Dear Chairpersons,


First, we would like to thank you for accepting the role as chairperson in one of the MT25 sessions.

Each oral session and each poster session has two chairpersons.

Guidelines for chairpersons of oral and poster sessions are given below:


(1) Oral session:

As a chairperson you have essentially the following two duties:

  • chair the oral session assigned to you and,
  • fill in the session evaluation form indicating shows/no-shows and other comments.


  • Please be in the correct room at least 10 minutes before the start of the session.
  • Introduce yourself to the speakers.
  • Assure that microphones and projector are working correctly. A technical assistant (Crew MT25 wearing green polo shirts) is present for support. He/she will contact you before the session starts and will give you the session form.
  • There are 2 session assistants in the room to handle a microphone for questions (admitted in the regular oral sessions only, as questions are not allowed in the plenary sessions).
  • Check with the assistant and with the presenters the correct display of the presentations.
  • Only presentations pre-installed on the MT25-Notebook PC are allowed in your session.
  • Start the presentations at the time indicated in the program.
  • Introduce each speaker briefly.
  • Ensure that the speaker can be heard everywhere in the room.
  • Indicate clearly to the speaker when entering the last three minutes of his or her presentation.
  • Leave time for a few questions and answers after each presentation (not in plenary orals).
  • Invited orals last 30 minutes, 25 minutes for presentation and 5 minutes for questions.
  • Regular orals last 15 minutes, 12 minutes for presentation and 3 minutes for questions.
  • Try to stimulate the discussion when no questions are asked, by asking a question yourself!
  • In the case of no-shows try to stretch the preceding orals proportionally to cover gap.
  • Waiting time in between orals must be avoided to prevent people from leaving the room, so do the utmost to fill in the no-show time and if necessary start the next talk earlier.
  • Complete the session evaluation form, which will be given to you by the technical assistant and return the form properly filled in and signed to the assistant at the end of the session.


(2) Poster session:

As a chairperson you have essentially the following two duties:

  • to fill in the session evaluation form indicating shows/no-shows and other comments;
  • to decide which poster deserves the daily Best Poster Award.


  • Presenters are invited to show their poster the entire day.
  • The posters need to be presented by the presenting author during the scheduled poster session hours.
  • Check that poster boards are in good condition and poster numbers are visible. A technical assistant will be present for fixing possible problems.
  • Posters which are not displayed at all during the scheduled session hours are so called no-shows, and these have to be administered on the poster session form.
  • Note which posters are not manned, presenter is absent most of the time.
  • Complete the session form and make a short list of about 5 candidates (out of the total of about 150-200 posters) for the Best Poster Award. If possible, take a photograph of your favourite posters.
  • When you’re ready, meet your colleague chairperson. Together make a decision on the proposed award winner and inform the Program Chair (Arjan Verweij) about your decision.


We highly appreciate your effort for chairing the session!


Herman ten Kate (Conference Chair)

Andries den Ouden (Conference Co-chair)

Arjan Verweij (Program Chair)



Instructions for Chairpersons