• Technical Conference:  10 – 15 May 2020
  • Exhibition: 12 – 14 May 2020

Presider Guidelines

The responsibility of the Presider is extremely important to each session. This page contains helpful information to assist you in your role.

Please view our instructional video on how to preside over a session, presented by Ben Eggleton, University of Sydney, Australia. This video will give you a basic overview of best practices for a presider.

Please download and review the directions, How to Preside at a Conference, for more information.

Presider Check-In

Once you have visited Registration for your badge please stop by the Speaker Ready Room of the San Jose Convention Center to check on your session speakers' status. Any cancellations or changes will be posted in the room.

You should plan to arrive in your session room 10 minutes prior to the start of your session. In the session room, you'll find a yellow folder marked "Presiders' Speaker Check-In" on the table at the front of the room. Please remove only your session sheet.

The check-in sheet will list the talks within your session, the order in which they will be given, and the name of the presenting author. Please check the box to indicate if the speakers presented or was not present during the session. Also, make note of replacement speakers. Place the completed sheet back in the yellow folder and leave the folder on table for the next session presider.

The Presiders' check-in sheet serves two purposes: 1) to assist you in running an effective session and 2) to help us ensure that the appropriate speakers' files are archived on OSA Publishing's Digital Library after the meeting.

This process is critical to follow. The information on these sheets will determine further action for the author's summary paper. Papers not presented at the conference will be listed as “non-presented” in OSA’s Publishing Digital Library and will not be indexed in Ei Compendex or Scopus.

As a reminder, the presentation times for CLEO: 2019 are as follows:

Presentation Type Presentation Time Discussion Time
Invited 25 minutes 5 minutes
Tutorial and Keynote 55 minutes 5 minutes
Contributed 12 minutes 3 minutes

Starting the Session

Remember to introduce yourself as the presider and announce the session. The use of the podium microphone is encouraged.

An electronic timer will be available for your use and on the podium for the speaker. The timer will be color coded (Green –Yellow– Red Indicators) to ensure that sessions stay on time. Green for start, Yellow – 5 minute warning and Red to stop. Notify the authors of this warning system. It is also important to remind the speaker to repeat the questions asked from the audience.

Maintaining the scheduled timing of papers is very important! In cases where the paper is withdrawn or the speaker does not show, use the time for an extended question period for authors of previously presented papers or call a break. PLEASE DO NOT START TALKS EARLIER THAN THEY ARE SCHEDULED. All requests to modify the program schedule should be directed to the program chair.

Watch your time!

Please be sure to repeat any questions into the microphone so the entire audience can hear it.

Remind audience members that there is to be no picture taking and no video or audio taping of any CLEO sessions. Also due to licensing restrictions, the use of music in presentations, including video presentations, is prohibited. If a speaker uses music during his presentation, please inform Meeting Management immediately.

Media VGA switchers will not be provided in any of the technical session rooms. It is the authors/presenters' responsibility to ensure his/her presentation is uploaded, 1 hour prior to the presentation time, on the CLEO presentation website in the Speaker Ready Room.

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