• Contact the primary author of each paper
in your session. Introduce yourself, thank the author, verify
that their manuscript will be delivered on schedule to IMAPS (in pdf format) via email to Brian Schiemant at firstname.lastname@example.org, and find out if they have
any questions. A list of authors with contact information will
be provided by IMAPS to each Session Chair. IMAPS contacts all of the authors with detailed instructions (a copy
of the letter to the authors will be sent to Session Chairs as well). Due dates for abstracts, extended abstracts, final manuscripts and/or presentation materials will be posted on the event sites.
• Verify that
any foreign speakers have initiated the visa process.
• Contact your co-chair and decide on how you will divide responsibilities.
It sometimes works well to divide the session, so that each
co-chair contacts half the speakers and is responsible for introducing
them during their half of the session, while the other co-chair
collects attendance data and monitors the sound/lights at the
back of the room. You can switch roles halfway through the
• Register for the symposium prior to the cut-off date for advanced
registration. A reduced fee is always provided for Session
• Session Chairs are required to review each final manuscript in
their session and select the best paper. You will be emailed
the url of the manuscripts once all have been received and
posted on-line. Manuscripts will be in pdf format. Please email the
title and author of the best paper in your session to Brian Schiemant at email@example.com.. These evaluations will be
used to select the Best Paper and Outstanding Papers of the
• Contact your speakers again, make sure they are registered for
the symposium and that his/her visa and travel arrangements are finalized.
Remind them to bring an electronic copy of their presentation
on a CD or USB device (and, if possible, to email you a copy
for backup). Suggest that they bring their own laptop (for
backup), and find out if they have any special equipment requirements.
Each session room will have a digital projector and laptop
computer with Windows XP, PowerPoint and Adobe Acrobat software. However,
there were computer problems last year, and a backup laptop
• Also remind your speakers that they are required to attend the
Speaker's Breakfast on the morning of their session. (Symposium Only)
• Attend the Speaker's Breakfast on the morning of the day you
will be chairing your session - this is mandatory. This will
give you a chance to meet all the speakers in your session
and give them final instructions. Make sure your speakers are prepared,
and put them at ease. (Symposium Only)
• Each speaker will be given a small gift as a token of appreciation.
This gift may be included in their registration packet. Verify
that your speakers have received their gift. (Symposium Only)
• Arrive at the meeting room at least 20 minutes before the session
starts. Make sure the computer and projector are booted up
and working. Upload all of the electronic presentations onto the
laptop. Familiarize yourself with the microphone, pointer,
timer and overhead lights.
• Start the session on time. Manage the session and control the
timing of each presentation to maintain the overall schedule
of the papers. The allotted time for each presentation will be posted on the event site.
• No paper should be started ahead of the scheduled time. In the
event that a paper is cancelled, an intermission should be
announced (Symposium and Conferences Only). In the event that a workshop speaker does not show, it is recommended that the Session Chair surveys the attendees before adjusting the presentation order.
• Use the short biography as provided by IMAPS Staff to
introduce each speaker before their presentation. If bios are not provided for all speakers, you should meet with those speakers prior to their presentation and have them prepare a short bio at that time.
• Be certain that the speaker can be heard by the entire audience
(the co-chair can help with this at the back of the room).
If you feel it is necessary, interrupt the speaker and ask him/her
to speak louder and into the microphone. This is a common problem
with first-time speakers.
During the Q&A, ask that the questioner use a microphone,
or that the speaker repeat the question. There is a lot of
inconsistency in adhering to this practice, but it is important
for the rest
of the audience to hear the question.
• If there is time for questions and none are asked by the audience,
the session chair should have a question prepared.
• Have your session co-chair complete the Session Chair Check List
during the session (number of attendees per paper; overall
presentation; questions). The check list will be given to you at the Speaker's
Breakfast. Return the completed check list to the IMAPS registration
desk once the session is over.
• Remind the attendees to fill out the evaluation form.
• Contact your speakers and thank them again.
• Please give feedback on the session and suggestions for improvement