Guidelines for the Session Chairs & Paper Presenters

General Guidelines
  1. There will be 22 sessions consisting of plenary sessions, panel discussions and simultaneous sessions.
    Time October 4 October 5 October 6
    09:00-10:45 Opening Ceremony &
    Plenary Seesion 1
    Plenary Session 3 Session 5
    (3 simultaneous sessions)
    10:45-11:00 Break
    11:00-12:30 Plenary Session 2 Simultaneous Session 3
    (4 simultaneous sessions)
    Plenary Session 5 & Closing
    12:30-01:45 Lunch
    01:45-03:15 Simultaneous Session 1
    (3 simultaneous sessions)
    Simultaneous Session 4
    (4 simultaneous sessions)
    City Tour / Shopping
    03:15-03:30 Break  
    03:30-05:00 Simultaneous Session 2
    (3 simultaneous sessions)
    Plenary Session 4
    07:00 Welcome Dinner  
  2. The session chair may adopt the following format and schedule. The time allotment for each session are as follows:
      Paper Presentation Panel Discussion
    Number of speakers 3 4 5 6
    Introductory remarks 5 mins 5 mins 5 mins 5 mins
    Presentation / Discussion 20 mins per paper 15 mins per paper 12 mins per paper 10 mins per paper
    Open forum 20 mins 20 mins 20 mins 20 mins
    Closing of the Session 5 mins 5 mins 5 mins 5 mins
    Total 90 mins 90 mins 90 mins 90 mins
  3. Each scientific session will be presided by a Session Chair. The format of the presentation will depend on how the Session Chair chooses to conduct the session. Generally, the format of presentation will be:
    • Introductory remarks by the Session Chair 
    • Presentation of the studies 
    • Open forum 
    • Closing of the session 
       
  4. Each session will be assisted by at least 2 PSA staff to serve as room coordinator, time keeper and documenter.
     
  5. Time will be strictly monitored in each scientific session. During each presentation, a timekeeper will flash:
    • yellow card to signal that the speaker has five (5) minutes more;
    • red card to signify that the speaker has one (1) minute to wrap up the presentation; and
    • stop sign will be flashed when allotted time has already been consumed
       
  6. All sessions rooms are equipped with computers; thus, no personal computers will be allowed for the presentations during the sessions.
     
  7. The session documenter will prepare a matrix as template for issues/concerns raised and answers/agreements/ recommendations reached.
     
  8. A presenter is encouraged to submit abstract of their paper/presentation and should utilize a Microsoft PowerPoint for the presentation. 
     
  9. Any video presentation is allowed during the session proper.  However, this should be arranged with the session secretariat ahead of time to ensure that it will be within the time allotment.
     
  10. All sessions rooms are equipped with computers; thus, no personal computers will be allowed for the presentations during the sessions.
     
  11. The session documenter will prepare a matrix as template for issues/concerns raised and answers/agreements/ recommendations reached.
     
  12. A presenter is encouraged to submit abstract of their paper/presentation and should utilize a Microsoft PowerPoint for the presentation. 
     
  13. Any video presentation is allowed during the session proper.  However, this should be arranged with the session secretariat ahead of time to ensure that it will be within the time allotment.
Guidelines for the Session Chairs
  1. Before the Session
    • The session chair will be assisted by the Secretariat in:
      • contacting the persons in advance;
      • ensuring availability and presence of presenters during the scheduled session; and
      • informing the presenters on the schedule of the scientific session (date and time) in advance or prior to the actual conduct of the conference.
    • It will be ideal that prior to the conduct of the scientific session, session chair should meet with the paper presenters to brief them on the mechanics of the scientific session, particularly, strict compliance with the time allocation.
       
  2. During the Session
    • There will be a session secretariat in the session room to document the session, ensure that the power point presentations have been pre-loaded.
    • Session Chairs shall start the scientific sessions on time commencing with a self-introduction i.e., name and affiliation, etc., the session topic, and acknowledging the session sponsor, if any.
    • Generally, the format of presentation will be:
      • Introductory remarks by the Session Chair on the session topic, presenters and discussants, and acknowledgment of the session sponsor, if any;
      • Presentation of the papers by the respective authors of the papers;
      • Open forum will be held after the presentation of the discussants, with the Session Chair as the moderator; and
      • Closing of the session
         
  3. During the open forum
    • The session chairs should advise the participants 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 session secretariat. 
    • The intervention sheets must be immediately collected by the session secretariat and must be given to the session chair who will read the same for response by the concerned speaker.
       
  4. During the culmination of every session
    • The following questions should be answered by the chair during the culmination of the session:
      • How is the session related to the theme of the Conference? 
      • Where does it need to shape up? 
    • Thank the paper presenters for sharing their best practices and/or research. Indicate that all presentations will be viewable from the conference website in a few weeks’ time
       
  5. End the session on time to give allowance for the next session to set up.
Guidelines for the Paper Presenters
  1. Prior the Conference
    • Presenters are advised to register online.
    • Presenters should upload their abstract and presentation online at https://conventions.psa.gov.ph/node/add/icsdgs-abstracts. The URL for the abstract and presentation submission will be provided via email. Presenters can submit a copy of the revised abstract or presentation (if any) a week before the scheduled presentation in the same URL so that the session chair can be given a copy.
    • A preliminary program is provided to all the presenters with these guidelines. The final scientific programme will be uploaded on 17 September 2017.
       
  2. Before the Session
    • The presenter must be in the session room 15 minutes prior to the scheduled presentation to avoid waiting for others and to make sure that the session begins on time. If there is a revised presentation, provide the secretariat ahead of the session for uploading in the laptop, etc.
    • Session secretariat will be present in the session room. 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 session room.  Black/whiteboards will not be provided.
    • Presentations that will utilize internet connections should be arranged with the session secretariat ahead of time.
    • Video presentations/ pre-recorded presentation will be allowed as long as this is within the time allotment and has been coordinated with the session secretariat in advance, a week prior to the start of the session.
       
  3. During the Session
    • Presenters are advised to bring an extra copy/back up file of their presentation saved in a USB saving device in case their files in the master computers would not work.
    • In view of limited time allotment, the presentation should be confined to the main points of the paper.
    • Speak clearly and loud enough to be heard at the back of the session room.
    • Stay in Session room up to the end of the session for courtesy and protocol.
       

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