Presentation and Session Chair Guidelines
The allocated time for oral presentations is 20 minutes including questions. Please limit your presentation to a maximum of 15 minutes leaving 5 minutes for questions.
- The room is equipped with both wireless and wired microphones, as well as a built-in audiovisual/projection systems.
- We encourage you to present from own laptop (please bring any adapters you will need).
- Even if you plan to use your own laptop, we suggest you bring a copy of your presentation in ppt format to the workshop on a usb stick, just in case your machine does not work.
- For those who do not want to use their own laptop, we will also provide a PC laptop to run presentations from.
- Please contact your session chairman (as soon as you see his name appear on the program) and plan to arrive early to your session. You may arrange to email your presentation to your chairperson so that we could test it to confirm that your images, text and video are displayed properly. Also bring a copy of your presentation in ppt format to the workshop on a usb stick, as a backup and for a morning test if you are not able to arrange it in advance.
- Please contact Tomoko Matsui (firstname.lastname@example.org) by Sept. 9, 2017 if you need additional equipment other than the basic microphone for yourself and a laptop (a DVD player, a whiteboard, etc.)
All posters will be presented using poster boards. Poster stands have a plastic board with a usable area: height 120 cm x width 90 cm. Posters must be attached with tape (no tacs).
Session Chair InstructionsThe Chair of a session has the essential task of making sure that the session runs smoothly. This entails more than just keeping time, although this is an important aspect of being a Chair. The Chair is charged with making sure that the presenters feel welcome and that all technical issues are resolved. All presenters have been advised to get in contact with you before the session sending you the presentation. You may want to send them an email as a remainder.
After the session, please inform the conference organizers about any no-shows or other irregularities.
Before the session starts, make sure that all the presentations have been loaded on the conference PC or, if a speaker prefers to use his/her laptop, make sure that the connectors are appropriate and working.
If one of the speakers is missing, leave the presentation slot empty to stay on schedule.
Introduce very briefly the session topic at the beginning. Introduce each speaker and keep track of the time limits. Signal the speaker with a card that he/she has "10 min" left, then "5 min" left, then "Conclude now". The cards will be provided by the conference staff.
Please also manage the question and answer procedure after each talk. Long dialogues should be avoided and you may suggest to continue the discussion off-line.
At the end of the session conclude with brief remarks thanking the speakers and the attendants.
Before the session starts, greet the presenters and make sure that all the posters have been placed on the boards. Be ready to assist with any technical problems.
Go yourself through the posters and ask questions. At the end of the session let the conference organizers have the list of presented posters and the non-shows.
Since all the poster sessions are scheduled in the afternoons, posters can be left on the on the boards until 12:30 of the day after (except for the posters in the Friday session). Accordingly the new posters can be optionally placed early on the boards at the same time (12:45) in the morning of their session.