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Phone: (905) 628 - 9554
Fax: (905) 628 - 9554
Technology Driving Innovation
May 2-5, 2004
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
- Bring a vu-graph or .ppt slide that can be used to generate a meaningful
- 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
- 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
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
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
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
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