AGU Oral Session Chair Training

Whether this is your first time chairing an AGU oral session, or you are a veteran, you are encouraged to attend one of these three 20-30 minute sessions. Representatives from the A/V team will discuss use of all equipment in the room. An AGU Program Committee representative will review protocol and responsibilities, and answer any questions you may have. Please mark your calendar to attend one of these days.

Sunday, 2 December at 4:30 pm – Moscone South, Room 300
Tuesday, 4 December at 7:00 am – Moscone West, Room 2003
Wednesday, 5 December at 7:00 am – Moscone West, Room 2003

Following the Sunday session, we hope you will join us for the Icebreaker reception in Moscone West, 1st level.

  1. 1. Oral sessions take place in the Moscone Convention Center, West Building, Levels 2, and 3, and South Building, Esplanade and Gateway Ballrooms. Please check the online Meeting Program and floor plans for room numbers and locations.
  2. 2. Prior to your session, please check the online program for any changes or updates.
  3. 3. Use any reasonable means to stop a speaker who has exceeded the allotted time. The session must stay on schedule so that individuals who are presenting a paper or individuals who wish to hear a specific talk may do so at the time indicated in the program.
  4. 4. Only someone listed as an author on a paper may present. No other substitutions are permitted.
  5. 5. If a paper has been withdrawn or a speaker does not appear, either call for discussion of previous papers in that session or call a recess. Do not start the next paper until the time listed in the program. Please note any no-show authors on the Chairperson’s Evaluation.
  6. 6. Familiarize yourself in advance with the pronunciation of names and affiliations.
  7. 7. You may interrupt speakers in order to ask them to speak more audibly, slowly, or clearly; to face the audience; or to briefly explain the message of an illegible slide.
  8. 8. The Chair, not the speaker, conducts the discussion by recognizing participants on the floor. During discussions, ask participants to identify themselves and speak audibly so the audience can hear the questions as well as the replies.
  9. 9. If a paper draws no questions from the floor, you are encouraged to ask questions in an attempt to stimulate discussion, if time allows. On the other hand, some papers elicit more than the usual number of comments; judge accordingly.
  10. 10. To maintain the schedule, it may be necessary to defer lengthy discussions to the end of the session or to suggest that the discussion be continued in private, once the session has ended.
  11. 11. No new presentations may be added to the session.
  12. 12. Each oral session room is equipped with computer projection equipment. Authors using this equipment have been encouraged to bring a backup presentation in an alternate format in case of technical difficulties.
  13. 13. Speakers cannot connect laptops into computer projectors in the meeting room. Speakers have been instructed to load their presentation in advance in the Speaker Ready Room.
  14. 14. As Chair, you must keep the session on schedule. If there are problems with a computer presentation, advise the speaker immediately to switch to the backup format. Do not go to the next presentation, and do not allow session overruns while a projectionist is trying to solve these problems.
  15. 15. An online evaluation will be emailed to you a few days prior to the meeting. Please be sure to complete it as soon as your session is over to provide valuable feedback. This includes an assessment of the session’s attendance as well as any paper listed in the program, but not presented.
  16. 16. Due to safety regulations, attendees may not sit in the aisles. Please encourage attendees entering the session to move to the center of the room to make space for late arrivals. This will allow for the maximum number of attendees at the session.