PHILIPPINE INSTITUTE OF CIVIL ENGINEERS, INC.

SESSION CHAIR GUIDELINES

GENERAL
a. The PICE 2011 National Midyear Convention will be attended by some 3,500 participants on June 30 July 2, 2011 with diverse training, background and interests. With such diversity of topics and interests, and the limited time available, the Convention Committee recognizes that the value of this convention lies primarily in the published proceedings and on the exchange of information during the open forum. b. The quality and tenor of the session depends greatly on the active and early participation of the session chair. The chair can build a network among the presenters, set the tone for the session, make connections among the people and topics, ensure fair allocation of the time available, and foster collegial and professional exchange. Should challenges arise, the session chair will be looked for guidance. Throughout the session, the chair will looked for leadership. The role of the chair ideally includes both pre-convention preparation and during-convention facilitation. c. PICE Secretariat will provide a cellphone directory of the speakers. You may contact your speakers before their allotted time. Remind them to bring an electronic copy of their presentation on a CD or USB device (and, if possible, to email you or the PICE Secretariat a copy for backup), and find out if they have any special equipment requirements. Each session room will have a multi-media projector and laptop computer. A backup laptop is desirable.

d. Because of the number of speakers and limited time, we request all session chairs and speakers to arrive at the function room at least twenty (20) minutes before the session starts. Make sure the computer and projector are booted up and working. Upload all of the electronic presentations onto the laptop. Familiarize yourself with the microphone, pointer, timer and overhead lights. e. Start the session on time. Manage the session and control the timing of each presentation to maintain the overall schedule of the papers. The allotted time for each presentation will be posted on the event site. f. Use the short biography as provided by PICE Secretariat to introduce each speaker before their presentation. If bios are not provided for some speakers, session chair should meet with those speakers prior to their presentation and have them prepare a short bio at that time.

g. Be certain that the entire audience can hear the speaker. If you feel it is necessary, interrupt the speaker and ask him/her to speak louder and into the microphone. h. No paper should be started ahead of the scheduled time. In the event that a paper is cancelled, an intermission or short break should be announced. In the event that a speaker does not show, it is recommended that the Session Chair surveys the attendees before adjusting the presentation order. i. j. If there is time for question and none are asked by the audience, the session chair should have a question prepared. Speakers must be asked to stop when their allotted time is up in a courteous but firm manner. Keep in mind that session must end on time, and that the last speaker has just as much right to an audience as does the first speaker.

k. Attire: Session Chairs should be in business attire