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SIGCSE TS 2024
Wed 20 - Sat 23 March 2024 Portland, Oregon, United States
SIGCSE TS 2024 (series) /

Session Chair Guidelines

SIGCSE conferences are diverse, with attendees from all over the world representing varied gender, racial, ethnic, disability, and other identities. As a Paper Session Chair, you play a critical role in ensuring that the session for which you are responsible is as inclusive as possible for attendees while also keeping the conference schedule on time. Thank you for helping chair a paper session at SIGCSE TS 2024!

Each paper session consists of three 25-minute paper presentations. Each presentation is expected to last up to 20 minutes with 5 minutes for questions.

Before the Symposium

  • Please carefully read over all of the instructions on this page and notify program@sigcse2024.sigcse.org if you have any questions.
  • Review the content for your session using the program link on the SIGCSE TS 2024 website: https://conf.researchr.org/program/sigcse-ts-2024/program-sigcse-ts-2024/
  • Session chairs should read each paper in their session and generate one or two questions for the authors in case the audience needs help getting started during the Q/A session. DOI links for each paper in the program should be activated by the ACM DL during the week of March 4.
  • Session chairs are encouraged to pack a USB thumb drive in case they need to help presenters move files between computers at the symposium.

Before Your Assigned Session

  • Arrive at your session 15-20 minutes early so that you can identify and greet all your presenters. As you greet your presenters, ensure you ask about the:
    • pronunciation of speaker name(s)
    • speaker’s affiliation(s)
    • speaker’s title(s)
    • speaker’s pronouns if they wish to disclose them
  • Discuss accessibility concerns with the speakers before the session. For example, a presenter with a visual impairment may request assistance from a student volunteer to advance slides. To signal the remaining time for presenters, ask the presenter what they prefer; a tap or double tap on the table/floor can be an effective alternative to visual cues. The session chair, or a volunteer, can also facilitate question asking.
  • Have all speakers check equipment before the session begins and send your assigned student volunteer for help if needed.
  • Reserve a few seats in the front row for audience members who may be using the services of a sign language interpreter or live captioner. Explain to presenters that they should speak with a normal tone and pace unless asked to slow down by the interpreter. When speaking with deaf presenters or attendees, always face them directly and do not face the interpreter.
  • As attendees enter the room, please ensure that aisleways are kept clear and that there is room to seat wheelchair users.
  • Start the session on time by introducing yourself and the entire session.
  • When speaking to the session, always use a microphone, and ask that the audience do the same.

For Each Paper Presentation

  • Introduce each speaker using their proper name and pronouns to avoid misgendering. Ensure that introductions are consistent for all speakers in the sessions using common titles and language.
  • If the presenter is not speaking directly into the microphone, briefly halt the presentation to adjust the microphone/audio levels before proceeding.
  • Keep time and provide five-minute, two-minute, and one-minute warnings before the start of the 5-minute question and answer period. Feel free to use a digital app on a computer/tablet or paper time cards to signal time to speakers. Just be sure the text size is large enough for the speaker to see them.
  • Start the question/answer period by reminding the audience to use a microphone to ask questions, so that everyone can hear. Remind them to state their name before speaking, for the benefit of those who cannot see who is speaking. If questions are asked without a microphone, repeat the question into the microphone for the benefit of those using hearing technologies.
  • If needed, ask one of the questions you had prepared in advance for the speaker while audience members line up at a microphone.
  • Cut off any questions that are belligerent or insulting. Please let the Program or General Chairs know about the issue.
  • Have the next speaker start to set up about 1 minute before question time is done to ensure a smooth transition.
  • Twenty-five minutes is a hard stop. When time is up, stand up, say “Let’s thank our speaker”, applaud, and invite up the next speaker. If you need to end the discussion due to time, suggest that the discussion resumes after the session is over.

NOTE: If a speaker is absent or if a speaker finishes before their 25-minutes is over, do NOT start the next paper early! Similarly, if a speaker starts late, do your best to adjust question/answer times to get the session back on schedule. Attendees will time their attendance with the start times listed in the program.

At the End of the Session

  • At the end of the session, remind attendees what is up next in the conference schedule.
  • Before leaving the session, sign off on the student volunteer form.

Specific for Online Paper Sessions

The authors for the Online Papers will present their papers ONLINE over a Zoom Session, which will be streamed live in Rm. E146 in the Portland Convention Center. Therefore, the presentations of the Online Papers can be attended by both In-person Attendees (Rm E 146) and Online Attendees (over Zoom). A Session Chair will manage the session with the help of a Student Volunteer.

The Zoom links will be sent to the online paper presenters over email a few weeks before the symposium. They will also be included in the Whova Conference App.

There will be a wired laptop logged into Zoom at the front of the room. The Student Volunteer (and possibly a Hybrid Chair) will also be physically in the room and logged into Zoom to make sure that the online audience is muted and the online presenters are made co-hosts and can share their screens. The Session Chair will introduce the presenter(s) before their presentations. To help presenters manage their time effectively, Session Chairs will use the Zoom Chat option to provide five-minute, two-minute, and one-minute warnings before the question and answer period begins. Please note that each full paper presentation has a 25-minute limit, and this is a hard stop time.

Session Chairs and Student Volunteers will ensure that questions from in-person attendees are relayed to the online presenters. The Online audience can ask their questions by unmuting themselves or through the Zoom chat. The in-person attendees must ask questions by relaying their questions to the Student Volunteer or the Zoom Chat.

Acknowledgements

Much of this guidance is adapted from Emery Berger’s blog post “A Guide for Session Chairs”, and the SIGACCESS Accessible Conference Guide.