Before the Conference:
- Please view the Technical Program for information about the session you are chairing.
- A copy of the author biographies will be sent to you. Contacting the presenters in your session(s) is a way of ensuring their attendance and commitment to the meeting.
- 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.
Print Onsite Instructions for Session Chairs.
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, the Speaker Check-In Desk, or the AV 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)