Guidelines for Session Chairs

Thank you for serving as a Session Chair. Please review the following guidelines to help ensure that each session runs smoothly and on schedule.

 

Before the Session

• Please arrive at the session venue 15 minutes before the scheduled start of your session.
• Please confirm the session schedule and presentation times in advance. Most oral presentations are 15 minutes including discussion. Some presentations may be 30 minutes including discussion. Please refer to Confit for the detailed schedule.

During the Session

• Please call each presenter by name when it is time for their presentation.
• Please ensure that presenters adhere to the assigned presentation time.
• As the schedule is tightly timed, please keep time and encourage presenters to conclude within their allotted time.
• The venue is equipped with a countdown timer to help presenters keep track of their presentation time. The timer light is green at the beginning, changes to yellow five minutes before the end of the allotted time, and turns red when the time is up.　Please use the timer to help ensure that presentations stay on schedule.

Opening and Closing the Session

To help keep the session on schedule, please briefly announce the start and end of the session.

Opening example:

“The session will start shortly. Please be seated at the speaker’s seat when it is your turn to present.”

Closing example:

“This concludes all presentations. Thank you for your participation.”

In Case of a Cancellation

• If a presentation is canceled, please do not move up the following presentations.
• Please wait until the originally scheduled time before proceeding with the next presentation.

Young Mind Awards

• In each symposium, one oral presenter and one poster presenter will receive a Young Mind Award.
• Award recipients will be nominated by members of the selection committee organized by the symposium co-conveners.
• The Young Mind Award ceremony for each symposium should be scheduled and conducted in coordination with the symposium co-conveners and the ISHS Division Chair.