Virtual Session Chair Guidelines

The Session Chair's responsibilities are to:
  • Assist with the smooth flow of the session
  • Ensure the session environment is distraction free
  • Ensure the presenters are prepared to speak at their designated times
  • Monitor Q&A
There will be a training session for Session Chairs on the virtual platform on November 11, 2021 at 11:00 am ET and November 22, 2021 at 7:00 pm ET.  The recordings of these trainings will be posted on the website if you are unable to attend the training.

Join Session (Mandatory)

Session Chairs need to join the session 20 minutes prior to the start of the live session.  Example: if your session starts at 8:00 am, you will need to join your session between 7:40 am – 8:00 am. 

Enter the session by clicking the Join Session link on the platform. During the 20 minutes prior to the session starting, Session Chairs will give presenters instructions for the flow of the session and will ensure all equipment is set up and ready to go when the session goes live.

Once you are in the session, Session Chairs will:

  • Change your Zoom name to your own name and put "Chair" at the end
  • Ask speakers to change their name (or you can do it for them).  As the speakers enter the session, they will be listed as "Host 500."
  • Have each speaker test screen sharing of their presentation
  • Remind everyone to click the "Optimize for Video" button on Zoom sharing if they have videos or fancy transitions
  • Discuss with the speakers how you will inform them of staying on time with each talk
  • One minute before the session starts, attendees will automatically begin entering the session (attendees will come in with their correct names)
  • In the Zoom participant's window, choose the option to mute everyone on entry
  • When you start the session, introduce the topic then click on the record button in the Zoom interface and choose "Record to Cloud"
  • The sessions are two hours long and will automatically shut off 10 minutes after the 2 hours, so sessions cannot go over 2 hour and 10 minutes

MRS Recording Policy

Recording of Presentations is Strictly Prohibited.  No individual or entity—including a presenting author—may electronically record or broadcast any portion of the MRS Meeting without prior written consent of MRS. Unauthorized recording (audio, video, still photography, etc.) of presentations during sessions, posters, workshops, tutorials, etc., without the express written consent of MRS and individual authors is strictly prohibited. MRS reserves the rights to any approved audio and video production of presentations at all MRS events. Press representatives must receive a Press Pass and photo/recording permission from MRS. Those who do not comply with the MRS Recording Policy may have their access to meeting content revoked.

Photo Policy

Attendees or exhibitors are encouraged to network and enjoy the meeting experience. As such, capturing memories of casual meeting activities and networking is permitted with the permission of those being prominently photographed.  Photographing formal meeting presentations, posters or displays is forbidden without permission of MRS and the presenter.  Those who do not comply with the MRS Photo Policy may have their access to meeting content revoked.

Videos and Photos for MRS Use

MRS Meeting attendance implies your consent to be photographed, filmed and/or recorded for use on the MRS website or news publications.  Please note that no presentations will be recorded without prior consent of MRS and the authors.

If you have any further questions, please contact us.

Publishing Alliance

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