Parallel session formats and roles

Practical instructions for presenters, discussants and chairs.

The format of DRUID Parallel Paper sessions

Each session normally includes three papers  and lasts about one and a half hours.The standard time schedule looks like this:

*  First paper presentation by the author = 15 minutes

*  Second paper presentation by the author = 15 minutes

*  Third paper presentation by the author = 15 minutes

*  First discussant of all three papers = 12 minutes

*  Second discussant of all three papers = 12 minutes

*  General discussion and replies from the authors = approximately 20 minutes.

Computer projectors/ beamers will be available for PowerPoint presentations. Please bring your presentation on a USB memory device.

Instructions for Parallel Session presenters

Each participant will only be allowed to present one paper during the conference. Coauthored papers may be presented by any of the participating coauthors. The basic format of all PAPER SESSIONS (plenary as well as parallel) is as follows.

Each session normally include three papers and lasts about one and a half hours. The standard time schedule looks like this:
*  First paper presentation by the author = 15 minutes
*  Second paper presentation by the author = 15 minutes
*  Third paper presentation by the author = 15 minutes
*  First discussant of all three papers = 12 minutes
*  Second discussant of all three papers = 12 minutes
*  General discussion and replies from the authors = approximately 20 minutes.

Projectors will be available for PowerPoint presentations. Please bring your presentation on a USB memory device.

With a conference of this size we ask you to remember some basic rules when making your presentation. In order that everyone has sufficient time to speak it is important that you exercise discipline, particularly time management. Please remember to:
*  Arrive at the appropriate room five minutes before the session is due to start. All rooms are equipped with black out facilities and a projector for Power Point presentations. Please note that if choosing PowerPoint you must arrive with your presentation on a USB memory device and load it yourself onto the machine provided in the room BEFORE the start of the session. It might be a good idea to do so well in advance as not all versions of PowerPoint function equally well on all projectors. Solicit advice at the info desk or through student assistants if experiencing trouble.
*  Introduce yourself to the other presenters and the chair. Give the chair your biographical details for use in introducing you. Ideally to assist the chair these should be in writing.
*  Present your paper in judicious language. Disclose any financial or other interest you might have in the subject matter of the papers. Acknowledge contributions of co-authors. Structure your presentation so that you have time for your findings and their possible implications (when relevant). Avoid or explain uncommon abbreviations or terms.
*  Accomodate the session chair, who will tell you at the beginning of the session how long your presentation can last. This w ill inevitably vary between sessions depending on the number of papers to be presented. In a one and a half hour session with three papers you should aim to speak for no more than 15 minutes leaving time for your discussants and for the floor. We have asked session chairs to be very strict in terms of time management so that each presenter has an equal amount of time.
*  Abide by the the cards presented to you during your presentation by the session chair, indicating how much is left of your allotted time: Five minutes remaining; Two minutes remaining; Time is out (RED card). When you are shown the RED card this means your time is over. Session chairs have been asked to allow presenters who are out of time to finish your sentence, upon which they need to STOP their presentation.

Instructions for Parallel Session Discussants

It is the discussant that stimulates civilized controversies, which are at the core of the conference. One or more of the papers you have been asked to discuss might not be within your particular area of expertise, but do NOT start by stating this. Instead, act professionally and do your best to provide useful comments as best you can. Be clear, to the point, sharp but constructive, acknowledge significant contributions but focus on aspects where improvements can or must be made. Aim at providing that the author(s) with something useful to bring home. Enlighten, when possible, the audience with some new insight or reflection. Your comments should be given in judicious language. Disclose any financial or other interest you might have in the subject matter of the papers. Let the Conference Organizers know immediately if you become suspicious of any possible fabrication of data, plagiarism or other kinds of scientific fraud relating to the papers you are asked to discuss.

In order that everyone has sufficient time to speak it is important that you exercise discipline, particularly time management. Please remember to:
*  Arrive at the appropriate room five minutes before the session is due to start. All rooms are equipped with black out facilities and a Power Point projector. Please note that if you have prepared some points on a PowerPoint slide you must arrive with your presentation on a USB memory device and load it yourself onto the machine provided in the room before the start of the session. It might even be a good idea to do so well in advance as not all versions of PowerPoint function equally well on all projectors. Solicit advice at the info desk or through a student assistant if experiencing trouble.
*  Introduce yourself to the presenters, co-discussant and the chair. Give the chair your biographical details for use in introducing you. Ideally to assist the chair these should be in writing. One or two lines would suffice
*  Accomodate the session chair, who will tell you at the beginning of the session how long your comments should last. This wil. l inevitably vary between sessions depending on the number of papers to be presented. In a one and a half hour session with three papers you should aim to speak for no more than 12 minutes leaving time for your replies and for the floorWe have asked session chairs to be very strict in terms of time management so that each discussant has an equal amount of time.

By abiding to the simple rules your contribution will help support what we hope will be a productive, stimulating and enjoyable conference!

Instructions for Parallel Session Chairs

This note is intended to provide guidance on managing the session for which you are responsible but inevitably the Chair will have to show some degree of flexibility.

In essence your role will be to introduce the presenter and allocated discussants; control the length of time that they speak for and manage any questions from the floor. In most sessions three papers will be presented. Please notify the Conference Organizers immediately if you become suspicious of any possible fabrication of data or plagiarism relating to the papers in your session.

We believe that it is important to establish some ground rules that everybody understands and works towards during the conference. Please remember to:
*  Arrive in the room where the session is to take place at least five minutes before the appointed time. If using PowerPoint the presenters have been asked to upload their presentation on the PC before the start of the session to save time. Solicit advice at the info desk or through student assistants if experiencing trouble.
*  Introduce yourself to the presenters. Ask them for biographical details to use in introducing them. Make sure that their presentation has been uploaded. Inform them of the maximum time they will have to present their paper. For example, in a one and a half hour session with three papers, each presenter should have 15 minutes and the two discussants should be allocated 12 minutes each. It is important that participants are given the chance to ask additional questions from the floor.
*  Introduce the author and title for each paper.
*  Use the series of cards, available to you in the session room, to help the presenter or discussants to manage the time. The first card you pass indicates that the presenter or discussant has a maximum of five minutes left. The second card indicates that there are two minutes left. The third and final RED card indicates that their time is over and the presenter or discussant must STOP. In issuing the red card you must be polite but firm. It is to be fair to other presenters or discussants in the session and to the audience who will wish to contribute in the discussion time. As a rule, a presenter who gets the RED card is allowed to finish the sentence but speak no further.
*  Ask those who ask questions in the Q&A part of each session to identify themselves and to keep their comments as short as possible to allow time for the presenters to respond in full. You may decide how to organize this element of the session, i.e. after each paper or after all the papers have been presented.
*  Ensure that the session finishes on time. With the number of papers to be presented this is going to be a busy event. Sessions that over run have implications for other sessions or events later in the day.

Finally, thank you for chairing and helping to make the conference successful!