are some helpful tips and information.


Session Rooms and Equipment

  • Each room has a PC laptop connected to the projector with one or two projection screens.
  • 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. (A presenter must stop by the Speaker Ready Room to prearrange a MAC.)
  • Each room also will have a laser pointer and slide advancer. 
  • A podium microphone, and a wireless lavaliere microphone will be available for presenters.
  • All presentation slides should be formatted to 16:9 widescreen for all presentations.


Things to Bring to Your Session

  • Bring the speaker names and titles of their talks – refer to program/abstracts.
  • 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.


Tasks for Session Chairs

  1. Appear in the room at least 30 minutes before the session starts.
  2. Test the equipment, and ask a volunteer to call a technician if there are any technical issues. (All session rooms have “help” buttons to reach an audio-visual tech quickly.)
  3. Talk to the presenters:
    • Help them copy their files to the laptop and show them how to use the equipment;

    • Take note of each presenter you have seen, and determine if there are any no-shows;

    • Ask presenters how to pronounce their names;

    • Besides the speaker timer located on the head table/podium area, let presenters know how you will help them keep the time (show them the optional speaker timer cards that you may use if they are running over their allotted time).

  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. (Remember to set and start the speaker timer.)
  6. The main session room will have a timer only. In case the session chair/speaker did not remember to start the timer, signal to the speaker when they are getting close to the end of their allotted time. It is suggested to show cards for 1 minute and 0 minutes (red card) remaining for the talk itself. For all other session rooms that don’t have a timer, it is recommended to use the cards to “count down” their end time.
  7. If the speaker continues beyond the total time, only allow up to an additional 2-3 minutes maximum to keep the sessions on time as best as possible.
  8. If there is time for questions:
    • 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;
    • If there is silence, consider asking a question yourself;
    • Let the audience know when there is only time for 1 (more) question.

Student Volunteers

Each session will have a volunteer assigned to the meeting room.  Please introduce yourself to that person prior to the session beginning. Let them know if anything in the meeting room is amiss and they can notify one of the SRNT staff.  They can help with lights in the meeting room and locate an AV technician if there are any problems during your session. (Optional: consider exchanging numbers in case something happens during the session you can text each other to not disrupt the speaker.)


An audio/visual technician will be monitoring each of the meeting rooms, and available to help your speakers if they have any questions once they arrive.  Speakers have been asked to load their presentations in advance in the Speaker Ready Room; therefore, presentations should already be on the laptop computer in the meeting room when you arrive. If you do not see a technician, each session room will be equipped with a “help” button that will signal you need assistance in your specific meeting room.

No-Show Speaker

If a speaker does not show, please take a 15-minute break. It is important that each paper is presented at the time scheduled in the program.  We do have an extra 15 minutes built-in to some of the paper sessions.  If yours is one of those sessions, please feel free to use the extra time for questions and discussion at the end.


We look forward to seeing you in New Orleans and we hope you enjoy the conference!



~ 2020 Program Chairs ~


Connect With Us
Membership Management Software Powered by YourMembership  ::  Legal