As Session Chair, your responsibility is to assist with the smooth flow of the session. This includes:
- Ensuring that the session environment is distraction free
- Ensuring that the equipment for the presenter (audio-visual equipment, microphones and lighting) is satisfactory
- Verifying the presentations follow the scheduled program by keeping presenters on time
- Checking the room throughout presentations to ensure that there are no photos/videos of presentations being taken unless it has been pre-approved by MRS
- Pausing presentations as needed if attendees are not following the no photo/video policy
Plan to be in the meeting room 30 minutes before your session to assist the presenting authors in setting up their personal equipment. Please ensure the projector and microphone are in the room. Lights in the meeting room have been preset at a level of brightness; which will enable attendees to take notes. If there are any audio-visual or temperature problems, ask your Symposium Assistant to seek help.
Introduce yourself to your Symposium Assistant who will be assisting you in the meeting room. The Symposium Assistant is responsible for the following:
- Providing a Session Sheet to you that lists the latest program information
- NOTE: Oral presentations are 15 minutes. Invited Speaker and Distinguished Invited presentations are 30 minutes. (Invited Speakers are indicated on the session sheets by an asterisk before the abstract number e.g. *EL07.03.01; JMR Distinguished Invited Speakers by a plus e.g. +EL07.03.02; MRS Communications Early Career Distinguished Presenters by a caret e.g. ^EL07.03.03.)
- Recording attendance numbers for each presentation on the Presenter Attendance form
- Recording no shows and substitute presenter information
- Notifying MRS Staff of any audio visual problems, as well as any special symposium needs
*If the Symposium Assistant does not show, an MRS staff person will provide you with your blue Presenter Attendance form. Please record your attendance numbers, and return the form to the Technical Program Support Desk located at Hynes, Level 1, Prudential Foyer.
Before the Session:
Make any general announcements including any program changes. Also, remind attendees that video and/or photos are not permitted and to please silence their phones.
Introduce the Presenter to the Audience:
The presenter’s name and affiliation is listed on the Session Sheet. Also, as a courtesy to attendees and other presenters, interrupt the presenter if he/she is not finished at the end of their presentation time. It is important to maintain published program times in order to facilitate attendee scheduling.
Presenter No Show:
If you have a “presenter no show”, do not rearrange the schedule of presentations. Use the open time slot for discussion or review. It is important
to maintain published program times in order to facilitate attendee scheduling. Also, staying on time ensures the availability of meeting rooms for important noontime and evening functions.
Substitute Presenters:
It is important for MRS to know if someone other than the presenting author delivers the talk. The Symposium Assistant has been asked to make note of all such changes. Please help your assistant by clearly identifying all authors who are substituting for the presenter noted on the session sheet.
Meeting Room:
If the meeting room is consistently overcrowded, please ask the Symposium Assistant to report this to the Technical Program Support desk. Remember: It’s normal for all symposia
to experience standing-room crowds at times; MRS will intervene if such overcrowding persists throughout the day.
Following the session:
Please initial your Symposium Assistant’s volunteer log. They will need your initials in order to be paid.