2. CIRCULATE THE PAPERS IN YOUR SESSION AHEAD OF TIME
Prior to the conference, the conference organizers will e-mail all papers to you. Please circulate the papers to all authors to encourage everyone in your session to read them before the conference. This way, each participant can attempt, in their presentation, to link their papers to the other presentations for a more cohesive and stimulating session. Feel free to e-mail the authors any additional or specific instructions, as the sessions do differ in length, numbers of participants, purpose, and content.
Here is a template of an excellent introductory message, courtesy of Kevin Lowe, University of North Carolina, Greensboro:
Dear <insert name>:
You are listed as first authors in our <insert session name> session scheduled for <insert date and time> in <insert room location>.
Also attached are the submissions for this session. Please be sure to read each paper in our session so that you can make cross-paper references within your own presentations.
We have four papers and 75 minutes. Therefore, I ask you to plan on a presentation of approximately 12 minutes. Each paper can then be followed by an audience question or two that will absorb about 3 minutes per paper.
So, the session time allocation would break down like this:
- 2 minutes to introduce the papers and the session theme
- 60 minutes for paper presentations and follow-on questions
- 3 one-minute transitions between papers
- 10 minutes for general audience discussion following the four papers.
- 75 minutes total
From this allocation, you can see that it is important to finish your paper presentation around the 12-minute mark.
Please confirm for me that you will be presenting the paper and if not which one of your co-authors will do so.
I look forward to seeing you all online soon. Please feel free to contact me at this e-mail, or via text at ***.***.**** for emergencies.