Check the epitome to determine the number and order of the abstracts to be presented and the time allocated to each abstract.
Check to be sure no abstracts have been withdrawn prior to the meeting.
Arrive early for the session:
Arrive in the meeting room about 15 minutes prior to the start of the session to check your connection and setup.
If you encounter problems, ask for technical support.
While this meeting will be run as a Zoom meeting rather than a webinar, chairs will still be co-hosts and will have control over the session.
Start the session:
Briefly introduce yourself and explaining the timing to the speakers and audience, and as often as necessary during the session.
Remind the participants that the sessions adhere to the APS Code of Conduct and anyone asking inappropriate questions or engaging in any inappropriate behavior can be removed from the meeting.
Tell the participants they are muted until they are asked to unmute after raising their hand. Participants can ask questions by typing into the chat or raise their hand. Tell them to type questions into the chat during the talk and either read them after the talk or ask them to unmute to ask their question. Always identify the questioner. If there are no questions put into the chat during the talk, then the Chair should ask the participants to use the raise hand feature to be recognized to be unmuted and ask their question. The raise hand feature puts those who ask questions at the top of the participant list, in order of when they raised their hands (the first to raise a hand is at the top of the list, subsequent questions appear after that). Participants should be made aware that there are networking opportunities outside the sessions, in Gather.Town, where they can talk privately. The chat during the sessions will only go to the host and co-host (the chair).
Start time:
Introduce each speaker, giving the abstract title.
Allow the speaker to unmute and ask them to start their video and share their screen. If there is a problem with screen share, ask for technical support. If the speaker cannot share their screen, the talk that has been uploaded to the DNP dropbox links should be displayed for the speaker, changing slides as necessary. If the speaker has no internet connection but needs to call in over the phone, their talk also needs to be displayed for them.
Stick to the schedule:
It is important that simultaneous sessions be as closely synchronized as possible to allow attendees to move from session to session in order to hear specific talks.
Allotted times:
The normal allotted time for contributed abstracts is 12 minutes (10+2) and invited speakers is 36 minutes (30+6). Chairs of minisymposia with an invited speaker should be aware of the different times alloted for the talks.
Give a 2 minute warning (after 8 minutes) for a contributed talk. Allow 2 minutes for discussion:
Give a 5 minute warning (after 25 minutes) for an invited talk. Allow 6 minutes for discussion.
When the speaker's total time (talk plus discussion) is up, ask the speaker to stop screen share, mute and turn off their video. Thank the speaker and promptly introduce the next abstract and speaker.
Ask the speaker to stop:
To When their allotted time is, the speaker needs to be reminded that the session must stay on time.
If they go over time, reduce the question time accordingly.
If there are no questions, the Chair should ask for questions from the audience or, if no questions appear, ask the speaker an appropriate question to fill the time.
The session should stay on time and end on time. All the speakers are entitled to an audience.
Absent speakers:
Should a speaker fail to appear or an abstract is withdrawn, allow the preceding discussion to continue or recess the session until it is time for the next scheduled abstract.
If a speaker arrives late, they may be able to speak at the end, if time allows.
Problems?:
Send an email to support@dnp.mit.edu asking for technical assistance and somene will be available for immediate assistance.
