Guidlines for Invited Speakers and Chairs

GUIDELINES FOR INVITED SPEAKERS

  • Please make sure to check the online program, mobile app or printed program book for your scheduled presentation date, time, session, and presentation length. Please note your allocated presentation time includes time for questions and discussion. 
  • Invited Speakers will have a total of 15, 20, 25 or 30 minutes for their presentation, depending on the plenary or symposia session. Please check the program for your finalized presentation time. 
    • Invited speakers with 30 minutes' presentation will have 25 minutes for their talk + 5 for discussion. 
    • Invited speakers with 25 minutes' presentation will have 20 minutes for their talk + 5 for discussion.
    • Invited speakers with 20 minutes' presentation will have 17 minutes for their talk + 3 for discussion.
    • Invited speakers with 15 minutes' presentation will have 13 minutes for their talk + 2 for discussion.

Your presentation

    • Please be seated in the first row of the hall. When it is time for your talk, please make your way to the speaker lectern. Following your talk, please make your way back to the first row of seating. 
    • From the speaker lectern, you will be able to control your presentation using a computer mouse or up/down/right/left keys on a keyboard.
    • You will be able to see a timer from the lectern which will indicate how much remaining time you have during your presentation.
    • A technician will be seated in the first row of the hall to assist with all technological features taking place during the session.
  • Discussion in your session:

      • If you are speaking in a plenary session, during the general discussion time of the session (if applicable, it is indicated in the program as "Discussion"), the discussion will be held from the available seating on stage, with all invited speakers in the session and both chairs participating in the discussion.
      • If you are speaking in a symposia session, during the general discussion time of the session (if applicable, it is indicated in the program as "Discussion"), please make your way to the available seating on the stage (next to the chairs) in order to take part in the general discussion.
    • Chairpersons have strict instructions to interrupt you if you exceed the allocated time of your lecture.
  • Presentation Slides:
    • PLEASE NOTE – Invited speakers and oral presenters are required to use a disclosure slide as the second slide of their presentation. The template can be downloaded here.
    • During the Meeting, all invited speaker and oral presentations will be required to go to the Speaker's Ready Room to upload their slides for presentation in the hall.
    • Please note that you will be able to continuously update your presentation and make any necessary edits and changes up to 2 hours prior to the session. The final version you upload will be the one projected in the session hall.
    • Please click here to read further important information and instructions regarding your slides for sharing and for projection in the session halls.  

GUIDELINES FOR SESSION CHAIRS 

Please note that all session chairs are requested to come to the session hall 10 minutes prior to the start time of their session to receive a briefing from the technician regarding the set up and use of visual and audio technology during the session.  

Important note: To ensure an on-time session start and to maximize availability of seating, at the start of each session, please ask people to take their seats 2 minutes before the start, and encourage them to sit towards the center of the rows.  

You should announce each speaker and supervise discussion from the center of the stage using your own microphone.

Before the first scheduled talk: 

  • You and your co-chair should introduce yourselves by name and affiliation. 
  • Announce the title of the session. 
  • Ask people to make their mobile devices silent and ask them not to take photos during the session, telling them that speakers' abstracts can be found on the mobile app. 

  • In recognition of local custom, please announce the below at the start of the session:

    ACKNOWLEDGEMENT OF COUNTRY

"We would like to start this session by acknowledging that we are meeting on the land of the Gadigal clan of the Eora Nation. We warmly acknowledge the custodians of Gadigal country and pay our respects to their Elders past, present and future, and to any Aboriginal, Torres Strait Islander or other Indigenous peoples present with us today."

As a session chair, you are responsible for the time management of the presentations within your session hall:  

  •  A technician will be seated in the first row of the hall to assist with all technological features taking place during the session. Chairs and the invited speakers of the session will also be seated in the first row of the hall, and will make their way to the lectern when it is their time to present. 
  • You should refer to the timetable in the IPVC app, online interactive program or printed program book to ensure the session timing is followed.  
  • You will be required to introduce the speaker and presentation title as indicated in the mobile app or program timetable.   
  • You will be able to view the presentations from a screen which will be located in front of you on stage.
  • It is essential to adhere to the scheduled start and end times of each talk.  This is so that people can move from one room to another and find the talks as announced in the program.
  • Please use the timers to provide a warning one minute prior to the end of the talk time for most standard length slots and a bell at time. For rapid orals, please warn the speaker at 2.5 minutes for a 3 minute time.
  • Warn your speakers in advance that they will be required to stay to time. If the speaker is still speaking when the next speaker is due to start, ask them to stop and do not allow any questions. 
  • There will also be timers on stage visible from the podium to indicate to speakers' their allotted lecture time and will tell them when they have exceeded their presentation time.  
  • Please make sure to check the mobile app or printed program for the full session schedule.  
  • Invited Speakers will have a total of 20, 25 or 30 minutes for their presentation, depending on the plenary or symposia session. Please check the program for your finalized presentation time.  
  • Invited speakers with 30 minutes' presentation will have 25 minutes for their talk + 5 for discussion.  
  • Invited speakers with 25 minutes' presentation will have 20 minutes for their talk + 5 for discussion. 
  • Invited speakers with 20 minutes' presentation will have 17 minutes for their talk + 3 for discussion. 
  • Invited speakers with 15 minutes' presentation will have 13 minutes for their talk + 2 for discussion. 

·         Rapid Communication Presenters will have 5 minutes for presentation which includes 3 minutes for their talk + 2 minutes for discussion. Please give instructions at the beginning that only 3 slides and 3 min are allowed per speaker.

·         Structured Scientific Session Presenters will have 12 minutes for presentation which includes 10 minutes for their talk + 2 minutes for discussion. 

·         Scientific Stream Presenters will have 12 minutes for presentation which include 10 minutes for their talk + 2 minutes for discussion. 

  • Discussion in your session:  
  • If you are chairing a symposium session, you may invite the invited speakers on stage, if there is a general discussion during your session. 
  • If you are chairing an abstract oral session, each presenter has been given 12 or 5 minutes to give their talk, which include 2 minutes for questions & answers, and discussion after each talk. There is no general discussion time in these sessions. Oral presenters will answer questions from the lectern on stage.  
  • If a speaker fails to attend the session, please fill this time with additional discussion before moving on to the next speaker. If the timing is still disrupted– allow things to go slowly and try to get back towards scheduled times if possible. 
  • Please notify your technician immediately of AV equipment or other technical problems. 
  • If the session gets ahead of schedule, please do one or more of the following: 
  • Have questions prepared for each speaker – 2 per presentation. 
  • However, if you finish much before the allotted time, you may conclude the session early. 

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