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The following are general guidelines that will ensure your division/forum develops a high quality program that is of interest to attendees. As a division/forum chair your aim is to ensure that attendees feel that the technical program you offered met or exceeded their expectations. The different divisions/forums within AIChE operate slightly differently and have different practices. These guidelines do not intend to standardize programming across AIChE. Rather they provide a guide that should enable you to standardize programming in your division/forum that will result in a high quality technical program that meets the expectations of attendees and members of your division/forum.
For each programming area within you division/forum, there should be a categorization of sessions as “Core” sessions, which are of high interest and do well every year, “Current Topic” sessions, which are good draws because of current mainstream interests and events, and “Trial Sessions” which may not be in the mainstream but are compelling new ideas for programming. It is important to work with area chairs to ensure these lists are up to date and there is an appropriate balance between these three categories in your division/forum.
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The following are general guidelines that will ensure your area develops a high quality program that is of interest to attendees. Different areas tend to use words slightly differently when identifying tutorials, panel discussions etc. It is impotent however that you are consistent in the way you identify your sessions. The following general definitions apply.
Tutorial - A Tutorial is appropriate when there has been 1) a rapid development in new technology which requires an update to set the stage for one or more technical sessions of the subject or 2) where there is sufficient number of attendees who would benefit from a basic primer.
Panel Discussion – Panels are useful for communicating views and experiences by authorities in a field. One variation is to follow the presentation of papers by a panel discussion. The authors of the papers as well as other experts may participate on the panel.
Poster Session – Poster Sessions are a less formal method of covering technical information. Speakers post their papers and any other pertinent data on a bulletin board. Attendees may then discuss the paper with the speaker in allotted time periods and gain additional input from other attendees. Frequently poster session chairs are asked to identify their best posters for electronic presentation.
It is important for programming areas that hold programming meetings, the meetings are run effectively. The areas chairs and co-chairs need to have an agenda for their meeting that discusses the sessions offered, proposed session and other information that will help attendees suggest new session that focus on emerging areas. Identification of session chairs is very important. Finally make sure you develop a succession plan!
The area chairs should work closely with the division/forum chairs to ensure their programming requests are submitted to the AIChE staff on time, co-sponsorship of sessions is optimized and repetitive sessions/similar sessions are removed. In addition area chairs should ensure that poorly performing sessions are eliminated or recast in order to be more attractive to attendees.
Area chairs should work to confirm attendance of session chairs by the close of the Call for Abstracts. Once confirmed, session chairs should communicate with their area chairs should any situation arise that would cause them to withdrawn their attendance from the meeting. Area chairs will then have to identify replacement chairs.
The following are general guidelines to help you develop a high quality session. You are expected to be actively engaged with the development of your session. Chair and co-chair(s) should be communicating on a regular basis leading up to the meeting to ensure any issues with your session are resolved in a timely manner.
Poster Session Chairs
Once all abstracts have been reviewed and certain abstracts have been accepted, poster session chairs are asked to organize the posters into topic groups. Poster session chairs can do so following these steps:
We would also like to reduce the number of empty poster boards in the poster session hall. Please let us know if at any point you receive a withdrawal so that we can take the necessary steps to get that paper removed from the poster listing. Email us withdrawals at firstname.lastname@example.org.
Changes within sessions such as corrections and session changes other than changes within papers may be made through Confex up until the data is pulled for the program book.
Papers within sessions may be corrected anytime up until the commencement of the meeting. Authors can no longer make changes to their abstracts after the CFA closes.
Note: Once the program book preparation has been initiated, all written changes should be minimized and will not be reflected in the onsite program book. They will be reflected on the online technical program and in the app.
Role Of Session Chair (On-Site)
Individual technical sessions usually fall into the following categories.
Confex tutorials are available within the Confex system. To access them, follow these steps:
Tutorials are available on the following topics:
For more help with Confex, email us at email@example.com.
You may want to consider seeking sponsorship for refreshments to encourage more interaction and networking among session participants, but please coordinate these efforts with AIChE staff by contacting firstname.lastname@example.org.