Participant Guidelines

General Guidelines

These guidelines are for all ASHEcon conference session participants (presenters, chairs, and discussants) to establish expectations. Please review the guidelines for your specific session type.

Session format: each session will consist of paper presentations by the author followed by comments by the discussant. The session will then open for questions and answers.

Below are guidelines for well- timed sessions. Please note that there will be a loss of roughly 1 minute as presenters transition.

  • Three papers: 18 minutes each paper + 5 minutes per discussant + 15 minutes of Q&A
  • Four papers: 13  minutes each paper + 4 minutes per discussant + 15 minutes of Q&A
  • Five papers: 9 minutes each paper + 3 minutes per discussant + 15 minutes of Q&A

Session chair

The chair can be critical to the success of a session. The principal challenge for a chair is to enforce time allotments. This is essential for these condensed session lengths.  A presenter that runs over his or her allotted time is using time that belongs to another presenter or to the audience. 

The tasks of chairs are as follows:

  • Monitor paper progress before the meetings and encourage timely distribution of session papers to discussant(s).   
  • Convene the session, either by email or conference call, in advance to make introductions and to make sure that everyone knows the flow of the session and how much time they are allotted.  
  • Act as the Zoom Meeting host for the session by monitoring the Chat feature and watching for Raised Hands from participants. 
  • Start the session on time and state the ground rules at the beginning of the discussion, including timing and commitment to discussion. Note that observing stated time limits shows respect for other presenters and for the audience.  
  • Introduce all participants at the beginning of the session.  
  • Monitor the clock. Presenters who appear to be off-track for completion on time should be cautioned mid-presentation. You should notify presenters of their approaching time limit by unmuting yourself and stating the time. 
  • Facilitate audience Q&A. Be prepared to initiate the question period if the audience is not engaged and ensure that questions and statements from the audience are short and to the point.  

Chair Guideline Summary

To sum up the guidelines for chairs, please keep the following in mind:

  1. Before the Conference: Connect with presenters and discussants to coordinate the timing and session organization
  2. During the Session: Serve as Zoom Meeting host by monitoring the Chat feature for questions and watching for raised hands from Participants wishing to speak
  3. During the Session: Introduce the session participants
  4. During the Session: Track time of each participant, ensuring the session runs smoothly
  5. During the Session: Facilitate Q&A session by accepting audience questions and posing questions from the presenters for audience response.

Presenting Author

Please remember that your presentation is not only a way to share your research but also a time to receive valuable feedback from others.

The following format is suggested as it has been found to work well within the  time frame you are allotted for your presentation.

Organization

Begin with a one-minute overview summary of the abstract that includes the central question addressed and the major conclusions.

Explanation

Follow with the reasons listeners ought to accept the abstract’s conclusions: the underlying theory, description of the evidence, methodological defense of the evidence, and connection to (and improvement upon) the existing literature. This manner of exposition differs from that of a journal article, but it is more appropriate to a conference format. Speaking is a more effective way to get an explanation across than reading. 

Contents and Format of Presentation Slides

Try to economize on the number of slides in a presentation.  A good rule of thumb is one substantive slide (a key exhibit, not an outline page) for every two minutes of presentation (or no more than 6 or 7 total slides per presentation).  

Question and Answer

Please prepare any questions to pose to the audience that can help you answer questions or points that you may have overlooked in your research.

Presenting Author Guideline Summary

To sum up the guidelines for presenting authors, please keep the following in mind:

  1. Before the Conference: Connect with the chair, presenters and discussants to coordinate the timing and session organization
  2. Before the Conference: Provide your discussant with a copy of your paper at least weeks before your presentation.
  3. Before the Conference: Prepare slides for your presentation and prepare a question to solicit audience feedback. Do a practice run of your session to make sure you stay on time.
  4. During the Session: Monitor questions coming in through the chat and respond to them if you can.

Discussant

Discussants play a critical role in determining the quality of audience participation in the session. Discussants should allow themselves at least two weeks to read the papers for the sessions and formulate comments tying the papers together before the conference. Discussants should be prepared to draw on their expertise to point out strengths for each paper, to connect central themes to relevant work that may have been missed. Discussants should push the authors to consider other ways to think about their work or think about important questions/considerations they may want to explore, such as the impacts of their work on theory or practice.

Discussant Guideline Summary

ASHEcon asks discussants to do the following:

  1. Before the Conference: Connect with  the chair, presenters and discussants to coordinate the timing and session organization
  2. Before the Conference: Please remember to review each paper in its entirety at least two weeks prior to the conference and limit your comments to your allotted time. Discussant remarks about each paper should deal with the major issues that enhance the paper’ contributions, reserving minor issues for direct communication with the authors.
  3. During the Session: Discussants are encouraged to help shape the audience participation in the session by identifying key points worthy of further analysis and discussion.

Session format: Open Discussion sessions are similar to a round-table session. After all authors have presented, a discussion of the papers will be facilitated by the session chair. There are no discussants in this session.

Below are guidelines for well- timed sessions. Please note that there will be a loss of roughly 1 minute as presenters transition.

