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Session Chair Information

 
Conference Policy
 
Speaker Invitation Policy
 
Reporting Policy
 
Code of Conduct Policy

Acting as a session chair is an important responsibility and service to our society. The annual meeting would not be possible without the dedication and support of our session chairs and we appreciate all of the time and effort you have devoted to the ACA!

As an ACA session chair, you are responsible for the curation of abstracts from invited speakers and solicited abstracts as well as the onsite time management of the presentations within your session. 

This page will be updated with pertinent information and resources both prior to and during the meeting.  Make sure to check back often for updates and should you have any questions, please do not hesitate to contact ACA HQ.  

 

Before the Conference

In the weeks approaching ACA 2023 we suggest that session chairs reach out to all speakers in their session to confirm that they are aware and will be present to give their talk on the date/time assigned.  

The Meeting Committee will be issuing their list of speaker reimbursements at the end of June and this year ACA HQ will by notifying speakers via email that a check is ready for them to pick up at the desk.  

 

Speaker Ready Room

We ask session chairs to strongly encourage a stop in the speaker ready room by presenters to make sure that their presentation loads onto the computer and plays through as planned.    

The speaker ready room for ACA2023 is located in the Iron Room on the fourth floor of the Baltimore Marriott and will be open as follows:

Friday 7/7Saturday 7/8Sunday 7/9Monday 7/10
7:30 AM - 5:30 PM ET 7:30 AM - 7:30 PM ET 7:30 AM - 7:30 PM ET 7:30 AM - 7:30 PM ET

 

Audio/Visual Information

All six session rooms will be outfitted with a laptop, screen, projector, mic, Q&A mic and advancer.  This is the exact same equipment that is available in the speaker ready room.  

 

Session Chair Responsibilities

Before the Conference

  • Make sure you and your co-chair(s) have agreed upon roles and duties BEFORE the session starts.

  • Make sure you and your co-chair(s) know the schedule and speakers.

  • Make sure your speakers know when they are scheduled to talk and for how long.

  • Make sure to check with your speakers on their name pronunciation.

  • Make sure you have worked out a plan for audience questions.

  • Make sure to prepare and bring an intersession slide with a thank you to session sponsors.

  • Make sure to review the ACA Code of Conduct Policy and what to do in the event of an issue.

 At the Conference

  • Make sure you and your co-chair(s) have agreed upon roles and duties BEFORE the session starts.

  • Make sure you and your co-chair(s) know the schedule and speakers.

  • Making sure each speaker begins/ends at the time allotted.  The schedule is very tight and the sessions need to stay on time. 

  • Plan to arrive at your session at least 10-15 minutes before the start time.

  • If your session has an ETTER AWARD WINNER a certificate will be delivered to your session room before the scheduled start.  Please make sure to give the award to the winner and take a photo.  

  • Thank session sponsors at the beginning, end and break of the session.

  • Introduce yourself to the audience before the start time, give the name of the session and ask people to take their seats quickly. Encourage the audience to take center/front seats and to silence their cell phones.

  • Introduce the speaker and presentation title as indicated in the program.

  • Session chairs should be prepared to incorporate and even prompt questions/thoughts from attendees.

  • At the end of the session, kindly thank the sponsors, presenters and the audience for their participation.

  • Take a photo of the session chairs and presenters at intermission.

  • Take notes on each talk - a session summary must be provided to ACA for RefleXions.

After the Conference

  • Use your notes on each talk to prepare a session summary and forward to RefleXions editor Paul Sweptson by September 1st!  

  • Forward any photos from your session to ACA HQ.  

  • Reach out and thank your sponsors a final time.