Workshop Organizers

In Advance

• Obtain a copy of the abstract, and familiarize yourself with the talk
• Obtain a biographical sketch of all participants.
• Prepare a "brief" introduction for each speaker
• If speakers have handouts, arrange for someone at the session to help distribute them at the appropriate time.

At the Meeting

Before Session Begins

• Be in the room 10 minutes prior to when the session starts
• Check the condition of the room, especially lights, microphone, slide projector, overhead projector, etc.
• Know where the lights are, and how to operate them
• Check that all of your speakers are present
• Introduce yourself to the speakers in your session
• Check speakers' names (pronunciation), titles, and affiliations
• Explain to the speakers how much time they have to speak 
• Explain to the speakers that you will either stand, or hold up a card indicating when their time is up
• Ask your speakers to please comply with the time constraints

During the session

• Start on time
• Take charge of the time (it is your responsibility!)
• Keep introductions brief
• Suggest that all speakers use the microphone
• Make sure that speakers do not block the screen when presenting slides or overheads
• Hold each speaker to the time allotted, and remind speakers about remaining time (5 minute and 1 minute warnings)

Presentation Tips

• If a speaker ends early, use that extra time for questions and comments from the audience
• Do not start the next talk until the appropriate time (this is especially important since there will be parallel workshop sessions)
• In floor discussions or questions, keep questions and comments brief
• Restate the question -  they often cannot be heard by all the audience
• End on time - Urge the audience to continue their discussion elsewhere, such as in the hallways or at the coffee break

Speakers

In Advance

• Send a brief biographical sketch to your session chair
• Send any handouts you would like distributed
  
  

Presentation Tips

• Make sure all powerpoint slides are readable
• Very small font is not recommended
• Prepare your talk for the appropriate time allotted

At the Meeting

• Upload your presentation media files 24 hrs in advance in the "Speaker Ready Room", Terrace Salon 2.
• Arrive in the appropriate room for your talk at least 10 minutes early
• Introduce yourself to the chair, make sure the chair has the information for your introduction
• Check that the appropriate equipment you require for your presentation is present in the room
• Stay aware of the time allotted for your talk
• Speak slowly and clearly, and loud enough to be hear in the back of the room
• Stay for the entire session (before and after your talk), as there may be questions pertaining to your presentation at the end of the session