  • Three papers:  10 – 15 minutes each paper  + 45 minutes of Q&A
  • Four papers: 8- 12  minutes each paper  + 42 minutes of Q&A
  • Five papers: 6 -10 minutes each paper  + 40 minutes of Q&A

Session chair

The chair can be critical to the success of a session. The principal challenge for a chair is to enforce time allotments. This is essential for these condensed session lengths.  A presenter that runs over his or her allotted time is using time that belongs to another presenter or to the audience. 

The tasks of chairs are as follows:

  • Monitor paper progress before the meetings.   
  • Convene the session, either by email or conference call, in advance to make introductions and to make sure that everyone knows the flow of the session and how much time they are allotted.  
  • Act as the Zoom Meeting host for the session by monitoring the chat feature and watching for raised hands from participants. 
  • Start the session on time and state the ground rules at the beginning of the discussion, including timing and commitment to discussion. Note that observing stated time limits shows respect for other presenters and for the audience.  
  • Introduce all participants at the beginning of the session.  
  • Monitor the clock. Presenters who appear to be off-track for completion on time should be cautioned mid-presentation. You should notify presenters of their approaching time limit by unmuting yourself and stating the time. 
  • Facilitate audience Q&A. Be prepared to initiate the question period if the audience is not engaged and ensure that questions and statements from the audience are short and to the point.  

Chair Guideline Summary

To sum up the guidelines for chairs, please keep the following in mind:

  1. Before the Conference: Connect with presenters to coordinate the timing and session organization
  2. During the Session: Serve as Zoom Meeting host by monitoring the chat feature for questions and watching for raised hands from Participants wishing to speak
  3. During the Session: Introduce the session participants
  4. During the Session: Track time of each participant, ensuring the session runs smoothly
  5. During the Session: Facilitate Q&A session by accepting audience questions and posing questions from the presenters for audience response.

Presenting Author

Please remember that your presentation is not only a way to share your research but also a time to receive valuable feedback from others.

The following format is suggested as it has been found to work well within the  time frame you are allotted for your presentation.

Organization

Begin with a one-minute overview summary of the abstract that includes the central question addressed and the major conclusions.

Explanation

Follow with the reasons listeners ought to accept the abstract’s conclusions: the underlying theory, description of the evidence, methodological defense of the evidence, and connection to (and improvement upon) the existing literature. This manner of exposition differs from that of a journal article, but it is more appropriate to a conference format. Speaking is a more effective way to get an explanation across than reading. 

Contents and Format of Presentation Slides

Try to economize on the number of slides in a presentation.  A good rule of thumb is one substantive slide (a key exhibit, not an outline page) for every two minutes of presentation (or no more than 6 or 7 total slides per presentation).  

Question and Answer

Please prepare any questions to pose to the audience that can help you answer questions or points that you may have overlooked in your research.

Presenting Author Guideline Summary

To sum up the guidelines for presenting authors, please keep the following in mind:

  1. Before the Conference: Connect with the chair and other presenters to coordinate the timing and session organization
  2. Before the Conference: Prepare slides for your presentation and prepare a question to solicit audience feedback. Do a practice run of your session to make sure you stay on time.
  3. During the Session: Monitor questions coming in through the chat and respond to them if you can.

Session format: Discussants will present the authors paper. After all the  discussants have presented, the chair will open session for discussion. Paper authors will have the opportunity to provide feedback on the discussants comments during the discussion. 

Below are guidelines for well- timed sessions. Please note that there will be a loss of roughly 1 minute as presenters transition.

  • Three papers:  10 – 15 minutes each paper  + 45 minutes of Q&A
  • Four papers: 8- 12  minutes each paper  + 42 minutes of Q&A
  • Five papers: 6 -10 minutes each paper  + 40 minutes of Q&A

Session chair

The chair can be critical to the success of a session. The principal challenge for a chair is to enforce time allotments. This is essential for these condensed session lengths.  A discussant that runs over his or her allotted time is using time that belongs to another presenter or to the audience. 

The tasks of chairs are as follows:

  • Monitor paper progress before the meetings and encourage timely distribution of session papers to discussant(s).   
  • Convene the session, either by email or conference call, in advance to make introductions and to make sure that everyone knows the flow of the session and how much time they are allotted.  
  • Act as the Zoom Meeting host for the session by monitoring the chat feature and watching for raised hands from participants. 
  • Start the session on time and state the ground rules at the beginning of the discussion, including timing and commitment to discussion. Note that observing stated time limits shows respect for other presenters and for the audience.  
  • Introduce all participants at the beginning of the session.  
  • Monitor the clock. Discussants who appear to be off-track for completion on time should be cautioned mid-presentation. You should notify discussants of their approaching time limit by unmuting yourself and stating the time. 
  • Facilitate audience Q&A. Be prepared to initiate the question period if the audience is not engaged and ensure that questions and statements from the audience are short and to the point.  

