DISCUSSANTS

• Contact the Session Organizer to ensure that you get copies of the papers well before the meeting.
• Familiarize yourself with the papers and prepare your discussion.
• Send the Session Organizer a brief biographical sketch of yourself and, a draft of your paper if you are part of an Invited Session.

AT ICES II

• Arrive at the meeting room about 10 minutes before the session begins. Make sure that the Chair knows you are there. If you have not met other participants, introduce yourself.
• With the Chair's help, be aware of the time available for your remarks.

DISCUSSION TIPS

• Prepare about 10 minutes of discussion if you are part of a Contributed Session or 15 minutes if you are part of an Invited Session, and reserve the remaining 10 minutes of your time for extemporaneous reaction to the presentations.
• Your role is to begin discussion of the papers to stimulate the audience, and to clarify the authors’ points.
• Prepare a question for each speaker to help if the open discussion begins to lag.
• Bring extra blank transparencies and markers for on-the-spot additions.

• Make sure that your final proceeding copy is written using the style guide and page limits (see information on the web site). The papers will not be edited before publication and will appear as they were sent.
• Final proceedings copies of invited papers should be sent to the session organizer. Contributed papers to John Kovar.
• The final proceeding copy must be received electronically (not on paper).

IMPORTANT DATES

Please see the appendix for an overview agenda, e-mail addresses, the web site address and other information.

CHAIRS

IN ADVANCE

• Obtain copies of papers or other handouts for each presenter, if available.
• Obtain a biographical sketch of all participants. Prepare a brief introduction for each.

AT ICES II

Before the Session Begins:

• Be in the room 10 minutes before your session begins.
• Check the condition of your meeting room, especially equipment and how/if the microphone(s) work. If assistance is needed, alert the Meeting Registration Desk. An overhead projector (transparency type only), a 35 mm carousel slide projector, and screen will be standard equipment in every meeting room. Blackboards will not be provided. A projector for presentations with a computer will be available, but the computer will NOT be supplied. Speakers are expected to supply their own.
• Check speakers' names (pronunciation), titles, and affiliations.
• If the presenters have handouts, arrange for someone at the session to help distribute them at the appropriate time.

During the Session:

• Start on time. Timing and floor discussion are your responsibilities. A 5-minute allowance is made for introductions at the beginning of each session. Speakers at the Contributed Sessions are given 20 minutes each. Discussants if any, are asked to summarize in 10 minutes and allow 10 minutes for floor discussion. Speakers at the Invited Sessions are given 25 minutes for their presentations, while the discussant has 15 minutes to summarize and allow 10 minutes for a floor discussion. Note that no extra time is allocated for clarifying questions from the audience at the end of each presentation. The questions must be subsumed in the allocated 20/25 minutes.
• Keep the introductions brief when changing speakers.
• Insist that all speakers use the microphone - when one is provided.
• Make sure that the presenters do not block the view of the screen.
• Hold each speaker to the allotted time as printed in the program.
• Remind speakers about their remaining time. For example, prepare flash cards for five (5) minutes and one (1) minute remaining. You must have a working watch. Tell each presenter the procedure you will use.
• If a presenter ends early or does not attend, use that extra time for questions and comments from the audience, the panel, or yourself. Do not start the next paper early.
• In floor discussions keep the questions brief and relevant. Be assertive in enforcing this. Restate questions because they usually cannot be heard by all of the audience.
• End on time. Another session may be using your meeting room. Urge the audience to continue discussion elsewhere.

 

NOTE: You are authorized and instructed to stop the presentation of any speakers who do not adhere to the statistical subject of their paper. Irrelevant or extraneous comments or handouts having nothing to do with the subject being presented are not permitted.

IMPORTANT DATES

Please see the appendix for an overview agenda, e-mail addresses, the web site address and other information.

IN ADVANCE

Send the Session Organizer prior to the ICES II:

• your abstract and draft paper
• a brief biographical sketch
• a copy of handouts, visuals, etc.

Now that the written version of your paper is in hand, you must prepare an oral presentation version of the paper.

• Prepare about 20 minutes of presentation if you are in the Contributed Session or 25 minutes if you are in the Invited Session. No extra time is allocated for questions from the audience.

• Remember that many points sound differently when presented orally than when the reader can go back and forth over the printed words and symbols.
• Presentation time is limited, generally restricting you to only the main points of your paper.
• Speak from notes - do not plan to read verbatim the written version of your paper.
• Be sure to use handouts or visuals, especially if you have formulae, data, or graphics.

