Guidelines for Presenters and Chairs

Speaker Instructions

All talks are allocated a total of 20 minutes, including questions. The only exceptions are certain sponsored panels already agreed in advance with the organisers. Please introduce yourself to the session chair 15-30 minutes prior to the start of your session, confirm the correct pronunciation of your and your co-authors' names, and mention any special concerns you may have.

Your presentation should be 12-15 minutes in length, followed by a 5-8 minute question and answer period (20 minutes total). Please keep your eye on the chair during your presentation. The chair will indicate to you when you have 3 minutes remaining, and will stand up when you have 1 minute remaining. He or she will have to end your presentation at 20 minutes, whether you have finished or not, in order to keep the session on schedule and be considerate of subsequent speakers. Please practice your presentation beforehand, making sure it does not go beyond the time allotted.

Audiovisual equipment

All sessions for spoken papers will be equipped with an overhead projector, a slide projector with remote control and PowerPoint.

Instructions for slide and PowerPoint users
A slide and PowerPoint preview room has been made available on campus in Grimond Seminar Room 3. Access to the slide preview room will be first-come, first-served. For those who have not brought slide trays with them, a limited number of slide carousels will be available. These must be signed out no more than 12 hours in advance of your talk and returned immediately following your talk. Please use the locking ring on your slide carousel to avert potential disaster. Label your slide tray ahead of time with your last name, session, date, and time of your presentation. Please present your slides or disk to the session projectionist in your meeting room 15-30 minutes prior to the start of your session.

The slide and PowerPoint preview room in Grimond Seminar Room 3 will open during the following hours:

Sunday 13 June	12.00 to 18.30
Monday 14 to Wednesday 16 June	08.00 to 09.00 12.00 to 14.00 17.00 to 22.00
Thursday 17 June	08.00 to 09.00 12.00 to 14.00

Instructions for PowerPoint users
Please present your PowerPoint presentation on a floppy disk or CD. You will not be able to use your own machine. The university computing network has Windows 2000 and PowerPoint 2000. Please be aware that presentations prepared on different versions of PowerPoint will probably run, but may not be formatted exactly as you intended. If in doubt, please check in the preview room.

Poster Instructions

Poster sessions

Posters will be displayed during two separate poster sessions. Poster presenters should set-up, attend, and take down their posters according to the following schedule. Posters will be organised, as far as possible, by topic, and each poster in each session will be assigned to a numbered poster stand. The list of poster authors and their assigned stands will be available at the entrance of the Eliot Great Hall when you arrive to set up. Your poster number will also be in the programme.

You will be given two boards clipped together, each 1 metre wide and 2 metres tall. This gives you a total space of 4 square metres, 2 metres tall by 2 metres wide, which is yours to use as you wish (subject to the comments below). Please note that the only fastening permitted will be velcro (sticky hook) tags, which you should supply yourself. No sticky tape, pins or Blu-tack please!

Please note also that there is no poster-printing facility on campus - you will need to bring your poster with you!

	Poster Session I	Poster Session II
Set-up	Monday 14th June 07.00-09.00	Wednesday 16th June 07.00-09.00
Viewing	Monday 14th June 09.00-20.00 Tuesday 15th June 09.00-18.00	Wednesday 16th June 09.00-20.00 Thursday 17th June 09.00-18.00
Reception	Monday 14th June 19.00-20.00	Wednesday 16th June 19.00-20.00
Take-down	Tuesday 15th June 18.30-19.00	Thursday 17th June 18.00-19.00

There will be a cash bar at the Monday and Wednesday evening receptions to encourage circulation around, and interest in the posters. Authors are expected to be in attendance at their posters during their assigned poster session reception.

Posters in Session I will also be open for viewing on Monday 14 June and Tuesday 15 June. Posters in Session II will also be open for viewing on Wednesday 16 June and Thursday 17 June. As the posters will be exhibited in Eliot Great Hall where coffee and tea breaks can be taken, authors are also encouraged to attend their posters at these breaks.

Instructions for Session Chairs

The following instructions will hopefully help with this important task, which needs to be performed with tact and expediency to keep the parallel sessions running to time.
Each spoken session will have at least one student helper present to assist with audio-visual aids. The helpers will also be issued daily with up-to-date lists of speakers for each session, which will be taped to the speaker tables, and a daily room timetable to be posted on the door.

• Check that all speakers are present and the type of audio-visual aids they plan to use. Consult speakers about any questions regarding pronunciation of their names and institutional affiliation.
  
  
• Ensure that those using slides, PowerPoint or OHPs have their visual aids with them. Check out the sound and projector system and discuss back-up plans with the projection assistants in case of failure.
  
  
• Check out the lights and discuss who will control them with the projection assistants. Allow dim lighting to assist note-taking and safe movement of people in and out of the room during talks.
  
  
• Start the session on time, even if it appears that not everyone is there yet.
  
  
• Encourage speakers to leave a few minutes for questions at the end of their talk and provide simple but effective time checks. Please: use a visual or vocal signal when there is 3 minutes left; stand-up when there is 1 minute left; walk to the podium and politely nudge speakers away as their allotted time comes to an end.
  
  
• Have at least one question ready for each talk. Be sure speakers repeat questions from the audience, especially those from front rows.
  
  
• Announce all cancelled talks and use that time for questions and discussion.