| Presentation
Instructions
Information
for Presenters
Oral
presentations:
The time
periods alloted for talks vary with the particular session:
Opening and distinguished plenary session presentations
are assigned 35 minutes with a further period of 10
minutes is available for questions and discussion.
Normal plenary session presentations are assigned 25 minutes with a further period of 5
minutes available for questions and discussion.
BNL day (Friday) user facility presentations are assigned
12 minutes.
Speakers are requested to plan their talk carefully
to fit within these periods, so that we can keep the
overall program on time.
Overhead
transparency and LCD computer projectors will be available
in all rooms during scheduled sessions for the duration
of the workshop. Please inform the workshop organizers
in advance if the presentation requires special audio-visual
needs (35-mm slides, TV projection, etc).
A dedicated laptop PC will be provided in the auditorium
for shared use by all plenary session speakers.
All plenary session electronic presentations shall be
mailed to yakimenko@bnl.gov between June 7 and June
14 in order to receive confirmation of file installation,
compatibility, and proper display on the workshop laptop.
Presenters not able to send presentations in advance
will be responsible for making their own arrangements
with the organizers. It is recommended that transparencies
be brought to the workshop in addition to any electronic
format. Contact the session chair or workshop
organizers for assistance.
In the event
that a PRESENTATION CAN NOT BE GIVEN, please contact
the Chair of Program Committee (ilan@bnl.gov) as soon
as possible.
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Poster
presentations:
The poster
board presentations will be held in Ballroom A where
boards will be enumerated corresponding to the assigned
paper’s identification code. All boards have the
dimensions of 3 feet by 4 feet and are composed of cork.
Pins will be provided for attachment of posters to the
boards.
Posters shall
be pinned on the boards prior to the start of the poster
session. Presenter attendance is required during
the entire poster session
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Information
for Session Chairpersons
Session
information:
Oral presentations
will be given in both the plenary sessions and the working
groups. Working group leaders will be responsible
for presiding over oral presentations in their groups.
Plenary sessions will have assigned chairpersons.
A plenary session
will consist of 30 minute talks (25 minutes for presentation
and 5 minutes for questions; chair should warn the speaker
at 20 minutes) , except for the distinguished opening
plenary session that will consist of 45 minute talks
(35 minutes for presentation and 10 minutes for questions;
chair should warn the speaker at 30 minutes).
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Before
the session:
Locate the
speakers if possible, and find out if any change have
been made regarding the presenter or the title of the
paper.
Familiarize
yourself with the speaker aids (projection equipment,
pointers, microphones) and chair aids (clock). Notify
the workshop organizers if a presenter requires special
technical assistance.
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At
the session:
Introduce yourself
to the audience. If possible
and appropriate, make general remarks concerning the
session. Possible remarks
may be the significance of the topics under consideration,
new trends in the subject covered by the session, important
breakthroughs (if any).
Introduce the
speakers / talk subject to the audience, when possible
providing background / framework for the speaker and
subject.
In case there
is a no-show of a speaker move on to the next speaker
and allow more time for the speakers / question periods.
Inform the
speaker of the time for first warning and time limit
for the talk.
Set the timer
for the appropriate times (first warning and total)
depending on the type of talk (Invited or Contributed).
Monitor the
speaker time and get the speaker to retire in time.
This is important as a courtesy to other speakers
and to the audience.
At the end
of the talk initiate a round of applause for the speaker.
If the schedule
has been met, allow time for questions.
Ask the speaker to repeat the questions when
the audience may not have clearly heard the question.
If there was
a round of questions, at the end invite the audience
to thank the speaker once again.
At the end
of the session announce that it is closed.
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