This year poster sessions are a big challenge: in the abstract submission we did allow for online and onsite poster preference indications; until 9 June authors could still update their choice on onsite or online presentation.
The overwhelming majority of poster authors will present their poster onsite at the venue in Bonn (167 posters, 89%) while 20 authors opted for online presentation, with many sessions without any online poster, and most other sessions not having more than 1 online poster. This led to various challenges in the organisation of the poster sessions:
Please find more details at on the EMS2022 format
Independent of the new challenges that come along with a hybrid meeting, chairing a poster session at a scientific conference is a challenging task as it implies direct questioning and dialogue on synthesised points of a scientific work. The job of the chairperson is to make the session informative, interesting and lively by facilitating excellent communication between the speakers and the audience. The following are guidelines for chairpersons to help make this happen.
Authors of posters are requested to attend to their poster during the time their poster presentation is scheduled. As the chairperson you should try to attend to as many posters of your session as possible. This task could be split, especially for sessions having many posters, and those having onsite as well as online posters, by nominating more than one chairperson.
Rule 1: Prepare yourself
Prepare yourself for the session by reading the abstracts of the contributions, check whether the authors have uploaded their poster and/or accompanying material as display material to the conference platform, all in advance of the conference week. Thus, you will always be aware of what to expect and be in a good position to instigate a discussion with the poster presenter. Convenors see an overview of all uploaded display material in the session modification dashboard. Live presentation files are also accessible but these are expected to become available only shortly before the meeting as authors often leave preparation and fine-tuning to the last minute.
Rule 2: Chair for online and onsite poster session
Should your session include one or more online poster presentations please designate a chairperson(s) who will attend gather.town at the scheduled poster session time and the respective poster online.
Rule 3 – online: Go to gather.town early
Early in the conference week please access gather.town (a link will be provided from the Home page ems2022.eu) and already visit the posters related to your session; ideally, they are all on display by Monday 5 September 2022 and will remain here the entire week. Posters are organised in four different poster display areas, according to the onsite display times (“Posters – Monday”, …).
Rule 3 - onsite: Get to the venue early
Get to the venue early and make sure you know in which area posters of your session are located and which are the poster board numbers that are allocated to posters of your session.
Rule 4: Find out in advance whether all poster presenters are present
You can check with the Copernicus staff at the registration desk whether they have registered, or go through the poster area and check whether the posters have already been put up at the designated poster boards.
If you have scheduled time for poster pitches in your session, please invite poster presenters (online and onsite) in advance to prepare 1 slide about their poster. Note, that upload of a live presentation slide for poster authors is not possible because the live presentation upload is reserved for the electronic versions of the poster itself; thus, please ask the authors to send the slide in advance to you and compile these for upload by the conference assistant in the room (see details at guidelines for chairpersons and moderators of oral sessions).
You may of course prefer to introduce the posters of the session you are chairing yourself. This will involve asking all poster presenters to provide 2–3 sentences on the main message of their poster or a slide you could use. To contact all poster authors in advance please use the mailtool in your session dashboard. In case you have not already scheduled time for poster pitches, please still prepare as recommended above for a gap that may occur in your programme due to a no-show and may then be used for the poster pitches.
Otherwise, many of the "rules" prepared for the chairperson guidelines for oral sessions apply accordingly for the poster introduction slot:
Appendix: How to designate a Chairperson
Normally (one of) the convener(s) who prepared the session is also chairing (part of) the session. Should this not be possible, speakers/authors may be nominated by the appropriate convener(s) or asked by the meeting organiser to act as chairperson of a particular sub-session. In order for the meeting organiser to maintain the quality of the scientific programme, it is essential that the chairpersons are aware of the tasks and how to lead a session and discussions.
If your session is large, i.e. consists of more than 8–10 posters, then it may be advisable to nominate more than one chairperson for the poster session.