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
- 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