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San Diego Convention Center
San Diego, California, United States
28 August - 1 September 2016
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Session Chair Responsibilities

Before the Conference:

  • View the online program for information about the session you are chairing.
  • Review the onsite instructions for session chairs, which will be emailed to you before the conference.
  • Contact the presenters in your session(s) to ensure their attendance and commitment to the meeting. A copy of the author biographies will also be emailed to you.
    • If biographies for authors in the session you are chairing are missing, please email the authors and request brief biographies so that you can properly introduce them before their presentation.
  • Preregister for the meeting and save. Prices increase by $150 if you register after the preregistration cut-off, or onsite. As a Session Chair you are entitled to the reduced Author/Session Chair/Committee registration rate.

At the Conference:

  • Check for any late program updates on the room sign outside of the meeting room.
  • You will receive a Session Report Form from the Conference Chair to use in tracking changes in your session.
  • Return the forms to the Registration Desk, Speaker Check-in, or the room monitor. It is very important that these forms are returned to SPIE for paper and publication records.

Chairing the Session:

  • Introduce the session topic
  • Introduce the speakers
  • Maintain the program schedule
  • Be prepared for the unexpected!
  • If you find a presenter has failed to attend:
    • Note the no show on the Session Report form
    • DO NOT move to the next paper. Attendees plan for the talks they want to hear based on the published schedule.
    • Choose one of these options:
      • Fill in the *hole* with a standby paper (if there are no official standby authors for your session, make arrangements in advance to have one or two *no strings* [no manuscript] presenters on hand)
      • Open the floor to an extended Q&A session for speakers who have already presented
      • Have one or two controversial topics ready for discussion
      • Bring a topic on your laptop for presentation and/or discussion
      • Open the floor for discussion on any topic of interest to the audience
    • Start the next talk at its published, scheduled time.

If you have any questions or need more information, please contact your Conference Program Coordinator (see list of Program Coordinators).