A resource for session chairs, presenters, and monitors of SMT paper sessions

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This is a resource for session chairs, presenters, and monitors of SMT paper sessions. For information on how to create and submit your conference materials, view the Presenter Guidelines.

Before the session

  • Each session will be assigned a Monitor. Both Chairs and Monitors will be given “host/co-host” privileges. 
  • Presenters, Chairs, and Monitors should join the meeting 10 minutes before the session begins by following the Zoom link on the session page; an administrator will admit you from the waiting room into the meeting.  Shortly after joining the meeting, an administrator will turn over host duties to the Chair(s) and Monitor.
  • During this time:
    • Monitors: make sure that Presenters know how to share their screen, if they’d like to do that. 
    • Chairs: remind Presenters of the progression of the session, including presentation order.
    • Chairs/Monitors: if one of your Presenters does not arrive, please contact smt@societymusictheory.org
    • Chairs/Monitors: About one minute before the start time, disable the waiting room feature to admit attendees.
    • Monitors: Start recording the session. 

Session intro

Download a sample script    

SMT wishes to create a meeting in which all participants feel safe, welcomed and included. This should be a space of respectful and constructive discourse. To facilitate such an environment, we ask that all attendees refer to and abide by our guidelines on respectful interactions and policies on ethics and harassment.

Presentation

  • Chair: After the session intro, introduce each presentation in turn, giving presentation title and Presenter(s) name(s) and affiliation(s) only. (Presenter biographies will not be read, but may be found on the session page.)
  • Each presentation will have a maximum of 20 minutes. It is up to the chair to ensure that each presentation and Q&A last no more than 30 minutes. 

Q&A

  • There will be a 10-minute Q&A following each presentation.
  • Chair: You may invite questions for the presenter after the presentation has finished. It is up to the chair’s discretion as to how to accept questions. We encourage chairs to use the chat for attendees to submit questions.
  • It is up to the chair to ensure that each presentation and Q&A last no more than 30 minutes. 

Session ending

  • Chairs and Monitors have a responsibility to end the meeting on time. Most sessions are expected to last 90 minutes, but may be more or less, depending on the number of papers in the session. If this responsibility is not carried out by the Chair or Monitor, an administrator will end the session so that the next meeting of presentations may begin on time.
  • If there is a session following yours, note that your zoom must be vacated no later than 10 minutes before the beginning time of that next session.
  • Chairs: As the session ends, you should point participants to the asynchronous discussion on Slack. At that time, monitors should share a link to the session's Slack so that the discussion can continue.

Session monitor responsibilities

If you need help during the session

  • If there is a technical problem with Zoom, please send an email to smt@societymusictheory.org.
  • If someone in a session is not abiding by the SMT policies on ethics and harassment or guidelines on online interactions, please contact Jennifer Diaz or Patricia Hall
  • If a member of the session (chair, monitor, presenter) fails to appear, please contact Jennifer Diaz.

More Information for SMT 2021

Information about Poster Sessions for SMT 2021

This is a resource for session chairs, presenters, and monitors of SMT poster sessions.

Information for Presenters at SMT 2021

As part of the virtual SMT annual meeting, conference attendees will have an extended period of time to view supplementary materials before, during, and after the conference begins on November 4th.
October 15, 2021: Presenter registration deadline
October 22, 2021: Deadline to submit supplementary materials.

Guidelines for Respectful Interactions at SMT Virtual Conferences

SMT wishes to create a meeting in which all participants feel safe, welcomed, and included. The items below are suggestions for attendees, including session chairs, to assure that meeting interactions are respectful and inclusive. Session chairs should play an important role in assuring that presenters and audience members are not subject to explicit or implicit displays of bias.