Guidelines for Speakers

Preparation

You can prepare your presentation using overhead transparencies or PowerPoint files. We do not encourage slide presentation.    

An overhead projector, a projector screen, a LCD projector, a laptop with Microsoft PowerPoint, and a pointer will be provided in each of the seven technical session rooms, Ocean 1 – 6 and Ocean 8. A technical support officer will be assigned to each room to sort out any setup problems that you may have.  Prior to your session, you are encouraged to test out your presentation materials in the respective session rooms.  The technical session rooms will be open from 8:00 am to 5:30 pm on 22-24 November. 

Please arrive at the session room at least 15 minutes prior to the start of your session.  Setup your presentation materials and familiarize yourself with the operation of the equipment. Please pass a completed biography form to the Session Chairman, if you have not sent it to the Secretariat earlier.

At the Session

In general, the presentation and discussion time should not exceed 15 minutes.  The Chairman may, however, adjust the time and presentation sequence according to the actual number of papers to be presented in the session. 

Adhere to the time allocated by the Chairman and be prepared to answer any questions during the discussion time.

Guidelines for Session Chairmen

Before the session

1. Examine the number of papers in each session.  The duration of each session is 90 minutes. In general, each paper presenter should be given a maximum of 15 minutes inclusive of the discussion time. You may adjust the time according to the actual number of papers to be presented.

2. Arrive at the session room at least 15 minutes ahead of the scheduled session time.  Each room is equipped with an overhead projector, a projector screen, a LCD projector, a laptop, and a pointer.  A floor monitor is assigned to each room to help the presenter/Chair in using the equipment.

At the session

1. Introduce yourself to the speakers and collect the completed biography form(s), if any, from the speakers.

2. Ensure that the session starts on schedule.

3. To begin, introduce yourself and give a brief synopsis of the session.

4. If necessary, announce changes in presentation sequence to accommodate the speakers. 

5. Introduce each paper and speaker.  If you wish, you may also announce the author name(s) of the paper to the audience.

6. Circle the speaker’s name on the supplied session program sheet.  Write “no show” next to the paper title if the paper is not presented.

7. Warn the speaker two minutes before the allocated time expires. 

8. Be prepared with your own questions, if necessary, to get the audience interaction started during the discussion.

 After the session

1. Complete the Technical Session Feedback form and return it to the technical support officer in the room.