Instructions for panel organizers
As you will have seen, the timing and number of sessions for each panel has now been assigned (see the panel session programme). As we will be almost 400 participants, sessions are staggered with a slight difference in starting and finishing times to ensure the best possible flow of people going in and out of the rooms and give staff at the venue the best possibilities to prepare rooms, coffee breaks and lunch.
Each session is 90 minutes, and some panels have one session while others are spread across multiple sessions. We leave it up to the panel organizers to decide and inform presenters of how the sessions are organized within these 90 minutes. We have aimed to have maximum 5 presenters per session, however, this has unfortunately not always been possible. If there are more than 5 presenters in a session and your panel has several sessions you can be a bit more flexible with time, however, we do encourage panel organizers to ensure that there are proper breaks between sessions. Similarly, if you have a session with more than 5 presenters before lunch, you may also finish a little later (e.g. 5 minutes), however, the rooms need to be prepared and sometimes re-organized by the staff for the next sessions and presenters and participants of the sessions also need to have time for lunch and a proper break. So please be respectful of this flexibility! There is, however, no flexibility in time for sessions before keynotes nor for panels with single sessions.
We also ask panel organizers to be in charge of the following tasks:
- Assign at least one chair for each session
- Continuously inform us if there are any changes to panels such as presenters who are not able to attend
- Bring a laptop on the day of the conference with ALL the presentations in the session (while we will have adapters for different kinds of computers and it will also be possible to call for technical assistance, please bring all necessary equipment to connect to a projector)
- Uphold the ordering and divisions of sessions and not least keep to time. This is extremely important as we have a very tight schedule with over 40 panels and nearly 80 sessions! We will provide 5, 2, and 0 minute ‘warning’ signs.