The COMS2016 programme is now complete. Any late minor adjustments to the programme can be accommodated. To ensure the conference proceeds efficiently timing is very important.

Most session chairs I believe are experienced people so will be familiar with what needs to be done.
Session Chairs have the responsibility to ensure their speakers keep to the times allocated for their talks. A disciplined approach is essential. I have outlined below some guidelines that I hope will help.

I understand that in most session breakout rooms there will not be computers set up so Chairs will have to decide in advance the computer they wish to use. Having one computer for all talks that can be loaded from a memory stick is preferable to save time.

Where possible, avoid individuals setting up their own laptops since that can take away valuable speaker time. If that is necessary, then the setting up time becomes part of the speaker’s allocation. Long before the session starts ensure all speaker’s talks are loaded into the computer. Talk to your speakers and find out about any technical or presentation requirements. Making them aware of the time and place of their talks and the importance of keeping to time. Allow plenty of time for setting up, lateness is not an option. Start on time even if the audience is not complete. Delays in starting can disrupt the programme that follows.

Start the session by introducing your speaker, and give the talk title. Agree on a signalling method to the speaker when time is up.

All speaker sessions end after 60 mins and are followed a 30 min panel session. Generally, each speaker will have a nominal 20 mins talk time. Times can be varied for each speaker within the 60 mins by agreement with the chair.

Panel members will usually be the speakers moderated by the Session Chair or (someone designated by the Chair). The moderator can bring in other panel members with the appropriate expertise on the subject being discussed.

The purpose of the panel is to give the opportunity for an interaction between the speakers and the audience through questions and discussion. This has to be carefully managed by the moderator. In my experience having some pre-selected questions up on a screen can kick-start a discussion. Care must be taken to prevent the speaker from dominating the discussion by giving another talk since the value of panels is audience participation.
I hope these notes help. Please let me know if you require any further information or have any questions. Let Norma Johnson know if any unforeseen problems exist that may prevent you from attending at the allocated time for your session. The programme and all further information is up on the website.

Your cooperation will make the conference run smoothly for everyone’s benefit.

David Tolfree
VP MANCEF