Session Chair Information
General Information
Guidelines for Success
In Case of Emergency
All speakers must pay the registration fee to speak and attend the Annual Meeting.
Session Schedule
and Abstracts

Session Chair Information

All sessions will take place at the Charlotte Convention Center, 501 South College St., Charlotte, North Carolina 28202 USA

General Information

On behalf of the Joint Technical Program Committee for the 2012 Annual Meeting, we would like to express our sincere gratitude for your agreeing to serve as a session chairperson for the upcoming meeting. The success of the technical program relies to a large degree on efforts such as yours.

Please watch these training videos
prior to coming to Charlotte
EQ Tutorial
Session Equipment Tutorial

[ 6:07 ]
Podium Software Tutorial
Podium Software Tutorial

[ 2:07 ]

Please check the
Technical Program Schedule
to print out the titles and times of your session.

We encourage you to attened a Session Chair Orientation provided on-site for all session chairs.  These sessions are designed to assist session chairs with tips and to answer all questions in order to ensure their sessions are successful. It would be helpful to have at least one chairperson from every session attend an Orientation Session.

During each orientation, instruction will be provided on:

Orientation Hours
Charlotte Convention Center, Room 213BC
Saturday 3 Nov. 3–4 p.m.
Sunday–Tuesday 4-6 Nov. 12:15–1:15 p.m.
  • Speaker timer (D’san Limitimer)
  • Projector operation
  • Laptop/LCD projector operation
  • Light, sound, and temperature control
  • No-show speakers
  • Use of student volunteers
  • Chairperson Attendance Form

Guidelines for Success
  2. Prior to start of session, meet the student volunteer assigned to your session.
          If you know how to deal with a problem yourself, please feel free to do so.
          Otherwise, the student will be the "runner" for your session in case of equipment failure.
  3. Announce at the beginning of the session that each paper will be finished in time to allow for adequate discussion.
          If the speaker has not finished on schedule, we expect you to end the presentation so that the paper may be discussed.
          If time allows, encourage discussion after each paper!
  4. Other Announcements:
          1. no smoking
          2. no personal recording devices in session rooms
          3. cell phones should be turned off (or set to silent)
  5. Basic time for the talk is 12 minutes.
          The timer is set with a warning coming on at 12 minutes.
          Allow 3 minutes for a Q & A period and logistical time to get on and off the stage.
          If the paper is longer, for example 20 minutes, the 3-minute warning will come on at 17 minutes.
  6. If a speaker fails to appear, do not pass to the next paper.
          Instead, call for a break or discussion until the scheduled time for the following presentation.
          No substitutions of one paper for another. (The reason for this is because meeting attendees create schedules to visit certain talks. In order to accommodate all meeting attendees, please keep all talks on schedule.)
  7. Presenters will advance their own presentation.
  8. Encourage the audience to take seats at the front of the room and to fill empty seats.

In Case of Emergency

The building security will be in charge. In the unlikely event that you might need to use the exits, please identify their locations before you start the session. If an announcement sounds over the loud speakers, the message may not be clear inside a room, so please have someone else check the message. Stay in control of the podium and instruct the audience to remain seated. If you are being asked to evacuate the building, instruct the audience to exit calmly to the right or to the left.

Any emergency requiring medical, police or fire assistance should be directed to Central Security at the Charlotte Convention Center. Do not dial 911.
Call 6090 using a house phone or 704-339-6090 if using a cell phone.

Annual Meeting Office
Student Volunteers Office
Speaker Ready Room
VIP Suite104 VIP Suite 102 Room 216AB
Charlotte Convention Center Charlotte Convention Center Charlotte Convention Center