IFIS Author Resource Center

Session Chair Responsibilities

Thank you for agreeing to be a session chair. This Author Resource Center is designed to help all authors, presenters, and session chairs prepare for the conference.

As the Meeting Approaches

  • Make contact with each of the authors scheduled to present in your session to verify that their papers have been completed; their paper authorization cycle has been completed; and they are still planning on being present at the meeting to make their presentation.
  • If you have not already done so, I would encourage you to send them a letter of introduction and provide them with your contact information so that they know how to reach you should the need arise.
  • Please notify the National Office of any program changes that are brought to your attention so that we can ensure that your session’s signage and other on-site materials are as accurate as possible.  Any program correction/changes received by the National Office prior to March 16, 2018  will be reflected in the on-site program.
  • Hotel reservations must be made by March 16, 2018 at the official conference hotel. Reserve online.
  • All session chairs are required to pay registration fees. The last day to postmark conference registration without a late fee is March 16.

Session Chair/Speaker Coordination Meetings

Check in with your speakers at the Session Chair/Speaker coordination meeting which takes place the morning of your session, in Regency Ballroom 1-3 at the following times:

  • Monday: 8:30 a.m.
  • Tuesday-Friday: 7:30 a.m.

The purpose of this breakfast is to allow the Session Chairs to meet each of the presenters, to collect any missing biographical information and coordinate any last minute details.  This is also the time that audio-visual equipment and the timing lights will be demonstrated.

The meetings is a mandatory event for each speaker presenting that day.    

Program and Scheduling

The complete program brochure is available on the ION website: www.ion.org.  You may refer to the program for presentation schedules.  You may request an electronic or print copy of the program by emailing meetings@ion.org. The final onsite conference program will be available at the conference. We would like this program to be as accurate as possible.  Any program corrections/changes received by the National Office prior to March 16, 2018 will be reflected in the onsite program.

We are making a concerted effort to keep sessions on a structured time schedule and need your assistance in making sure that the printed schedule is strictly adhered to.  To assist us in this objective, we will be asking you to operate a timed lighting device, which will be demonstrated during the Session Chair/Speakers meetings.  The system has been designed with a red, yellow and green light.

  1. The Green light will display for 20 minutes.
  2. The Yellow light will display five minutes, for the speaker's five-minute Q&A session.
  3. The Red light will signify that the presentation time is over; the speaker must immediately return the floor to the Session Chair.

Authors have been instructed that their microphone will be shut off once they have gone 30 seconds over their allotted time, or 30 seconds after the red light illuminates.

Time between the conclusion of one presentation and the scheduled commencement of the following presentation may be used at your discretion for questions and answers, or, for the introduction of the next presenter.  Please limit your introductions as to make sure that they do not overlap into the author’s presentation time.  Remember that the objective is to keep multiple sessions running on the same time schedule.

There will be a a computer/audio-visual technician or ION staff member near your session room at all times.  Do not hesitate to call on this person should you need assistance during your session.  You will be provided with a lavaliere microphone and laser pointer for author presentations and a wireless hand-held microphone for question and answer periods.  We would ask that you circulate the hand-held microphone for question and answer periods.  Please be sure to collect this equipment at the conclusion of your session and return it to the audio-visual table in your session room.

Your Responsibilities as a Session Chair

As a Session Chair your goal should be to manage the session to the satisfaction of the conference participants.

  • Remember that most conference attendees justify their attendance on the basis of the published program.  Please ensure that each presentation commences on time, and request that a presenter who goes beyond their scheduled time vacate the floor.  (Authors have been informed that their microphone will be shut off once they have gone 30 seconds past their allotted time.)   
  • Under no circumstances should Session Chairs use their privileged position to propagate their own views, especially at the expense of the published schedule. 
  • Please be advised that photographs and/or the audio or video taping of the sessions is prohibited.  We would also appreciate it if you would ask attendees to set cell phones to vibrate.

How to Deal with Paper Cancellations/Substitutions 

If you should experience a cancellation in your session, then the canceled paper’s original time slot should remain vacant.  Under no circumstances should you reschedule the remaining presentations scheduled in the published program as this greatly aggravates conference participants who have scheduled their day based on the posted times.

If you are made aware of any paper cancellations and/or replacements in your session, please announce these changes at the beginning of your session.  We would also ask that you note any paper cancellations or no-shows directly on the session signage located outside the session room door.  These signs are collected and changes recorded at the end of each day in order to ensure the conference proceedings accurately reflect what transpired during your session.  Your assistance in getting this information accurately communicated will be greatly appreciated and will assist the National Office in correctly assembling the conference proceedings.   

If you have any additional questions or concerns at this time please contact:

Miriam Lewis
Program/Author Liaison
Email: meetings@ion.org