GUIDELINES FOR CHAIRS
Thank you for agreeing to Chair one of the sessions at ICML. The Programme Committee would be grateful if Chairs could ensure the smooth facilitation of parallel and plenary sessions. This will involve the following activities:
  1. ensuring sessions start and finish on time
  2. introducing and thanking each speaker, before and after their presentation (you might like to introduce the session with a few remarks relevant to the theme, but this is not essential and should not take up too much time!)
  3. managing questions from the floor, if time allows
  4. on a personal level, to welcome and make speakers comfortable, thanking speakers for their contributions
  5. liaising with the Programme Office at the Congress venue (Byron Room 4th Floor) as early as possible prior to your session (to confirm attendance and to pick up any messages)
  6. arriving in and familiarising yourself with the session room 30 minutes prior to the session start

A Speakers/Chairs Lounge will be provided (venue yet to be decided) as a location to meet, prepare for presentations and test AV requirements.

Most sessions are 90 minutes with four speakers, thus allowing four presentations (15 minutes plus 5 minutes for questions) with some time for change-overs. The few sessions with three speakers can expand to fill the time (or not as necessary).

All Speakers will be requested to provide the Programme Office (prior to the Congress) with copies of a brief CV, to enable introductions by Chairs. These will be available from the Programme Office during the Congress.

To assist Chairs, both audio-visual and logistical assistance will be available in all rooms. AV support will be available to help with OHP, data projection, PC, public address and other facilities (these staff will be employed by the venue and will trouble-shoot directly with the Conference Centre). Logistical support will also be available from a team of ‘volunteers’ to assist with room layout, lighting, crowd control and liaison with the Programme Office in case of crises. Chairs should make themselves known to these ‘room stewards’ at an early stage.

Guidelines for speakers

Firstly, thank you for agreeing to speak at the 8th International Congress on Medical Librarianship. There will be over 200 papers presented, and the success of the Congress will largely be judged on the standard of your presentations (what a responsibility!). The Programme Committee is confident that, together, we are going to deliver an outstanding and memorable event. A number of factors relating to the organisation of your presentation will help bring this about. Please;

  1. ensure that you keep to time, as a courtesy to other speakers who will follow, allow 15 minutes for the presentation and 5 minutes for questions (you might like to word count your presentation, noting that an average speaker will speak at 80-100 words per minute)
  2. remember that many of the delegates will not have English as a first language, therefore speak clearly and slowly
  3. check the facilities in the room you have been allocated at an early stage in the proceedings
  4. a Speaker Preparation Room will be available for you to check OHP/PowerPoint slides and to meet your Chair if required
  5. introduce yourself to your Chair, who will be in the room 30 minutes prior to the start of the session
  6. any problems, go to the Programme Office in the Congress Centre, located in Byron Room on the 4th Floor.

OHP and facilities for PowerPoint presentations (including a PC (not MAC!) and data projector) will be available in all rooms. If you have not already informed the Programme Committee (p.a.jakobsson@ub.uio.no) of your AV requirements please do so now, indicating

  • what AV you are using (OHP, PowerPoint, slides, other)
  • are you supplying your own computer?

Please note Internet connections are NOT available.

If considering providing handouts, it is impossible to predict audience sizes! Most parallel session rooms have a capacity of 70-150. The two larger rooms, Tracks 1/2 have capacities of 800 and 250. You are advised to bring any handouts with you as duplication may not be available instantly and will be at the speakers’ own expense.

The Congress Proceedings will be published on the website during the Congress. The deadline for the submission of papers has passed and there is no guarantee that papers submitted now will manage to be loaded on the Proceedings site before the Congress. Nevertheless, if speakers wish their paper to be published and have not yet submitted:

  • Papers should be sent to confproc@Ovid.bma.org.uk and should ideally be sent as an attachment to your email. There is a hypertext link to this address from the ICML website. There are no restrictions on length of papers.
  • The preferred format is HTML: to include all illustrations, tables, graphs, sounds, etc within the file.
  • If HTML format is not possible, then text should be sent in MS Word, Word Perfect or ASCII formats. If possible all illustrations, tables, graphs, sounds, etc should be incorporated into the file. If this is not possible they should be sent as JPEG, BMP, Excel, PowerPoint or Harvard Graphics. Every effort will be made to include these separate files with the text and at the appropriate places, but the editor can make no guarantee that this can be achieved. Similarly, the editor will try to include information sent in file formats not specified above, but these files will be dealt with last and inclusion cannot be guaranteed.
  • All technical questions should also be sent to confproc@Ovid.bma.org.uk.
  • Speakers are welcome to publish their papers elsewhere.
  • Papers not actually delivered at the Congress will be removed from the website and marked as not presented.

John van Loo

ICML Programme Executive

12.05.00

http://www.icml.org/guidelines.htm