Wednesday, Nov. 11 - Saturday, Nov. 14, 2009

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Guidelines for Session Chairs

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Guidelines for Session Chairs

  1. Prior to your session, please check the Corrigenda distributed with the Bulletin, as well as the Program-Changes Board in the registration area to see if any papers have been withdrawn.

  2. Arrive at the meeting room about 15 minutes prior to the start of the session and familiarize yourself with the controls for lights, microphones, A-V equipment and the timer. If you encounter problems, you should immediately alert the APS Meetings Manager and/or the A-V specialist.

  3. Start the session on time. Briefly introduce yourself, announce the first paper and author, and start the timer.

  4. Please adhere to the time schedule listed in the Bulletin, so that simultaneous sessions are as closely synchronized as possible. Many attendees move from session to session in order to hear specific papers.
    Note: any time used by the speaker and/or technicians to set up laptops for LCD (Powerpoint) presentations is deducted from the time allocated for the talk.

  5. The allotted time for contributed papers is 12 minutes; for invited papers-30 minutes. If you are chairing a session that includes both contributed and invited papers please be aware of the different times allocated for each and set the timer as follows:
    • Contributed papers: Set timer for 8 minutes to give initial warning, then set the final bell to go off 2 minutes later. When this time is up, allow 2 additional minutes for questions relating to the paper, thank the speaker and promptly introduce the next paper and speaker.
    • Invited papers: Set timer for 24 minutes for initial warning, and the final bell to ring 2 minutes later. Then set the timer for 4 additional minutes for questions from the audience.
      Explain the timing system to the audience prior to the start of the session, and as often during the session as you think necessary.

  6. The By-Laws of the Society request that speakers be asked to stop when their allotted time is up in a courteous but firm manner. Keep in mind that the session must end on time, and that the last speaker has just as much right to an audience as does the first speaker.

  7. Should a speaker fail to appear, you may allow the preceding discussion to continue, or recess the session until it is time for the next scheduled paper. At the end of the session, call again for the regularly scheduled paper, if time allows.

  8. If any problems arise that you are unable to handle relative to successfully chairing the session, please inform the A/V tech in the room, or go immediately to the SESAPS registration desk to alert the SESAPS Meeting organizers.