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Conference Secretariat
CCECE 2004
IEEE Canada
18 Robinhood Drive
Dundas, ON L9H 4G1

Phone: (905) 628 - 9554
Fax: (905) 628 - 9554
Email: admin@ieee.ca


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Technology Driving Innovation May 2-5, 2004
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Niagara Falls
Ontario, Canada
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Information for Session Chairs

Preparing for your session

It is wise to be prepared for last-minute speaker cancellations or no-shows, so please come to the meeting with some ideas on how to cope proactively with an empty time slot. Because conference participants depend on our published paper schedule for session hopping, we ask you not to rearrange or move papers across coffee breaks. Some suggestions for using this unexpected cancellation time productively.

  • Allow presenters and discussors a little more time if you know you have spare time.
  • Bring a vu-graph or .ppt slide that can be used to generate a meaningful discussion.
  • Plan to introduce a controversial topic as a springboard for discussion.
  • Open the floor for discussion of topics introduced by attendees.
  • You can always finish your half session (before and after the coffee break) early
  • Avoid the last resort, which is to dismiss the attendees until the next paper as you may not get your audience back!

Immediately before your session

You should have met with most presenters at the meal immediately preceeding your session at the table designated by session number - so you should have some idea as to who is presenting or not. You should discuss equipment needs with your presenters - the default form of oral presentation is using one's personal laptop. If any presenters did not bring a laptop, try to arrange a sharing with those who have their own. If any presenter requires an overhead projector is required, find out if they requested it.

In your session

All presenters have been told to bring and use their own laptop computer for their paper presentation. All presentation rooms will be equipped with a data projector, as well as a microphone (for large rooms), a lectern, and a pointing device. If presenters need any other audio or visual equipment, such as a 35mm slide projector, PAL or NTSC VHS player, computer or overhead projector, they should have indicated their special equipment needs by the time that they submited their complete paper. Requested equipment should be in the room.

There will be a student volunteer assigned to your room. Make sure you introduce yourself and instruct him or her to check for needed spare equipment and bring it to the room. This volunteer will assist with equipment, sound levels, and light control. If there are problems that cannot be solved immediately, your student volunteer will seek help from senior conference volunteers.

Ask presenters using laptops to have the laptop on and ready when they approach the podium for presentation. Presenters using laptops can "practice" ahead of their presentation with equipment in the Authors Screening Room

Announce IEEE Video/Digital Recording Policy: for copyright reasons, video or digital recording of any conference session is strictly prohibited without written prior consent from each specific presenter to be recorded. Unauthorized taping or recording will result in the individual being asked to leave and to hand over the tape or disc. If individuals persist in ignoring this policy, please ask your student volunteer to summon a senior conference volunteer for resolution of the situation.

Introduce the session topic, yourself, and each speaker. Help the speaker with microphone and give the speaker the laser pointer. Sit at the presider's table located at the front and side of the room.

Important! Keep the meeting on time and according to the published program schedule.

Note any changes to the presentations in your session on the form provided by for this purpose (located on the presider's table). Give the form to the student volunteer at the end of the session.

Signal the speaker when his/her time is almost over. Oral presentations are typically 13 minutes with 5 minutes for questions if there were no delays getting started (and depending on the number of actual presenters). Check the final program for the exact time scheduled for each talk.

After the speaker finishes, lead the applause and go to the microphone to facilitate the question and answer period. Make sure the speaker uses the microphone to answer questions.

Retrieve the laser pointer and give to the next speaker.

Announce the location of the coffee breaks as noted in the Final Program as well as the time you will reconvene after coffee and/or lunch breaks.

Close the session with a summary or closing remarks and an appropriate thank you to the participants. In the afternoon session, make announcements for any evening and next day activities.


If you have any questions or concerns, please contact a member of the conference committee, especially the technical program co-chairs.


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This page last updated: April 22, 2004 by the