Presider Guidelines

3-Days Before Conference l 15 Minutes Before Session l Starting the Session l Instructional Video

At Least 3 Days Before the Conference - Session Planning

Perform these steps to ensure you are prepared for your session responsibilities.

1. Confirm your acceptance of the assignment via the link in the email you received from OFC Management staff (cstech@optica.org)
2. Read the entirety of these instructions to familiarize yourself with the Session Presider Instructions.
3. Review your session before the meeting via the session host tool in ScholarOne.
   • In the upper right hand corner click on Messages (New)
   • Click on Invitations (New)
   • Under ACTION on the left click on Select and select View & Respond
   • Click the + next to Session Information
4. The session details will display the final order of presentation and total amount of time allotted for each presentation. You can also use the online schedule or the mobile app for general session information.  The email addresses for the speakers in your session are available through the session host tool. Please note: the speaker order may change up to 2 hours prior to the session to accommodate limited permission regarding streaming and/or recording.
5. Contacting presenters in advance is encouraged so that you can obtain seed questions from them and encourage participation. Follow step #3 above to obtain the presenter emails, or contact OFC Management staff if needed. 

At Least 15 Minutes Before the Session Begins

Presiders will be focused on conducting the session, introducing the speakers, and handling the Q&A.

1. Arrive in your session room at least 15 minutes before the start of your session.
2. Have the speaker order and time readily available, as it will assist you in running an effective session. You can access it either through the online schedule or the mobile app.
3. If you have a question about pronouncing the names of any presenter, the title of the talk, or the name of their institutional affiliation, ask prior to the start of the session. It can be quite embarrassing for both you and the speaker if you pronounce something wrong.

Starting the Session and Introducing Speakers

1. Start the session with a few remarks -- introduce yourself and your affiliation, along with the theme of the session.
2. For each presentation, announce the speaker's name, affiliation, and the title of the talk, and remind the audience to stand up to the microphone to ask questions.
3. End the session by highlighting other sessions that may interest the audience.

The presider is responsible for finishing the session form within the yellow folder at the podium. The presider marks the form with the following:

1. Track if the authors are in attendance or no-shows.
2. Track session attendance.

Instructional Video

Please view our instructional video on how to preside over a session, presented by Ben Eggleton, University of Sydney, Australia. This video will give you a basic overview of best practices for a presider.