Important Information for Chairing Oral or Poster Sessions
Dear [Name],
Thank you for supporting the 30th ECSS Annual Congress in Rimini by chairing a session. As we draw closer to the Congress, we are pleased to share with you important information and guidance for chairing oral or poster sessions this year.
Chairing Oral Sessions
Please review your assigned session(s), available in your ECSS account. Scroll down to ‘myCongress’ and click on ‘mySessions to chair’ to view the sessions you are chairing and acquaint yourself with the abstracts of the presentations in advance.
During the Session
- As a chair, you briefly introduce the speaker (name, institution, title of presentation and if the speaker is running for the ECSS YIA).
- You ensure that the session schedule is adhered to — 10 minutes for the presentation, followed by 5 minutes for discussion.
- To help keep time, session volunteers will show coloured cards: yellow at 9 minutes and red at 10 minutes.
- During the discussion, start by inviting questions from the audience. If needed, you can also ask a relevant question to get things going.
- After 15 minutes, the session will move on to the next speaker to stay on track.
- If a presenter doesn’t show up, please invite the next presenter to ensure continuity of the session.
Chairing Poster Sessions
All poster sessions are taking place in the designated Poster area, which is to be found in the back of the Piazza Hall just behind the SportEx. Within the ‘More’ section (hamburger icon at bottom right) of the ECSS Congress App, you can find a floor plan called ‘SportEx, Catering, Print Posters & E-Posters’ indicating the exact location of each poster session (e.g., Piazza Hall, PS 24). Please locate your poster session via the floor plan and on-site in Piazza Hall prior to your chairing session.
The LiveVoice app will be available to offer a seamless streaming experience to presenters and visitors alike. Please download the app beforehand and familiarise yourself with it from a listener’s perspective. Click here for more information. Do not forget your headphones!
For you and the speakers, a dedicated volunteer will provide you with a session smartphone with an attached microphone for the presentations. Each poster session has a unique LiveVoice session code. While this code is indicated on the back of the phone, all phones will be pre-set for your convenience. The dedicated volunteer will assist you in case of any unforeseen technical glitch.
Before
- Please visit your ECSS account, scroll down to ‘myCongress’ and click on ‘mySessions to chair’ to view the sessions you are chairing and acquaint yourself with the abstracts of the presentations in advance.
- Presenters have been asked to pin up their poster at the designated locations (each poster board indicates the poster session number and presenter information) in the morning on the day of their presentation.
- Please be available at the respective poster session within the poster area 15 minutes before the session starts to be introduced to LiveVoice from a speaker’s perspective by the dedicated volunteer and how to start the session.
During
- As chairperson, you introduce the speaker (name, institution, title of presentation and if the speaker is running for the ECSS YIA).
- You ensure the exact timeline of the session is adhered to (3 minutes for the presentation, 2 minutes for the discussion).
- You will initiate discussion by firstly asking the audience for questions and/or putting a pertinent question to the speaker yourself.
- Most poster sessions will have the maximum of 10 posters to be presented within the 60-minute allotted time. Time keeping is crucial!
After
- Please remind presenters to remove their posters after concluding the session. Posters left behind will be removed by ECSS and temporarily stored at the ECSS booth to be picked up until Friday, 12:00. Afterwards, remaining posters will be disposed of.
- Please return the smartphone to the dedicated volunteer after the poster session.
Your role is crucial in ensuring a smooth and engaging experience for all presenters and attendees. We look forward to welcoming you to Rimini and thank you for supporting the Congress as a session chair!
Yours sincerely,
Maria Francesca Piacentini
Chair, ECSS Scientific Board
