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Session Chair Information
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Information for SRNT Session Chairs

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.
  • Each room also will have a laser pointer and slide advancer. 
  • A podium microphone, and a wireless lavaliere microphone will be available for presenters.

 

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

  • Appear in the room at least 20-30 minutes before the session starts.
  • 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.)
  • Talk to the presenters:

o   Help them copy their files to the laptop and show them how to use the equipment;

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

o   Ask presenters how to pronounce their names;

o   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).

  • 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”)
  • Briefly announce each speaker, and help them get started if necessary. (Remember to set and start the speaker timer.)
  •  Incase 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.
  • If the speaker continues beyond the total time, only allow up to an additional 3 minutes maximum to keep the sessions on time as best as possible
  • 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.

 

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 incase something happens during the session you can text each other to not disrupt the speaker.)

 

Audio/Visual

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.

 

Thank you again for volunteering to Chair this year.

We hope you enjoy the conference!

~ 2018 Program Chairs ~

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