Role Description

General

• Organise the talk sessions, reporting to the conference Programme Chair
• Coordinate a “Talks team” with one or two other members
• Attend fortnightly online meetings with the rest of the committee
• Liaise with Workshop Chairs to ensure theme and handling consistency
• Liaise with the Sponsorship Chair to take over handling of sponsored talks

Before the conference

• Conference themes: agree on this in conjunction with Programme Chair
• Organise travel bursaries for talk presenters: advertise, review, respond
• Talk formats: decide on (in conjunction with Programme Chair) and publicise
• Call for submissions
  • Promote
  • Collate
• Reviewing submissions
  • Decide on process inc. evaluation metrics, anonymisation process etc
  • Allocate submissions to reviewers and find additional reviewers if needed
  • Make selection and check it satisfies general criteria re themes
  • Send out decision emails
  • Manage complaints/queries
• Talk mentoring
  • Promote
  • Pair up mentees and mentors
• Programming (in conjunction with Programme Chair)
  • Group selected talks by theme
  • Devise schedule
  • Identify room specifications
  • Allocate sessions to rooms
• Ticket reservations: provide info to allow these to be made for presenters
• Update website content
  • general info
  • lists of abstracts/presenter bios/pre-prints where available
  • final schedule)
• Session chairs
  • Find primary and backup chair for each  talks session
  • Produce guidance and speaker bios for session chairs
• Work with Volunteers Chair to ensure all talk sessions are well staffed
• Collate slides from presenters in advance of conference
• Liaise with Keynote and sponsored talks presenters (in conjunction with Programme Chair), regarding:
  • Talk details inc. ensuring content is appropriate for conference
  • Logistics

During the conference

• AV testing and pre-loading slide decks onto lectern PCs
• Support for keynote and sponsored talks presenters
• Support for other chairs as needed

After the conference

• Upload talks audio and slides to website (where consent granted) and publicise
• Push material to e.g. FigShare to get DOIs and make it citable
• Review feedback