Guidelines for Streams at EURO XXI
Streams, Sessions and Presentations
Invited and contributed papers will be organised in parallel sessions of 90 minutes, with 3 papers in each session. No one will be allowed to present more than one paper at the conference. Sessions will generally be part of streams and each stream will be the responsibility of a Stream Organiser (SO).
The Programme Committee (PC) is aiming for a large number of invited sessions. This will have the advantage of ensuring as far as possible that papers are apt for the sessions in which they are presented and sessions themselves relate closely to each other within a stream. In order to do that, SOs are being asked to invite people to organise sessions within each stream. Streams and sessions may be co-organised by two or more people. Each SO will be given a PC member to act as a contact point.
The PC is open to suggestions from SOs to give a tutorial as an introduction to their stream.
Here below are specific guidelines for stream organisers, session organisers, and speakers. There are also separate instructions available on how to use the online abstract submission system:
Guidelines for Stream Organisers
The main responsibility of an SO is to invite people to organise sessions within the stream and to keep the PC-contact informed of progress. Especially in 2006 all the cancellations should be informed immediately. The SO invites the Session Organisers (SEOs) and asks them in turn to find three authors for each session.
Acting as an SO is, of course, an unpaid activity and we are afraid that SOs will have to pay the registration fee like everybody else.
A stream is supposed to contain at least 4 sessions, i.e. 12 papers. If it is not possible to achieve that number, we will try to define a broader stream into which the papers can fit. So SOs are requested to inform the PC contact person in due course about his or her estimate of number of sessions in the stream. The SO is allowed to propose a stream with more than 24 papers. We can then discuss whether to form two streams or whether to keep one stream by name and run some sessions of the stream in parallel.
If, at a some point the SO realizes that the number of papers is going to be below 12 or more than 24, we would be grateful if he would tell her/his contact person in the PC about that. The names of the SOs will also be included in the Call-for-Papers and in the conference handbook
Guidelines for Session Organisers
The main responsibility of a Session Organiser (SEO)['Session Chair'] is to invite people to present three papers in her/his session (or two in addition to that of the SEO her/himself). (S)he should keep the Stream Organiser (SO) informed of progress, and send her/him the names of the speakers, the titles of their papers and their affiliations. They should tell speakers that they have to register for the conference and submit an abstract in the normal way, but also to include on the Registration Form the name of the stream in which they aim to speak The SEO is expected to chair the session, but another person can be invited to do so, provided that the name is given to the SO in good time.
Acting as an SEO is, of course, an unpaid activity and we are afraid that SEOs will have to pay the registration fee like everybody else.
The SEO should also make sure that each speaker has a copy of the Guidelines for Speakers, shown here below. The main points in these guidelines are that the type size in visual aids should be large and that speakers keep strictly to their time limits, i.e. to speak for 20 minutes and leave 10 minutes for questions. Speakers must also present their papers in the order set out in the conference programme.
Guidelines for Speakers
Arrive at your session at least 20 minutes early.
Bring copies of your paper or other handouts to distribute to the audience
Computers, LCD (computer) projectors and overhead projectors will be available in all technical session rooms. Before you depart for Reykjavik, please review these instructions:
Please do not be a "no-show."
While we understand that last-minute circumstances may prevent speakers from attending, we urge you to inform us so we can alert attendees. Speakers who fail to notify us that they are not attending are being unfair to their colleagues and to the Organising Committee.
If, nevertheless you have to cancel, please send the cancellation by email to firstname.lastname@example.org with the reason for cancelling. Cancellations will be listed in the Programme Addendum and deleted from the online programme.
Invited speakers should also inform their Stream Organiser and Session Chair if they are not able to attend the meeting to make their presentation(s).