It is compulsory that chairpersons submit a Conflict of Interest disclosure via this link by September 10st 2018
I. ON RECEIVING THE INVITATION
Check and ensure your availability on the particular day and time.
Communicate with the scientific committee about the session to ensure that you understand the scope of the session.
II. PREPARING FOR THE SESSION
Be prepared to give a very brief introduction to evoke interest in the audience.
Communicate with the speakers in your session before the session begins to avoid redundancy amongst the speakers and to clarify the schedule
Before your session takes place
• Please plan to arrive at your assigned meeting room at least 15 minutes prior to the scheduled start time.
• Introduce yourself to the AV staff and/or conference staff that will be assisting with your session, and check to make sure the speakers’ PowerPoint presentations have all been pre-loaded onto the computer.
• Make yourself visible near the front of the room so speakers can identify you. We have asked them to arrive at the session room a few minutes early to introduce themselves and find a seat near the front. Use this opportunity to clarify the pronunciation of their names if you need to.
• About 1 minute before the session is scheduled to begin, remind all speakers and the audience of the time limit for each presentation, and let them know how you will indicate when their time is running short and when their time is up. Announce any missing or cancelled talks, and let the audience know that these spaces will be held open.
Wrapping up the session
• You may want to give a very brief one or two sentence summary of the speaker’s material before moving on to questions.
• Be prepared with a couple of questions. It may take the audience a few minutes to digest the material.
• Let the audience ask questions on your instructions. Identify on a serial basis and go in order. Limit the number of questions to the time available.
• If the speaker and the questioner get into a long winded technical discussion, it is quite fair to ask them to continue with it later.
• Do not hesitate to move on if there are no questions forthcoming from the audience.
During your session
• Make sure you start the session exactly on time. Formally welcome the audience, and introduce the theme of the session. Ask audience members to turn off the ringtone on their cell phones.
• Introduce the first speaker by clearly stating his/her name and the title of his/her presentation. The AV staff will cue up the speaker’s PowerPoint presentation from the back of the room so it’s ready to go.
• Keep careful track of time, and adhere as closely as possible to the stated schedule.
• If there are cancelled presentations in your session or if speakers are absent unexpectedly, please hold the time slot open and do not move to the next speaker until after the 20 minutes have lapsed. This keeps presentations running on schedule for any audience members who want to move between rooms. You can use open time for discussion about preceding presentations. Likewise, if your session has fewer than six speakers, the open time at the end can be used for questions and discussion.
• End your session exactly on time so attendees can proceed to the scheduled break and preparations can begin for the next session.
We thank you once again for your willingness to join us at FIGO 2018 and remain at your disposal at FIGO.Programme@mci-group.com