You are here: Home Session Guidelines
Rehearse. ICIS presentations are usually clear, well-prepared, well-organized, thoughtful, and carefully-timed scholarly presentations.
Be courteous to your colleagues presenting after you. Finish in the time allotted!
Read in advance the other papers in your session. (Copies are provided to you in advance.) Be aware of (and make use of) the context in which your work will be presented.
At least one author of every accepted submission and all members of every accepted panel must present at ICIS 2013 in Milan. Because the proceedings reflect what was presented at the conference, if no author shows to present the paper, the paper will be removed from the ICIS proceedings. There are no exceptions, regardless of circumstance.
Appreciate that it is impossible to accommodate requests to be re-assigned to different time slots. The current schedule has already been carefully screened to avoid conflicts with the hundreds of authors and presenters participating in this conference.
Check with your Track Chairs to determine who will be Convener of your session. At least three weeks before your session, the Convener (either the session chair or the Track Chairs) should send a complete copy of the session’s papers to each presenter in your session. This contact will establish a connection that can then be leveraged at the conference itself (no surprises).
You are Host of the session. Prior to the session it is your responsibility to get all the presentations on the desktop in the room prior to the start of the session (or know how you will switch between the desktop and laptops), and introduce the speakers to each other. When you are ready to start the session, you will make the audience feel welcome, introduce the session and explain how it will unfold. During the session you will introduce each speaker, facilitate discussion or Q&A periods and call the session to a close.
In a case where no author is available to present a paper, please be sure the program chairs are notified immediately.
As Host, it is your responsibility to decide on the best approach for structuring your session (unless the Track Chairs have provided specific directions). Many of the 1½ hour sessions include four papers to be presented. It is up to you to decide (a) how much time should be set aside for presentation, (b) how much for participant discussion, (c) how much total time will be allocated to each paper and when to schedule participant discussion. For example, decide whether to allow participants to (1) discuss each paper immediately after its presentation, or (2) to discuss the session’s papers collectively at the end of the session, or to (3) break into groups at the end of the session to discuss each paper separately for a short period. The first strategy is most common, since it enables participants to switch sessions midstream in order to attend different papers in simultaneous sessions. The second strategy might apply if your session is made up of closely related papers that should hold their audience for the entire session. The third strategy could apply if the papers are so unusually diverse, and so unlikely to generate much discussion, that it is best to maximize presentation time, and minimize discussion time.
You might want to set aside a block of time for discussion at the end of the session. Be aware that even if sessions start late, they finish on time.
Finally, as Host, it is up to you to decide how time will be managed – what the rules will be. For example, it is unfair to subsequent presenters if the first presenter goes over his or her time limit. If you fail in controlling such abuse, will the stolen time come out of the time for discussion or is it extracted evenly from each of the remaining presenters? Establish your rules up front and make sure each speaker knows how the time is going to be managed during your session. The last speaker, in particular, needs to know what to expect.
NB: ICIS participants sometimes expect to switch parallel sessions to hear specific papers in different sessions. Please follow the order of the papers in the program. Please also plan to allow (and announce) a moment between papers for participants to enter or leave the room. While quite modern, the rooms have traditional academic lecture seating that make it difficult for a participant to slip in or slip out of a row without disturbing others in the same row. You are also the Coach in your session. As Coach, it is your responsibility to familiarize yourself with the papers being presented in your session, to explain to your presenters (as soon as possible) what your plan is for the session (e.g., how much time they will have to present, and how time will be managed), and to tell them what you expect from them. For many empirical studies, the following 5-slide outline works surprisingly well for a 15 minute talk:
Finally, ask the presenters to be in the room at least 15 minutes before the session starts. You will need to get all the presentations loaded. You may need to adjust the timing of the session. You need to make sure everyone meets everyone (especially the Time Keeper, see below). You may need to go over the timing rules again. These things take longer than you would expect, especially when everyone wants to schmooze.
You are also the Discussion Facilitator. Most ICIS sessions will not have discussants. Nevertheless, as Session Chair, you can ensure that whatever time you do allocate to discussion is well managed. If you are also convener, ICIS 2013 provides you with a zipfile of the papers in your session. Each paper includes the authors’ email address. Do send all of your session’s papers to all of the authors in your session to critically read to prepare for the discussion. On the day, it is helpful if you ask the author to repeat questions that are posed from the audience, if you think others might not have heard the question (this also has the salubrious effect of causing questioners to be concise). You can also help by scanning the room for hands held up in the back that the speaker does not see. You can ask questions of your own to shift the audience’s attention from one author to another. And, of course, you will be the person everyone looks to for the signal that the session is concluded.
You are also Time Keeper for your session; it is your responsibility to make sure that the time in the session is shared fairly among speakers, and between speakers and audience. We strongly recommend that you delegate this task by appointing a Time Keeper for your session who will follow whatever rules you set. A good Time Keeper will be armed with a set of 8x11 signs that say “5,” “2,” “0” and “-1”. The Time Keeper should be positioned in front of the speaker and should keep time assiduously, adjusting the deadlines for each new presenter (according to the rules you set). The Host should keep an eye on the Time Keeper, too, of course, and be prepared to stand up and ask a presenter to yield the podium to the next speaker, if and when necessary.