Guidelines for Speakers, Poster Presenters, and Chairs
Last Updated: December 25, 2000
CHAIRS of SESSIONS & WORKSHOPS:
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:
--check that all of your speakers are present
--check speakers' names (pronunciation), titles, and affiliations
--explain to the speakers how much time they have to speak, and
how time will be allotted.
--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.
--introduce yourself to the speakers in your session
--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
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
--remind speakers about their remaining time (5 minute and 1 minute
warnings).
Be sure to bring a watch for this.
--if a speaker ends early use that
extra time for questions c
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 questions because they usually 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.
POSTER PRESENTERS:
In Advance:
--submit and abstract for review via the PAG web site
--register early for the conference to get the lowest registration fee
Poster Tips:
--a poster session is a presentation where presenters post materials
such
as genetic maps, physical maps, photographs, graphs, and/or
tables on a
display board along with textual summaries of the material.
Ideally, each poster will be self-explanatory.
--each poster should display the title, authors, and affiliations for
the work.
Usually, title information is in larger font. Text fonts
should be 20-24 point.
--extensive, imaginative use of captioned illustrations,
photographs, graphs, or
other types of visually appealing material is
extremely
useful as a means of communication.
--the poster board size available is:
4 feet (1.22 meters) high by 3 feet (0.92 meters) wide.
At the Meeting:
--check the program for location of your poster.
--check the program for times when you are responsible to
stand by your poster.
--locate your assigned space and post your materials.
--Remove your poster at the appropriate time (see program for
details).
SPEAKERS:
In Advance:
--send a brief biographical sketch to your session chair
--send any handouts you would like distributed
Presentation Tips:
--make sure all slides and overheads are readable.
Very small font is not recommended.
--prepare your talk for the appropriate time allotted.
At the Meeting:
--arrive in the appropriate room for your talk at least 10 minutes
in advance of the start time.
--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.