GUIDELINES FOR SESSION CHAIRS

Please visit ANPA Website to find the time and WebEx number of the session you will be chairing.

https://anpaglobal.org/conferences-and-events/anpa-conference-2021/anpa-conference-2021-schedule/

Preparation: Participants have been encouraged to submit the presentation video.

1. (Both the session chair and the WebEx volunteer) Download the video files locally. We will send the Google Folder soon.

2. If your default player can play the video, you are all set. If not, download and install the VLC media player so that it can play the video. Please test the video at the earliest of your convenience before the conference session.

If you are unable to chair the session, please let us know as soon as possible so that a replacement chair can be managed.

1) PRIOR TO YOUR SESSION, PLEASE CHECK THE ONLINE SCHEDULE TO SEE IF THERE ARE ANY CHANGES TO YOUR SESSION.

2) Sign in the proper WebEx (One or two) 15 minutes prior to the start of the session and familiarize yourself with the control tools of WebEx. WebEx tech-team members will be on hand to assist you if necessary. WebEx tech-team will be primarily handling the WebEx during the session, however, we request you to take care of it in case a WebEx tech-team member cannot do the task due to any issues.

3) Start the session on time. Briefly introduce yourself, and the webEx volunteer. announce the title of the presentation author, and start the timer. We will also supply the Powerpoint with the session details, you may keep them visible for informational purposes.

4) Please adhere to the time schedule listed in the schedule so that simultaneous sessions are as closely synchronized as possible. Many attendees switch session to session in order to hear specific talks in case of parallel sessions.

5) The allotted total time for contributed talks is 15 minutes (12 mins. + 3 mins. for Q/A); for invited talks, 30 minutes (25 mins. + 5 mins. for Q/A). If you are chairing a session that includes both contributed and invited talks please be aware of the different times allocated for each and set the timer as follows:

Contributed talks: Set timer for 10 minutes to verbally inform that only 2 minutes are remaining and verbally inform time is up at the 12 min mark. When this time is up, allow 3 additional minutes for questions relating to the talk, thank the speaker, and promptly introduce the next title and speaker.

Invited papers: Set timer for 25 minutes to verbally inform that only 5 minutes are remaining and verbally inform time is up at the 25 min mark. When this time is up, allow 5 additional minutes for questions relating to the talk, thank the speaker, and promptly introduce the next title and speaker.

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) We request that the session chair ask speakers 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 the first speaker.

7) For recorded presentations, we request session chairs to introduce the scheduled presenter in the same way how they would do if the presenter would present live. After the introduction simply play the presentation video of the scheduled presenter while the presenter is supposed to stand by on the WebEx. After the video, let the audience ask the questions if they have any and the presenter answer the questions live. Time is still 12+3 mins; if the video is longer than 15 mins, the presenter will lose Q/A time or you can use your best judgment to deal with the situation and stick with the schedule.

8) 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 talk. At the end of the session, call again for the regularly scheduled talk, if time allows.
8a) If the video was submitted, but the speaker failed to appear due to some unforeseen circumstances, please show the video. Encourage the questions, instruct the WebEx volunteer to gather them, and send them to the author.

9) If any problems arise that you are unable to coordinate your session, please inform the WebEx tech-team member.

15 min break time: You can use your judgement to either allow the users to interact with each other or close the session for the bio-break. Please do not over-extend the session beyond the time limit as it can hinder the next session.

If you have any questions, please don’t hesitate to contact the ANPA team.

Thanks again for agreeing to chair a session at the 2021 ANPA Conference. We couldn’t do it without you.