GUIDELINES FOR MINITRACK CHAIRS
or Session Leaders

 

A recognized and important objective of HICSS is to promote interaction and discussion among
the participants.  Therefore, the success of the conference depends most heavily on the paper sessions, as organized by the Minitrack Chairs.   It is important for each Author to summarize the paper in the time allotted and be prepared for discussion.  It is your responsibility as Minitrack Chair to convey information to the Authors in order to manage the session within this framework.  Following these guidelines should assure a successful session:

 

CONFERENCE REGISTRATION AND HOTEL RESERVATIONS
If possible, please register by the September 15, the Author Registration deadline. Make your hotel reservations directly with the hotel as soon as possible.  Instructions are on our web site.

ABSENCES / Substitutes   If you realize you cannot attend the conference, you should immediately let your Track Chair (or if you are a Session Leader, let your Minitrack Chair) know of your absence.  Appoint a substitute and provide clear presentation instructions and a copy of these guidelines. Your substitute should be encouraged to contact the Minitrack or Track Chair as soon as possible after arrival, or inform the registration desk upon check-in.
 

AUTHOR ABSENCES  If an author cancels prior to presentation time, or is a “NO-SHOW” please let the registration desk know as soon as possible, specifically Sandy Laney or Eileen Dennis.   This enables schedule changes to be posted in a timely manner, and ensures that the registration data is maintained accurately.

 

AUDIO-VISUAL   A data projector/ beamer and screen will be provided for every room.  (Presenter is responsible for bringing own computer.)  If you need anything other than that, please go to the HICSS web site http://www.hicss.hawaii.edu to make your request. You may also request an AV Request form from the HICSS Conference Office by email  hicss@hawaii.edu.  Please return the form by fax to 808-956-5759 by December 1.

 

DISCUSSION TIME  Discussion usually starts spontaneously as participants are ready and willing to ask questions, but it helps for you to have one or two questions ready to get the discussion started.  If discussion trails off before the end of the authors' allotted time, go on the next paper.  There may be time at the end of the session for some discussion that compares and integrates the papers.

 

GETTING STARTED           

·        Please schedule the papers in the order shown in the program.

·        Begin the session on time.

·        Introduce the session, yourself, and the Authors. 

 

SESSION TIME AND LOCATION    Please do not change the time or location of your session.  Should you have a problem or conflict, please inform the HICSS registration desk of your concern.  We will work with you to assure that everyone's needs are accommodated as much as possible.

 

TIME and FORMAT  Most sessions contain three (3) papers in a 90-minute time period. Strongly encourage Authors to summarize their papers instead of reading them, because the ensuing discussion is usually extremely valuable for everyone.  The format may vary somewhat, but please promote discussion as much as possible.

·        Allow 15 minutes for Authors to summarize the paper and 15 minutes for discussion. 

·        Give a 5-minute warning before the end of each Author’s allotted time and then cut them short, if necessary. 

·        Encourage people to continue discussions after the session ends.   HICSS designs its conference so that break times and locations are conducive to continuing paper discussions.

 

Text Box:   MINITRACK CHAIR MEETINGS - WEDNESDAY January 4, 2006 Please plan to attend.  Room locations will be posted.   4:30 - 5:15pm with Track Chairs   5:15 - 5:45pm with Authors If any Author is unable to meet during this time, you must make every effort to contact the person or his substitute in advance of their session.  The instructions each Author is given may affect their presentation and ultimately the success of the session.     At this meeting, Minitrack Chairs or a designee will: §         Provide an overview of how the session will be conducted, including the order of the papers. §        Confirm the time allowed for each presenter. You may wish to have more presentation time, but be reminded that discussion is a very valuable feature of the session. §         Emphasize that papers are to be summarized -- not read -- and that the time schedule will be honored.  A five-minute warning will be issued before the end of the allotted time. §         Verify the audio-visual needs for Authors.     BEST PAPER NOMINEES - Awards are presented after lunch on SATURDAY.   Session Leaders should mention at the beginning of a session if there are Best Paper nominees presenting at this time.    Please be sure to encourage all nominees (as well as everyone else) to attend the award ceremony.   (Winners present will receive a koa-framed award.  Upon request, those not in attendance will have their unframed award mailed to them after the conference.)