IPEC-Hiroshima 2014

Instructions for Session Chairpersons

Instructions for Oral Sessions

Instructions for Poster Sessions

Instructions for Session ChairpersonsDownload the file

1. General Information

Session chairpersons are requested to adhere to the time schedules for the technical sessions.
At least ten minutes before the oral sessions start, chairpersons should be seated in the chairperson's seat located on the right of the front row.
At least ten minutes before the beginning of the poster sessions, they should verify that the correct poster boards have been assigned to their sessions and confirm that all posters have been set up.

* "No Show Papers" will not be included in IEEE Xplore.

2. Time Management

Oral Presentations

All speakers have 25 minutes for their presentations, including time for computer preparation, questions, and discussion.
A typical presentation will include two minutes for PC preparation and the speaker's introduction by the chairperson, and the remaining 23 minutes for the actual presentations including approximately five minutes of Q&A/discussion.

All sessions must run on time. This means chairpersons must:

• start them on time
• keep each paper presentation on time
• cut off questions if they run too long
• if a speaker fails to show up, call a recess for that time slot and resume the session at the scheduled starting time for the next paper presentation

Equipment: chairpersons should familiarize themselves with the following arrangements:

• each room is equipped with a video projector
• speakers must bring their own PC and operate it by themselves
• a laser pointer is available in each room
  

Poster Presentations

During the scheduled core time of the presentations, all assigned speakers should be present in front of their poster boards and be prepared to explain them. The chairpersons are responsible to determine whether posters have actually been presented.

	Poster Set-up	Presentation	Poster Removal
Poster Session 1: May 19 (Mon.)	9:00-11:35	12:30-14:00	14:20-15:00
Poster Session 2: May 21 (Wed.)	9:00-11:35	12:35-14:05	14:25-15:00

*The core times for the presentations are assigned by program numbers in the following manner:

May 19 (Mon.)	Odd numbers:	12:30-13:15
	Even numbers:	13:15-14:00
May 21 (Wed.)	Odd numbers:	12:35-13:20
	Even numbers:	13:20-14:05

3. Before the Session

For the oral sessions, chairpersons must meet the speakers ten minutes prior to the sessions in the designated session room. They should also inform the conference staff in charge of the session room of their presence.
With the conference staff's support, review the session's procedures, demonstrate the audio equipment, and verify that all speakers have brought PCs. Back-up PCs are available in the session room, if required.

4. During the Session

Briefly introduce the speakers before their presentations based on the biographies they prepared themselves.
Chairpersons are responsible for adhering to the allotted time to ensure smooth operation of the entire program. Presentations may be cut if they significantly overrun. After a speaker is finished, switch to the question and discussion time. Encourage audience participation. Prepare a few questions, if needed.

If a presentation is canceled, the allocated time may be effectively used for additional discussion or break time. Please restart the next presentation at the scheduled time.
Do not alter the timetable.

Conference staff will be assigned to every session room to assist speakers with computers, turning on the lights, and supporting the chairpersons. They can solve problems.

5. After the Session

The chairpersons of all the sessions including the poster sessions are requested to complete questionnaires about their sessions and to return them to the staff before leaving the session room.

6. Speakers' Meeting

All speakers (oral and poster sessions) and session chairpersons are requested to attend the speakers' meeting on the day of the session that they will present or chair. The meeting will feature a complimentary breakfast or lunch.
At this briefing, oral session chairpersons should collect speaker biographies to introduce at the beginning of each presentation.
Individuals with oral sessions in the morning should attend the breakfast meeting; those with afternoon or poster sessions should attend the lunch meeting.
Tables will be reserved for speakers and chairpersons.

Speakers' Breakfast Meeting: Oral
Date	Briefing/Speakers' Breakfast	Place	Note
May 20 (Tue.)	7:30-8:20	Himawari B2 Floor, International Conference Center Hiroshima	Main Entrance of International Conference Center Hiroshima opens at 7:30 am every day**
May 21 (Wed.)

*Speakers’ Breakfast is for the oral sessions in the morning.

** For security precautions, name tags are required to enter the building/convention center.
If you didn't receive a name tag before the Speakers' Breakfast Meeting, please print out a participant pass, which is available on the official web site.

Speakers' Lunch Meeting: Oral
Date	Briefing/Speakers' Lunch	Place
May 19 (Mon.)	12:00-12:45	Himawari B2 Floor, International Conference Center Hiroshima
May 20 (Tue.)	12:20-13:05
May 21 (Wed.)	12:05-12:50

*Lunch Boxes will be available.

Speakers' Lunch Meeting: Poster
Date	Briefing	Speakers' Lunch	Place
May 19 (Mon.)	12:10-12:20	12:00-12:30	Himawari B2 Floor, International Conference Center Hiroshima
May 21 (Wed.)	12:15-12:25	12:05-12:35

*Lunch Boxes will be available.

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Instructions for Oral SessionsDownload the file

Time Allocation for Presentations

Oral presentations are allocated 25 minutes. A typical presentation includes two minute for preparation and introduction of the speaker by the chairperson, and 23 minutes for the main presentation, including approximately five minutes of Q&A/discussion.
The session times of the presentations are listed in the program book.

* "No Show Papers" will not be included in IEEE Xplore.

