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.
You are required to attend a Speakers' Breakfast on the morning of your session. (The Speakers' Breakfast is for the author who will be making the verbal paper presentation and their session chairs.)
You will be seated at the breakfast with the authors making oral presentations during your session and with those authors prepared to step in as alternates should the need arise. All authors have been asked to provide you (at the speaker breakfast) with some brief biographical information. You may use this information for introduction purposes prior to the presentation of each paper.
The Speakers' Breakfast is a mandatory event for each author responsible for a scheduled paper that day. The author representing each oral paper, as well as the author representing each alternate paper, should attend the speaker breakfast. The authors have been notified that if they are not in attendance, or have not made prior arrangements with you, their session chairs; you may be forced to allocate their presentation time to another paper. Alternate authors must be in attendance and prepared to present if called upon. If an alternate author is not present at the breakfast, and/or not prepared to make an oral presentation if called upon, their paper will not be published in the proceedings. If this occurs please mark the sign located at the door of the session room so we are aware the paper should not be included in the conference proceedings.
Alternate authors have been instructed to attend the speakers' breakfast and be ready to make an oral presentation in the event of one or more cancellations of primary papers. Complete technical papers for all alternate presentations will appear in the meeting proceedings as long as the alternate author attended their assigned session and was prepared to present if needed.
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 firstname.lastname@example.org. The final on-site 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 January 3 will be reflected in the onsite program.
We are making a concerted effort to keep sessions on a structured time schedule. This will make it possible for registrants to schedule their day and flow from session to session. Each paper will be given a specific starting time that will be printed in the on-site program. We will 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 (this lighting device will be demonstrated during the Speakers' Breakfast). The system has been designed with a red, yellow and green light.
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.
ION's Director of IT will be available to assist you if any issues arise. Do not hesitate to call on him should you need assistance during your session. In your room, there will be 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 AV table at the front of your session room.
As a Session Chair your goal should be to manage the session to the satisfaction of the conference participants.
If you should experience a cancellation in your session and you are able to replace the cancellation with the first alternate paper in your session, it is imperative that the alternate paper be substituted in the canceled paper’s original time slot. For example, if the third scheduled paper is canceled, or a presenter fails to show, then the replacement paper should also present in the third time slot.
If, for any reason, an alternate paper is not available 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, and any alternates that fill these vacancies 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: