Session Organizer Information

  • All oral presentations must be preloaded into the audio-visual company's computer prior to your session. Presenters have been provided with instructions for submitting their presentations prior to the meeting. Those instructions are included at: https://www.aslo.org/sanjuan2019/oral-guidelines
  • The Presentation Room is Room 207 at the PRCC. It will be open beginning at 15:00 on Sunday, 24 February. It will be open throughout the week at 07:00 each morning.
  • Please note that everyone who is giving an oral presentation is required to check in at the Presentation Room, even if they have submitted the presentation in advance. This room will be staffed and run by audio visual technicians who will work with the presenters to make sure their slides are as intended.
  • Please note: If your session is on Monday, presenters will be instructed to go to the presentation room on Sunday to check in or to submit their talks.
  • The AV technicians will be able to handle presentations that are prepared on both PCs and Macs. The preferred format for presentations is PowerPoint (.ppt) or (.pptx) . Individuals using other presentation programs should bring their files directly to the Presentation Room to have them correctly transferred.
  • The AV technicians will preload all the talks for your session into the computer in your room. Presenters will not be able to use their own computers or other media devices for their presentations. Internet access will not be available for presentations.
  • Each meeting room will be set and ready for your session. Rooms will have a projector, screen, laptop computer, sound system, lectern, hardwired lectern microphone, timer computer, and laser pointer.
  • You also will have a student volunteer to assist you with your session. They will have information about the AV equipment, lights, troubleshooting, etc. If additional help is needed, AV technicians will be nearby and able to assist quickly. Your student volunteer can also go to the conference registration desk, and we will send an AV technician to your room.
  • As a session chair, your job is to introduce your session and your presenters and to keep your session on time. It is very important that all talks begin and end at the time shown in the program. Do not move up talks, run over, or change the order of the talks. If you have a cancellation, please use this time for discussion, summary or adjourn your session for that time period.
  • No photography or recording is allowed in any of the session rooms during the meeting.
  • Please make sure you review your session schedule prior to the meeting so that you are aware of any changes to your presentation order. A link will be sent to you prior to the meeting.
  • The scientific program will be kept up-to-date on the web site. Presenters have been instructed to also notify their session chairs when cancelling. If you are contacted by a presenter who is withdrawing, please send a message to lyndaw@sgmeet.com so she can make the appropriate revisions to the schedule.
  • Posters will be on display in the exhibit/poster area beginning Tuesday morning through Thursday following the poster session and reception. Be sure to encourage those in your session to attend the poster presentations and to leave notes and positive comments on the posters. This will provide valuable feedback to the authors. The poster area will be organized by topic. There will be two posters sessions and receptions, one on Tuesday and one on Thursday. The hours are 17:30 – 19:00.
  • As a session organizer, you must be registered for the meeting. If you have not already done so, you may register online any time between now and the meeting at:  https://aslo.org/sanjuan2019/registration
  • If your plans or personal obligations have changed and you will not be able to attend the meeting, please let us 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.