HANDOUTS/VISUAL AIDS

• Handouts are recommended. However, you should not merely read the handout to your audience.
• Handouts have an advantage over visual aids in that they are not subject to equipment availability or failure and can be retained by the audience.
• Handouts should include your name and address for those who want to request the final version of the paper. Prepare at least 50 handouts if you are in the Contributed Session or at least 75 handouts if you are in the Invited Session. If you run out of handouts, be sure to collect business cards or names and addresses to mail copies later.
• The key word is aid. Your visuals are to convey information in an understandable form to the audience. Avoid illegible clutter.
• An overhead projector (transparency type only), a 35 mm carousel slide projector, and screen will be standard equipment in every meeting room. Blackboards will not be provided. A projector for presentations with a computer will be available, but the computer will not be supplied. If you are planning to make a computer-assisted presentation, you will have to supply your own computer. You are encouraged to test the hook up of your computer with the provided projector well ahead of your presentation. Speaker rehearsal room will be available on site with same equipment. Presenters are advised to bring back up transparencies for this kind of a presentation.

REHEARSAL

• All speakers find it valuable to practice their delivery before the actual presentation.
• Get colleagues to listen to you, including some who are not too knowledgeable on the topic of your paper; they will be able to point out places where you may not come across clearly. Therefore, practice your talk.
• Make such rehearsals as realistic as possible and time them. Refining your timing is one of the most important aspects of your rehearsal.
• For last minute rehearsals, a speaker room will be available at the premises. Feel free to make use of it.

• Check your room location so you can arrive on time.

• Arrive at the meeting room 10 minutes before the session begins to take care of last-minute details. Be sure that the Session Chair knows you are there.
• Make arrangements with the chair for the distribution of your handouts.
• Stay aware of the time for your presentation. The Chair is required to stop your presentation at the end the allotted time, regardless of whether or not you are finished.
• Speak clearly and loud enough to be heard in the back of the meeting room.
• Stay for the entire session, for courtesy and protocol.

• Make sure that your final proceeding copy is written using the style guide and page limits (see information on the web site). The papers will not be edited before publication and will appear as they were sent.
• Final proceedings copies of invited papers should be sent to the session organizer. Contributed papers to John Kovar.
• The final proceeding copy must be received electronically (not on paper).

IMPORTANT DATES

Please see the appendix for an overview agenda, e-mail addresses, the web site address and other information.

ORGANIZERS – INVITED SESSIONS

• Most of your work is already done. Many thanks from the Committee!
• In addition, please collect and send-in the draft papers and the final proceedings copies of all papers in your session, including the discussant’s paper. It would be greatly appreciated if you could send all the information on all speakers at the same time, in one e-mail.
• Please inform Marie Brodeur of any changes in your session as soon as possible.
• Ensure that the information for your session is accurate on the web site (programs, authors, speakers, titles, abstracts, etc.).
• Send all draft papers of your session to your Session Discussant.
• Encourage your authors to have their papers reviewed by a colleague or two.
• Provide all biographical sketches and all copies of handouts, visuals, etc. of your session to your Session Chair.

• Act as the final reviewer. Make sure that the final proceeding copies are written using the style guide and page limits (see information on the web site). The papers will not be edited before publication and will appear as they were sent.
• Obtain the final proceeding copies of your session and send them to John Kovar.

IMPORTANT DATES

Please see the appendix for an overview agenda, e-mail addresses, the web site address and other information.

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GENERAL INFORMATION

• Saturday, June 17^th, 2000: Short courses
• Sunday, June 18^th, 2000: Luncheon and Key Note Address (Susan Linacre, ABS)
• Monday, 8:30am June 19^th, 2000 to Wednesday, 12:30pm June 21^st, 2000:

Presentations – Invited sessions, contributed sessions and software demos.

E-MAIL ADDRESSES

Marie Brodeur: broderm@statcan.ca

Patrick J Cantwell: patrick.j.cantwell@ccmail.census.gov

ASA office: tracey@amstat.org

WEB SITE ADRESS

www.eia.doe.gov/ices2

The web site provides information on Logistics, Registration, Programs, Style guide and page limits for the papers, etc. It is being updated continually. Please visit us from time to time.

OTHER NOTES

• You are responsible to reserve your hotel room and arrange your transportation to Buffalo on your own.
• Two tours are being planned. Information should be available soon on the web site.
• It is not too late to register for the courses given on Saturday, June 17^th, even if you have already registered for the conference. Just send your registration to the ASA office and indicate that this is an addendum to your original registration.