Instructions for Chairpersons

The chairperson’s mission is to ensure a stimulating atmosphere in order to maintain the energy level in each session. You should clearly show your interest in the papers presented and encourage the conference participants to take part in discussions and debates.

As chairperson your duties are:

  • To welcome the participants and to introduce the speakers. Only the name of the institution and the country from which the speakers come need be mentioned, without further details. The arrangers have made a time schedule for each session, with start and finish times for each presentation, and with the names and institutions of the presenting authors. This will be sent out a few days before the start of the conference.
  • To keep time and to inform the presenters when their allotted time is about to run out:
    • For invited papers the speaker’s time is 20 minutes, followed by 8 minutes for questions and discussions. Give a sign to the speakers when they have 5 minutes left, and ask them to round off at once as soon as their time is up.
    • For submitted papers the speaker’s time is 10 minutes, followed by 3 minutes for questions and discussions. Give a sign to the speakers when they have 2 minutes left, and ask them to round off at once when the time is up.
  • To lead the discussion and preferably begin it with a question to the speaker. Prepare 1-2 questions beforehand, in case no questions are forthcoming from the audience.
  • To round off the session, thanking the speakers and the participants in the debate. The chairpersons in plenary sessions shall hand out a present to each invited speaker.

We request that you are present in the auditorium ca. 10 minutes before the session begins. Each location will have a person responsible for technical matters, who will meet you and assist with practicalities. This person will help the speakers to put on and remove the microphone, and will ensure that the presentations are installed on the PC and ready to be opened.