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Guidelines for Chairs

Before the Conference:

  • View the Conference programme for the information on the session you are chairing, check how long the session lasts (90 or 60 minutes).
  • Check the online Conference programme to be sure if there have been any changes/cancellations to the session (date, time, room number, list of speakers). The online programme is always the most up-to-date one.
  • Think about a general introduction to the session. Some session participants may not know the topic well.

During the session:

  • The flow of the Invited Paper Session (IPS) is entirely up to you and the organizer of this session.
  • In Contributed Paper Session (CP) each speech typically lasts 12-15 minutes. The time remaining until the end of the session is dedicated to questions and discussion.
  • Speeches without presentation are also allowed.
  • In each room there will be a person from technical service.
  • Presentations will be previously uploaded by the technical service.
  • Arrive at your designated room at least 10 minutes before the session beginning.
  • Ensure that all speakers in your session are present in the room at least 5 minutes before the session starts.
  • If a speaker is absent at the beginning of the session, reschedule her/his presentation.
  • Introduce yourself, the session topic and welcome the participants.
  • Remind everyone in the room to silence or switch off mobile phones.
  • While inviting speakers to present papers, announce their full names, affiliation and the title of the paper.
  • Start and finish the session on time. Manage the session and control the timing of each presentation to maintain the overall schedule of the papers.
  • Inform about the time devoted to each paper and explain speakers the method you will use to notify them when they are near to their presentation time limit (2 minutes before the time limit) and how you will interrupt them if they have reached the end of their allocated time.
  • Encourage questions and answers, discussions, comments and interaction among the participants within the time limit.
  • As an expert, you may share your own knowledge, research, experience and observations very briefly.
  • To maintain the schedule, it may be necessary to suggest that the discussion be continued in private, once the session has ended.
  • Close the session with a short summary or closing remarks.
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