Session Chair Instructions

DAMOP 2023 Session Chair Guidelines

Thank you for agreeing to be a DAMOP 2023 Session Chair. If you are unable to moderate your assigned session, please contact APS Abstract Help immediately so that a replacement chair can be provided. If you are able to suggest a replacement chair, please provide the chair’s name, affiliation, and email.

APS will be holding an online Session Chair Briefing on May 31, 2023, at 11:00 a.m. EDT. Please contact virtual-events-help@aps.org if you have lost the Zoom link. 

All chairs are encouraged to create a profile in the Virtual Platform. This will assist in creating engagement among all attendees.


Chair Briefing Video


Virtual Platform Chair Resources

Responsibilities and Instructions 

• Check the Online Epitome or mobile app prior to your session to see if there are any changes.

• Start the session on time.

• Please adhere to the time listed in the schedule so that simultaneous sessions are as closely synchronized as possible. Many attendees move from session to session in order to hear specific papers.

• Welcome the audience, briefly introduce yourself and the session.

• To foster an inclusive environment, remind all presenters and attendees to adhere to the APS Code of Conduct. To report Code of Conduct violations, visit EthicsPoint or call (844) 660-3924. You can also reach out to the APS Information Desk in Spokane or the virtual help desk in the platform, and a member of the APS management team will be contacted to assist you.

• Explain the session timing to the audience prior to the start of the session. Introduce each presenter and start the timer.

Talk Times

Contributed

• Twelve (12) minutes total: 10 minutes presentation and two (2)  minutes of Q&A.

• Alert the speaker at the eight-minute mark.

Invited

• 30 minutes total: 30 minutes presentation and five (5) minutes of Q&A.

• Alert the speaker at the 25-minute mark.

In-Person Chairs

Chairs are asked to arrive at the meeting room 30 minutes prior to the start of the session to familiarize themselves with the controls for the computer, microphones, AV equipment, and timer. Floating technicians will be on hand to assist you if necessary.

If you experience technical difficulties during the session, notify an AV technician or APS staff person for assistance.

Audience Q&A

• Encourage attendees to use the microphones in the room. 

• Invited and Focus Session Virtual Audience Questions.

• Remote attendees will be able to submit text questions through the Virtual Platform. There is a computer at the head table logged into Q&A.

• Approve the questions, so the virtual audience can see ones that are in the queue.

• You will read the questions aloud to the audience and presenter. 

• Please take the first question of the session from the virtual audience, if available.
  
  
  

Virtual Chairs (Sessions C11, K11, M11, Q11, S11 and X11 Only)

It is important to test your tech prior to your session. APS will have a virtual Speaker Ready Room available on Monday, June 5, 2023, from 5:00 a.m. - 8:00 a.m. and 11:00 a.m. - 1:00 p.m. Pacific Time. We encourage you to read the technical guidelines and check your technical setup. Make sure to use the newest version of Chrome and Morressier can access your camera and microphone; other browsers are not supported, nor are tablets or mobile phones.

• Log in to the Morressier platform at morressier.com.

• Navigate to the left sidebar, and select My conferences.

• Once on the Conference page, navigate to your session.

• Select Join Backstage.

• Allow the Morressier platform to access your browser video and audio.

• Once Backstage, activate your microphone and camera, and test your screen sharing.  

• While you are Backstage, you will meet your dedicated Morressier technician—they will help you check all settings, move speakers to the stage, start and stop the live-streaming, and start and stop the presentations.

For detailed instructions, please visit the Morressier presenter page for more information.