DNP2020

Chair Guidelines

Prior to meeting: Review the program on the APS website to determine the number and order of the abstracts to be presented, the time allocated to each abstract, and if there are any supplementary abstracts assigned to the session you are chairing.
On arrival: Check the "program changes board" near the APS Registration Desk to see if any changes have been made to the session you are chairing; for example, if any abstracts have been withdrawn.
Arrive early to the session: If possible, arrive at the meeting room about 15 minutes prior to the start of the session to familiarize yourself with the controls for lights, microphones, A-V equipment and the timer. If you encounter problems, immediately alert the meeting staff at the registration booth.
Start the session by briefly introducing yourself and explaining the timing system to the audience, and as often during the session as you think necessary.
Check the microphone to make sure it is appropriately placed on the speaker and functioning properly.
Start on time for each talk by introducing the absract and speaker.
Always stick to the schedule: It is important that simultaneous sessions be as closely synchronized as possible since many attendees move from session to session in order to hear specific talks.
Allotted times: The normal allotted time for contributed abstracts is 12 minutes (10 minutes to present; 2 minutes for Q/A). If you are chairing a session that includes both contributed and invited abstracts please be aware of the different times allocated for each and set the timer as follows:

Set timer for 8 minutes for contributed abstracts to give initial warning, then set the final bell to go off 2 minutes later to signal the end of the talk. When this time is up, allow 2 additional minutes for questions relating to the abstract, thank the speaker and promptly introduce the next abstract and speaker.
Set timer for 25 minutes for invited abstracts for initial warning, and the final bell to ring 5 minutes later to signal the end of the prepared talk. Then set the timer for 6 additional minutes for questions from the audience.

Ask the speaker to stop when their allotted time is up in a courteous but firm manner. Keep in mind that the session must end on time, and that the last speaker has just as much right to an audience as does the first speaker.
Absent speakers: Should a speaker fail to appear, call the author of the first supplementary abstract assigned to the session, if any. If that author is not in attendance, call the author of the following supplementary abstract, and so on. If there are no supplementary abstracts assigned to your session, allow the preceding discussion to continue, or recess the session until it is time for the next scheduled abstract. At the end of the session, call again for the regularly scheduled abstract, if time allows.
Any problems? Either go, or immediately send, someone to the APS registration desk to alert someone as to the problem.