Instructions for session chairman

On arrival at the conference please sign in with Courtesy Associates to confirm that you are ready to oversee the session you have agreed to chair.

• Poster sessions
• Oral sessions

Poster sessions

Hence the actions you need to take in order are as follows:

1. Obtain the "No Show" form from the Courtesy Associates office.
2. Arrive at the session at least 15 minutes before it is due to start to ensure that all the presenters have the necessary materials and provide assistance to them where necessary. Additional mounting materials can be obtained from the Conference Office. A student will be available to assist you.
3. Attend the session for at least one hour to ensure that posters are manned for at least one hour during the course of the session by one of the named authors.
4. At the end of the session complete the "No Show" form as a "No Show" or an "Unattended" paper cannot be published in the Proceedings.
5. At the end of your session please ensure that all materials have been cleared away so that the next session taking place can be set up efficiently.

Oral sessions

The actions which you need to take are as follows:

1. Carefully review the instructions to speakers (See navigation bar on the left). Pay special attention to the detailed instructions (PDF, 66 kB)
2. Arrive at your session at least 20 minutes before it is due to start so that you can be introduced to the operator who will operate the beamers and install the lap-top computers.
3. Become familiar with the operation of the system yourself as if you were to make a presentation.
4. Please start your session promptly and on time.
5. You will be provided with a timer box and instructions. Please familiarise yourself with the operation of the timer box.
6. Invited papers are allowed 25 minutes for presentation and 5 minutes for questions whereas contributed papers are allowed 12 minutes presentation and 3 minutes questions.
7. Announce each paper clearly authors. Feel free to abbreviate addresses and affiliations to avoid an over-lengthy introduction.
8. You will need to assist the presenters with fitting the microphone and provide them with a laser pointer and any other assistance they may need.
9. For the electronic presentation there is a strict limit of 15 seconds for the first slide to appear after the presenter begins. If the slide does not appear within 15 seconds you must insist that the presenter reverts to overhead slides.
10. At the end of each paper call for questions and ensure that the questions do not become over-lengthy or degenerate into an extended discussion or debate. The reposte Can I suggest you continue this discussion after the session usually prevents this from occurring. If there are no questions coming from the floor it is always a good idea to have a question of your own, which perhaps you can allow to run on a little while to fill up the time and keep the session running on schedule.
11. In between each paper please announce and call for subsequent presenters who are in the room to move to the chairs adjacent to the operator of the electronic projection equipment. Many presenters come into the session half way through and will need instructions that they should go down to the area where the operator's table is positioned. This announcement should also be made at the beginning of the session.
12. Approximately 2 minutes before the presenter is due to finish; and if you sense that the presenter is still some way from concluding their talk, please ask them to move to a conclusion or indicate to them verbally that they have 2 minutes left.
13. In the event of a presenter not attending and presenting his paper the session should be stopped and a recess called until the time that the next paper is due.
14. At the end of the session report any "No Shows" to the Conference Office.