Poster Session Chair Guidelines
Monday – Friday
8:00 A.M–12:20 P.M.
1:40 P.M.–6:00 P.M.
Moscone South, Lower Level
- The online scientific program will be posted in the coming days. Please check back for updates to the online program.
- Please plan to arrive in the poster area before your session is scheduled to start.
- Make sure authors’ poster boards are numbered properly.
- Make sure authors are beginning to set up their posters before 8:00 A.M. and are not experiencing problems.
- Make sure authors have clearly posted the time when they will be at their boards. These signs can be picked up at the Poster Help Booth.
- Help any authors who are having trouble with layout, setup, or equipment.
- Encourage participation by introducing individuals in the area to specific authors and performing “crowd control” as necessary.
- No papers may be added or moved to another session.
- Should any problem develop with poster set-up, facilities, or equipment, contact an AGU staff person at the Poster Help Desk.
- Remind authors to remove their posters by 6:30 P.M. the day of their presentation. Any posters not removed from poster boards by 6:30 P.M. will be recycled.
- An online evaluation will be provided o you prior to the meeting. Please be sure to complete it as soon as your session is completed. This process includes an assessment of the session’s attendance as well as any papers listed in the program that were not presented.
Oral Session Chair Guidelines
Oral Session Hours
8:00 A.M–10:00 A.M.
10:20 A.M–12:20 P.M.
1:40 P.M.–3:40 P.M.
4:00 P.M.–6:00 P.M.
Whether this is your first time chairing a Fall Meeting oral session or you are experienced at overseeing a Fall Meeting oral session, you are encouraged to either view the Online Chair Training or plan to attend one of two 30-minute sessions onsite in San Francisco. AGU’s audio-visual team will discuss the use of all equipment in the room. The online chair training link, and onsite training times, will be posted mid to late October
Your Role as Chair
Please note: Oral sessions are held in Moscone West and Moscone South. The online scientific program will be posted in the coming days. Please check back for updates to the online program.
- Due to safety regulations, please stress that your audience members not sit in the aisles. This will allow for the maximum number of attendees to attend the session and ensure that the city’s safety department will not close the session room or stop the session.
- Use any reasonable means to stop a speaker who has exceeded the allotted time. The session must stay on schedule for both the audience and other speakers, per the approved program.
- Only an author listed on a paper may present. No other substitutions are permitted.
- If a paper has been withdrawn or a speaker does not appear, 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-shows” presenters on the Chairperson’s Evaluation, which will be provided in advance of the meeting.
- Familiarize yourself in advance with the pronunciation of names and affiliations.
- 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.
- 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.
- If a paper draws no questions from the floor, you are encouraged to ask questions in an attempt to stimulate discussion, if time allows. However, some papers elicit more than the usual number of comments; judge accordingly.
- 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.
- No new presentations may be added to the session.
- Each oral session room is equipped with computer projection equipment. All presentations MUST be uploaded in the Speaker Ready Room and sent to this equipment for viewing.
- Speakers cannot connect their laptops into computer projectors. Speakers have been instructed to load their presentation in advance in the Speaker Ready Room.
- As Chair, you must keep the session on schedule. Do not go to the next presentation, and do not allow the session to overrun while a projectionist is trying to solve problems.
An online evaluation will be sent to you a few days prior to the meeting. Please be sure to complete it as soon as your session is complete. Include an assessment of the session’s attendance as well as any papers that were not presented.