Chair Guideline Summary

To sum up the guidelines for chairs, please keep the following in mind:

  1. Before the Conference: Connect with discussants and presenters to coordinate the timing and session organization
  2. During the Session: Serve as Zoom Meeting host by monitoring the Chat feature for questions and watching for raised hands from Participants wishing to speak
  3. During the Session: Introduce the session participants
  4. During the Session: Track time of each participant, ensuring the session runs smoothly
  5. During the Session: Facilitate Q&A session by accepting audience questions and posing questions from the presenters for audience response.

Discussants

Unlike the traditional format session format the discussant will presents the paper.  Discussants should allow themselves at least two weeks to read the paper(s) and prepare a presentation and provide feedback on the paper.

Please remember that your presentation is not only a way to share the research but also a time to provide valuable feedback.

Try to economize on the number of slides in a presentation.  A good rule of thumb is one substantive slide (a key exhibit, not an outline page) for every two minutes of presentation (or no more than 6 or 7 total slides per presentation).  

Discussant Guideline Summary

ASHEcon asks discussants to do the following:

  1. Before the Conference: Connect with  the chair, presenters and discussants to coordinate the timing and session organization
  2. Before the Conference: Prepare slides for your presentation
  3. Before the Conference: Please remember to review each paper in its entirety at least two weeks prior to the conference and limit your presentation to your allotted time. 
  4. During the Session: Discussants are encouraged to help shape the audience participation in the session by identifying key points worthy of further analysis and discussion.

Presenting Author

The presenting author should prepare questions and talking points to address the discussant presentation and feedback and help draw the audience into a conversation.

Presenting Author Guideline Summary

To sum up the guidelines for presenting authors, please keep the following in mind:

  1. Before the Conference: Connect with the chair, presenters and discussants to coordinate the timing and session organization.
  2. Before the Conference: Provide your discussant with a copy of your paper at least two weeks before the conference to give them time to provide feedback and present the paper.
  3. During the Session: Monitor questions coming in through the chat and respond to them if you can.

Please prepare any questions to pose to the audience that can help you answer questions or points that you may have overlooked in your research.

Session format: Rapid sessions replace the typical poster presentation. Rapid sessions are a group of very short presentations that  summarizes the author’s  research.  Presenters will be limited to 4 slides and have 5 minutes to present.

Below are guidelines for well- timed sessions. Please note that there will be a loss of roughly 1 minute as presenters transition.

  • 6 to 10 papers:  5 minutes each paper  + at  least 30 minutes of Q&A

Session chair

The chair can be critical to the success of a session. The principal challenge for a chair is to enforce time allotments. This is essential for these condensed session lengths.  A presenter that runs over his or her allotted time is using time that belongs to another presenter or to the audience. 

The tasks of chairs are as follows:

  • Monitor paper progress before the meetings.
  • Convene the session, either by email or conference call, in advance to make introductions and to make sure that everyone knows the flow of the session and how much time they are allotted.  
  • Act as the Zoom Meeting host for the session by monitoring the chat feature and watching for raised hands from participants. 
  • Start the session on time and state the ground rules at the beginning of the discussion, including timing and commitment to discussion. Note that observing stated time limits shows respect for other presenters and for the audience.  
  • Introduce all participants at the beginning of the session.  
  • Monitor the clock. Presenters who appear to be off-track for completion on time should be cautioned mid-presentation. You should notify presenters of their approaching time limit by unmuting yourself and stating the time. 
  • Facilitate audience Q&A. Be prepared to initiate the question period if the audience is not engaged and ensure that questions and statements from the audience are short and to the point.  

Chair Guideline Summary

To sum up the guidelines for chairs, please keep the following in mind:

  1. Before the Conference: Connect with presenters to coordinate the timing and session organization
  2. During the Session: Serve as Zoom Meeting host by monitoring the Chat feature for questions and watching for raised hands from participants wishing to speak
  3. During the Session: Introduce the session participants
  4. During the Session: Track time of each participant, ensuring the session runs smoothly
  5. During the Session: Facilitate Q&A session by accepting audience questions and posing questions from the presenters for audience response.

Presenting Author

Please remember that your presentation is not only a way to share your research but also a time to receive valuable feedback from others.

The following format is suggested as it has been found to work well within the  time frame you are allotted for your presentation.

Organization

Begin with a one-minute overview summary of the abstract that includes the central question addressed and the major conclusions.

Explanation

Follow with the reasons listeners ought to accept the abstract’s conclusions: the underlying theory, description of the evidence, methodological defense of the evidence, and connection to (and improvement upon) the existing literature. This manner of exposition differs from that of a journal article, but it is more appropriate to a conference format. Speaking is a more effective way to get an explanation across than reading. 

Contents and Format of Presentation Slides

Try to economize on the number of slides in a presentation. 

Question and Answer

Please prepare any questions to pose to the audience that can help you answer questions or points that you may have overlooked in your research.

Presenting Author Guideline Summary

To sum up the guidelines for presenting authors, please keep the following in mind:

  1. Before the Conference: Connect with the chair and presenters to coordinate the timing and session organization
  2. Before the Conference: Prepare slides for your presentation and prepare a question to solicit audience feedback. You will be limited to 4 slides and have 5 minutes to present. Do a practice run of your session to make sure you stay on time.
  3. During the Session: Monitor questions coming in through the chat and respond to them if you can.