Guidelines for Chairs and Presenters

A. Chair Responsibilities

The chair has the following responsibilities in ensuring the flow of the panel. 

1. Please arrive at the onsite venue or log in to the Zoom meeting of the session 5-10 minutes before the session officially starts (see C. for Zoom guidelines). Zoom links and room assignments can be accessed by logging in through your Award’s MyPage: https://hicps.award-con.com/LOGIN.php 
2. Briefly introduce yourself, the session, and each of the presenters (their names, institutional affiliations, and titles of presentations). You may introduce the presenters at the beginning of the session or before each presentation. 
3. Provide respectful and constructive feedback to each presentation, either after each presentation or at the end of all presentations.  
4. Facilitate the Q&A after the final presentation. 
5. Serve as a timekeeper and ensure that all presenters are given a reasonably equal amount of presentation time (see D. for time allocation). The chair has the discretion to allocate sufficient time for the Q&A. 
6. Complete the scoresheet for the presentations fairly and strictly. These scores will be the basis for awarding the best presentations. Chairs who are also presenters in the same session do not have to score their own presentations.
7. Submit a 200-word synthesis of the session to nerps@hiroshima-u.ac.jp no later than March 11, 2022. 

B. Presentation Guidelines

Online and onsite presenters are expected to keep in mind the following guidelines to ensure uninterrupted smooth flow of the panel.

1. Please arrive at the onsite venue or log in to the Zoom meeting of the session 5-10 minutes before the session officially starts (see C. for Zoom guidelines). Zoom links and room assignments can be accessed by logging in through your Award’s MyPage: https://hicps.award-con.com/LOGIN.php 
2. If you will be using PowerPoint slides, please upload them through the following link by February 28, 2022, Monday at 11:00 am JST as a backup copy in case of internet interruptions: https://forms.gle/HdcVL6nZe2nxg8ud8
3. Presenters are expected to share their slides at the time of their presentations. Online participants are encouraged to familiarize themselves with screen or slide sharing in Zoom to maximize the allotted time for their presentations. A laptop and projector will be available for onsite participants. 
4. Best presenters based on scientific and presentation qualities will be awarded during the Symposium on March 4, 2022, Friday from 9:00-10:30 am JST.

C. Zoom Guidelines

1. Zoom links can be accessed through your Award’s MyPage: https://hicps.award-con.com/LOGIN.php 
2. All panelists are encouraged to keep their cameras on, if possible, throughout the session or at least when speaking. It is recommended that your face is well lit, and your camera positioning is on a landscape frame, center frame, and eye-level. 
3. Ensure you are in a quiet location with minimal interruptions, if possible. Familiarize yourself with the mute function in Zoom, and mute yourself when you are not talking to ensure audio clarity. Only if available, kindly use an external microphone (e.g., a regular headset with a microphone).
4. Feel free to use our NERPS virtual backgrounds: Miyajima Background and Spring Background.

D. Time Allocation

1. Each session is allocated 1 hour and 30 minutes for all presentations, feedback, and Q&A. 
2. Each presentation will have about 15 minutes for each presentation, and the remaining time will be for the Q&A. Chairs have the discretion to allocate sufficient time for the discussion. 
3. Chairs of organized panels, roundtables, and workshops will decide on the timing of speakers/presentations and Q&A.