Smile and be nice to all the presenters and session chairs. They are doing their best.

Read the presenter instructions

Presentation Guidelines

and the session chair instructions

Session Chair Instructions

before you read the rest of these instructions.

On-Site Only Sessions

• The Session Sheet and Session Report for your day and room are on a clipboard in the room on the session chair’s table.
  • Take the sheets for your session and leave the clipboard on the session chair’s table for the next session.
• Meet your session chair in the session room 10 minutes before the start of the session and give them the session sheet and take the session report sheet and the wireless hand-held microphone.
  • If the session chair does not show up come to the registration desk and we will get a replacement session chair for the session.
• On-Site presenters must use the conference laptop so the hybrid sessions work
  • The conference laptop is the host for the rooms Zoom session
  • The laptop is pre-logged in with the screen saver and sleep functions disabled
  • The laptop is pre-logged in for Zoom
  • All its details are on a sticker on the laptop (just in case).
• Meet the presenters in the session room 10 minutes before the session and load their presentations into the appropriate folder on the room laptop.
  • Unplug the Logitech dongle to load the presentations from USB
  • Do not unplug the AV dongle
  • Make sure you plug the Logitech presenter dongle back in when you have finished
• Leave the folder for the room and session open on the desktop
• Make sure Zoom is running and sharing the whole screen
• Make sure the laptop speaker is muted (mute key at the top left) and the Zoom mic is unmuted (Zoom button) so the presentation goes out on Zoom but the Zoom participants audio does not enter the room and cause feedback.
• Inform the session chair if any of the presenters is missing.
• When the session starts:
  • The session chair should introduce the session and the speakers and keep the session to time.
  • Do not jump papers if there is no presenter, have a break and resume at the nominated time for the next paper.
  • When a presentation is finished the session chair will ask for questions. Delegates should raise their hand to ask a question. When the session chair nominates a questioner the wireless mic to them so everyone in the session can hear the question.
  • When questions are finished help the next presenter to get ready then get the presenter who just finished to sign-off on the session report confirming the presentation took place.
  • If the presenter does not show up write NO SHOW in large letters in the signature area of the session report for that paper.
  • Do not jump papers if there is no presenter, have a break and resume at the nominated time for the next paper.
• At the end of the session
  • Return the wireless mic to the session chairs table
  • Delete all the presentation for that session from the laptop
  • Take the chair’s session sheet and your session report to registration

Hybrid Sessions

• The Session Sheet and Session Report for your day and room are on a clipboard in the room on the session chair’s table.Take the sheets for your session and leave the clipboard on the session chair’s table for the next session.
• In hybrid sessions all on-site papers are presented first.
• Meet your session chair in the session room 10 minutes before the start of the session and give them the session sheet for the current session and take the session report sheet and the wireless hand-held microphone.
  • If the session chair does not show up come to the registration desk and we will get a replacement session chair for the session.
• On-Site presenters must use the conference laptop so the hybrid sessions work
  • The conference laptop is the host for the rooms Zoom session
  • The laptop is pre-logged in with the screen saver and sleep functions disabled
  • The laptop is pre-logged in for Zoom
  • All its details are on a sticker on the laptop (just in case).
• 10 minutes before the start of the session make sure all the on-line presenters are present in the Zoom meeting.
• Inform the session chair if any of the presenters is missing
• The presenters Zoom name should be
  • session_paper-number-in-session_your_name
  • (e.g. CS3-I_2_Myeongha_Hwang)
• Remind the on-line presenters that they should have Zoom chat open as they will receive the chairs instructions and question from the on-site audience via chat
• When the session starts:
  • The session chair should introduce the session and the speakers and keep the session to time.
  • Do not jump papers if there is no presenter, have a break and resume at the nominated time for the next paper.
  • When an on-site presentation is finished the session chair will ask for questions. Delegates should raise their hand to ask a question. When the session chair nominates a questioner the wireless mic to them so everyone in the session can hear the question.
  • When questions are finished help the next presenter to get ready then get the presenter who just finished to sign-off on the session report confirming the presentation took place.
  • If the presenter does not show up write NO SHOW in large letters in the signature area of the session report for that paper. Do not jump papers if there is no presenter, have a break and resume at the nominated time for the next paper.
• Once you reach the end of the last on-site paper go to the lectern and start the on-line presentations
  • Use the lectern microphone to tell the Zoom participants that the on-line part of the session is starting
  • Mute the Zoom microphone
  • Unmute the laptop speaker (key on top left of keyboard)
    • The room now hears the Zoom audio and the Zoom participants don’t hear audio feedback from the room
  • Find the next presenter and enable their microphone and give them screen share capability.
    • session_paper-number-in-session_your_name (e.g. CS3-I_2_Myeongha_Hwang)
  • At the session chair’s instruction tell the presenter via chat to star their presentation.
  • Relay the session chairs instructions about timing and finishing etc. to the presenter via chat.
  • Take questions from the Zoom participants first. When done if there are any room questions relay them to the presenter via Zoom chat. The presenter should reply by voice.
  • Repeat for each on-line presenter until the end of the session.
• At the end of the session
  • Delete all the presentation for that session from the laptop
  • Disable the laptop speaker, enable the Zoom microphone, and restart screen share for the conference laptop in preparation for the next session
  • Complete the session report signing on behalf of the on-lie presenters
  • Take the chair’s session sheet and your session report to registration