Instruction for Chairpersons

1. General Information

Session chairpersons are requested to adhere to the time schedules for the technical sessions.

• At least ten minutes before the oral sessions start, chairpersons should be seated in the chairperson’s seat located on the right of the front row.
• At least ten minutes before the beginning of the poster sessions, they should verify that the correct poster boards have been assigned to their sessions and confirm that all posters have been set up.

* “No Show Papers” will not be included in IEEE Xplore.

2. Time Management

• Oral Presentations

All speakers have 20 minutes for their presentations, including time for computer preparation, questions, and discussion. A typical presentation will include two minutes for PC preparation and the speaker’s introduction by the chairperson, and the remaining 18 minutes for the actual presentations including approximately three minutes of Q&A/discussion.

All sessions must run on time. This means chairpersons must:

• Start them on time
• Keep each paper presentation on time
• Cut off questions if they run too long 
• If a speaker fails to show up, call a recess for that time slot and resume the session at the scheduled starting time for the next paper presentation

Equipment: chairpersons should familiarize themselves with the following arrangements:

• Each room is equipped with a video projector
• A laser pointer is available in each room

Poster Presentations

All poster presenters are required to check in at the “Poster Speaker’s Desk” located in the poster room with their name budges before presentation core times.

During the scheduled core time of the presentations, all assigned speakers should be present in front of their poster boards and be prepared to explain them. The chairpersons are responsible to determine whether posters have actually been presented.

The papers without check in and presentation during the core times will be handled as “No Show Papers” not be included in IEEE Xplore.

3. Before the Session

For the oral sessions, chairpersons must meet the speakers ten minutes prior to the sessions in the designated session room. They should also inform the conference staff in charge of the session room of their presence. With the conference staff’s support, review the session’s procedures, demonstrate the audio equipment, and verify the PCs. Back‐up PCs are available in the session room, if required.

4. During the Session

Briefly introduce the speakers before their presentations based on the biographies they prepared themselves. Chairpersons are responsible for adhering to the allotted time to ensure smooth operation of the entire program. Presentations may be cut if they significantly overrun. After a speaker is finished, switch to the question and discussion time. Encourage audience participation. Prepare a few questions, if needed.

If a presentation is canceled, the allocated time may be effectively used for additional discussion or break time. Please restart the next presentation at the scheduled time.

Do not alter the timetable.

5. After the Session

The chairpersons of all the sessions including the poster sessions are requested to complete questionnaires about their sessions and report no show papers. Please return them to the staff before leaving the session room.