GUIDELINES FOR THE SESSION CHAIRS,
PAPER PRESENTERS AND DISCUSSANTS
- General Guidelines
1.1There will be a total of 52 scientific sessions consisting of 3 plenary sessions, 47 invited paper sessions,3 contributed paper sessions and 2 panel discussions. The other simultaneous session on 1 October is the Faculty-Student Conference organized by the UP School of Statistics (UPSS) in collaboration with the UP Institute of Statistics (UP Instat) and the Statistical Research and Training Center (SRTC). Immediately after the scientific sessions on 1 October, there will be other activities such as the Tutorial Session on Statistical Software (STATA).
1.2Plenary and invited paper sessions will have two paper presentations and one discussant for the two papers or three paper presentations without a discussant (depending on the session organizer).
1.3Contributed paper sessions will have 4-5 papers per session with no discussants but with open forum. The panel discussion will have 3-5 panelists.
1.4Each session will be presided by a Chair. Except for the plenary sessionswhich have a duration of 1 hour and 45 minutes, all scientific meetings/sessions will have a total of 1 hour and 30 minutes. The format of presentation will depend on how the Chair chooses to conduct the session. Generally, the format of presentation will be:
- Introductory remarks on the session topic, presenters and discussants and acknowledgment of the session sponsor, if any, by the session chair;
- Presentation of the papers by the respective authors of the papers;
- Presentation of comments/reactions on the paper by the discussants which will immediately follow after each paper presentation;
- Open forum with the session chair acting as moderator; and
- Closing of the session to thank the presenters, discussants and participants.
1.5In the plenary sessions, which consist of two papers, the allotted time limits are as follows:
- Introductory remarks 3 minutes
- Paper presentation20 minutes per paper
- Reactions from discussant10 minutes per paper
- Open forum40 minutes
- Closing 2 minutes
Total1 hour and 45 minutes
1.6In the invited paper sessions with two papers and one discussant, the allotted time limits are as follows:
- Introductory remarks 3 minutes
- Paper presentation15 minutes per paper
- Reactions from discussant15 minutes for two papers
- Open forum40 minutes
- Closing 2 minutes
Total1 hour and 30 minutes
1.7In the contributed paper sessions with five papers at the most, the allotted time limits are as follows:
- Introductory remarks 3 minutes
- Paper presentation10 minutes per paper
- Open forum35 minutes
- Closing 2 minutes
Total1 hour and 30 minutes
The time allocations can be adjusted depending on the number of papers in the session.
1.8Each session will have a Secretariat composed of two or three staff to assist the Session Chair and oversee the requirements of the sessions.
1.9Time will be strictly monitored in each session as there are still sessions to follow. During each presentation, a timekeeper will flash a yellow card to signal that the speaker has five (5) more minutes to speak and a red card to signify that the speaker has one (1) minute to finish the presentation. A stop sign will also be flashed at the end of the allotted time. The microphone will be turned off after the allowable time.
1.10A Speaker’s Room can be used by the paper presenters and discussants in case they would make last minute changes in their presentations/discussion papers.
- Guidelines for the Session Chairs
2.1The Session Chair should have a complete set of the papers and brief bio-data of the presenters and discussants which will be provided by the Secretariat in advance.
2.2The Secretariat will provide the Session Chair with any relevant messages or changes in the session.
2.3Prior to the conduct of the session, meet with the paper presenters and discussant to give them gentle reminders on the mechanics of the session, particularly, strict compliance with the time allocation.
2.4Start the session on time and open the session by introducing self, e.g., name and affiliation, etc., and the session topic, and acknowledging the session sponsor, if any.
2.5Timing and floor discussions are the responsibilities of the Session Chair. The time allocations for the speakers are specified under item 1.4. However, the Chair can adjust the time allotments in the sessions, especially if there are fewer papers for presentation. Furthermore, the Chair has the authority to stop the presentation of any speaker who does not adhere to the subject of their paper. Irrelevant comments or handouts which have nothing to do with the subject being presented should not be permitted.
2.6In case a paper presenter does not show up during the session, the Chair has the option to read the presentation prepared by the presenter (in case presentation is available with the Secretariat).
2.7For sessions without discussants, the Chair may opt to provide his/her own reactions/comments to the papers before the open forum.
2.8During the open forum, the participants should be advised to identify themselves, i.e., name and affiliation, and the speaker to whom the question/comment is addressed. Comments/queries may be raised orally or written down on the intervention sheets to be distributed by the Secretariat. The intervention sheets will be immediately collected by the Secretariat and be given to the Chair who will read the same for response by the concerned presenter. If necessary, the Chair may restate the questions for better understanding.
2.9End the session on time as another session will immediately follow. Request the audience to continue the discussion elsewhere.
- Guidelines for the Paper Presenters
3.1Provide the Session Secretariat with a copy of the changes in the manuscript submitted to the Session Organizer/Coordinator before the scheduled presentation so that the Session Chair and the discussant can be given a copy.
3.2Be in the meeting room before the session begins to arrange for last-minute details. Inform the Session Chair/Secretariat of presence and for assistance needed in operating the equipment for the presentation. A laptop and LCD will be the standard equipment in every meeting room. Black/whiteboards will not be provided.
3.3Presentation materials should be in PowerPointand should not exceed 10 slides (excluding the cover and end slides), to be delivered within the allotted time. Presentation materials should have a font size of at least 24 pt for readability, and no animation.
3.4PowerPoint Presentation should be submitted to the secretariat ahead of the session for uploading in the laptop, etc.
3.5The presentation time is limited, hence, the presentation should be confined to the main points of the paper. The timekeeper and/or Session Chair will flash reminders on the remaining time and when to stop. The presentation should stop at the end of the allotted time regardless of whether or not the presentation has been finished. For this purpose, the microphone will be turned off.
3.6Speak clearly and loud enough to be heard at the back of the meeting room.
3.7Stay up to the end of the session for courtesy and protocol.
- Guidelines for the Discussants
4.1Be in the meeting room before the session begins and inform the Session Chair/Secretariat of presence.
4.2Make arrangements with the Session Chair/Secretariat for assistance needed during the presentation, e.g., equipment
4.3Be reminded that the discussion should focus on the papers, and you are giving a reaction and not presenting another paper.
4.4Keep in mind of the limited time allotted for the presentation of comments/reactions on the paper. The timekeeper/Session Chair will give reminders on the remaining time and when to stop the presentation. Kindly stop at the end of the allotted time, regardless of whether or not you have finished the presentation. The microphone will be turned off after the allowable time.
4.5Provide the Session Chair and Secretariat assigned in the meeting room with a copy of your discussion paper immediately after the session for documentation purposes.
4.6Stay up to the end of the session for courtesy and protocol.
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