Session Chair On-site Guide

Thank you again for organizing and convening a session at the ASLO 2024 Meeting to be held on 2–7 June 2024 in Madison, Wisconsin, USA. Below is important information that should help as you make final plans for your session.

As a session chair, your job at the meeting will be to introduce your session and your presenters and to keep your session on time. All presenters will be sent instructions to upload their presentation before the meeting and each oral session block will be ninety minutes in length with six 12-minute talks. All talks must begin and end in their allotted time. It is also your job to lead the discussion and handle any questions.

Technicians will float between rooms for support. Each room will have a student volunteer to help with any questions or challenges you might face.

Review your current program schedule.

Should there be any cancellations, an addendum will be posted during the meeting and will show the most recent cancellations, changes in presenting authors, or scientific program revisions. Presenters have been instructed to also notify their session chairs when canceling.

Registration

As a session organizer, you must be registered for the meeting if you are going to attend. If you have not already done so, you may register online any time between now and the meeting at: https://www.aslo.org/madison-2024/registration-information/.

Invited and Tutorial Speakers

If you have any invited or tutorial speakers you wish to designate and have not done so, please email the title of those presentations to [email protected]. Include your session number and whether the presentation is invited, tutorial, or both.

Session Chair Duties

Below is a recap of session chairs’ responsibilities:

Pre-Conference:

15 Minutes Before the Start of Your Session:

  • Ensure that all your presenters are present.

Start of the Session:

  • Introduce yourself and give a brief introduction to your session.

During the Session:

  • Be aware of the time for each presentation and move your session along.
  • If there is time, facilitate discussion and manage the questions and answers.
  • Ask for technical assistance for anything you have questions about.
  • Conclude your session and remind the audience to leave the session room.
  • If you have gaps in your session due to withdrawals, use that time for discussion or Q&A. DO NOT move the next presenter into the now empty time slot.

If your plans or personal obligations have changed and you will not be able to attend the meeting, please let ASLO Meetings know. You need to make sure that your session is covered during the meeting. If you do not have co-chairs who are attending the meeting, please plan for another participant or for a presenter in your session to act as chair.

Thank you for being such an important part of this exciting meeting!

Getting Help

If you have questions or issues, please contact [email protected].

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