Audio Visual Equipment

Oral presentations should only be presented by PC (PowerPoint etc.).
All speakers are requested to use their own laptop PC: either Windows or Macintosh.

The session rooms are equipped with a video projector. PCs must have a display output interface with a D-sub 15-pin plug. If necessary, bring an adaptor. No overhead projectors may be used.
Presenters are recommended to bring their presentation data by a USB memory stick as a backup.
The electrical supply is 100 volts AC. Presenters are responsible for transformers and plug adapters.

Speakers should note the following:

1. Arrive at the session room and inform the conference staff at least 15 minutes before the session starts.
2. When your turn is next, go to the next speaker's seat in the front row of the session room.
3. When it is your turn, bring your PC to the podium and start your presentation after being introduced by the chairperson. Turn off all power-saving features (sleep mode, screen saver, password, etc.) before starting your presentation.
4. After the presentation, disconnect the cable, and remove your laptop.

PC Check

We strongly recommend that the presenter should check the connection or compatibility of your PC with the video projector in the session room during the break time before your presentation. Projectors are also available at the Self Preview Corner (PC Check Room).

Hours of PC Check Room:
Monday, May 19	13:00-16:00
Tuesday, May 20	8:00-18:00
Wednesday, May 21	8:00-17:00

Speakers' Breakfast/Lunch Meeting

All speakers and session chairpersons are requested to attend the Speakers' Meeting on the day of the session at which they will present or chair. A complimentary breakfast or lunch will be available at the meeting.

Those with morning sessions should attend the Breakfast Meeting; those presenting in the afternoon should attend the Lunch Meeting.

At this meeting, submit a written biography (100-200 words) to the session chairperson so that he/she can briefly introduce the speaker at the beginning of your presentation. A biography form is provided at the end of this document.

Tables will be reserved for speakers and chairpersons.

Speakers' Breakfast Meeting: Oral
Date	Briefing/Speakers' Breakfast	Place	Note
May 20 (Tue.)	7:30-8:20	Himawari B2 Floor, International Conference Center Hiroshima	Main Entrance of International Conference Center Hiroshima opens at 7:30 am every day**
May 21 (Wed.)

*The Speaker's Breakfast is for the morning Oral Sessions.

** For security precautions, name tags are required to enter the building/convention center.
If you didn't receive a name tag before the Speakers' Breakfast Meeting, please print out a participant pass, which is available on the official web site.

Speakers' Lunch Meeting: Oral
Date	Briefing/Speakers' Lunch		Place
May 19 (Mon.)	12:00-12:45		Himawari B2 Floor, International Conference Center Hiroshima
May 20 (Tue.)	12:20-13:05
May 21 (Wed.)	12:05-12:50

*Lunch Boxes will be available.

  

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Instructions for Poster SessionsDownload the file

Poster Sessions will be held at Technical Session Rooms B and C and Himawari located on the B2 floor of the International Conference Center. Each poster presentation is allotted one poster board as shown below.
All speakers for the poster sessions are responsible for putting up and removing their own posters from the designated poster board.

* "No Show Papers" will not be included in IEEE Xplore.

Poster Board

One poster board is 90 cm (35.5 inch) wide x 210 cm (82.7 inch) high.

Since the program number (A5 horizontal) will be posted in the top left corner, posters must be designed to avoid covering the program number.

Presenters should put up their posters with the pushpins available in the session room provided by the secretariat. No other equipment or electricity for image/video projection will be provided.

Poster Set-up and Removal

	Poster Set-up	Presentation	Poster Removal
Poster Session 1: May 19 (Mon.)	9:00-11:35	12:30-14:00	14:20-15:00
Poster Session 2: May 21 (Wed.)	9:00-11:35	12:35-14:05	14:25-15:00

*The core times for the presentations are assigned by program numbers in the following manner:

May 19 (Mon.)	Odd numbers:	12:30-13:15
	Even numbers:	13:15-14:00
May 21 (Wed.)	Odd numbers:	12:35-13:20
	Even numbers:	13:20-14:05

All posters must be removed promptly by the author at the end of the sessions. Posters remaining after the removal time will be removed and discarded.

Attendance

Presenters must present at their boards at the beginning of the scheduled core time to arrange their posters and check that all necessary supplies are available. During the assigned core time, more than one speaker must be present at the poster board for explanations. Session chairpersons have the responsibility to determine/confirm whether papers have actually been presented.

Poster Preparation

• The poster's header should include the title of the work, author name(s), and affiliation(s).
• All text should be easily read from a 2-meter (+) distance.
• Freely use figures (graphs, charts, and illustrations with captions) and ensure that they are legible.

Speakers' Lunch Meeting

All speakers and poster session chairpersons are requested to attend the Speakers' Lunch Meeting on the day of the session at which they will present or chair. A table will be reserved for speakers and chairpersons for each session.

Speakers' Lunch Meeting Poster
Date	Briefing	Speakers' Lunch	Place
May 19 (Mon.)	12:10-12:20	12:00-12:30	Himawari B2 Floor, International Conference Center Hiroshima
May 21 (Wed.)	12:15-12:25	12:05-12:35

*Lunch Boxes will be available.

*The lunch for poster presenters will be held on the day they present posters.

Thank you.

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