GUIDELINES FOR MINITRACK LEADERS

A recognized and important objective of HICSS is to promote interaction and discussion among the participants.  Therefore, the success of the conference depends most heavily on the paper sessions, as organized by the Minitrack Chairs.   It is important for each Author to summarize the paper in the time allotted and be prepared for discussion.  It is your responsibility as Minitrack Chair to convey information to the Authors in order to manage the session within this framework.  Following these guidelines should assure a successful session:  

GETTING STARTED          

·     Please plan your session according to the order of papers shown in the program.

·      Begin the session on time.

·      Introduce the session, yourself, and the Authors. 

·      Provide an overview of how the session will be conducted.    Review the order of papers and give a reminder of time limits and discussion period.

SESSION TIME and LOCATION     Please do not change the time or location of your session.  Should you have a problem or conflict, please inform the HICSS registration desk of your concern.  We will work with you to assure that everyone's needs are accommodated as much as possible. 

TIME and FORMAT  Most sessions contain three (3) papers in a 90-minute time period. Strongly encourage Authors to summarize their papers instead of reading them, because the ensuing discussion is usually extremely valuable for everyone.  The format may vary somewhat, but please promote discussion as much as possible.

·        Allow 15 minutes for Authors to summarize the paper and 15 minutes for discussion. 

·        Give a 5-minute warning before the end of each Author’s allotted time and then cut them short, if necessary. 

·        Discussion usually starts spontaneously as participants are ready and willing to ask questions, but it helps for you to have one or two questions ready to get the discussion started.  If discussion trails off before the end of the authors' allotted time, go on the next paper.  There may be extra time at the end of the session for more discussion that compares and integrates the papers.  Encourage people to continue discussions after the session ends.   HICSS designs the conference so that break times and locations are conducive to continuing paper discussions.

 AUTHOR ABSENCES   If an author cancels prior to presentation time, or is a “NO-SHOW” please let the registration desk know as soon as possible, specifically Sandy Laney or Thayanan Phuaphanthong.  This enables schedule changes to be posted in a timely manner, and ensures that the registration data is maintained accurately.

SUBSTITUTIONS   If you realize you cannot attend the conference, you should immediately let your Track Chair know of your absence.  Appoint a substitute and provide clear presentation instructions and a copy of these guidelines.  Your substitute should be told to contact the Track Chair as soon as possible after arrival, and to inform the registration desk upon check-in that they are your substitute.

AUDIO-VISUAL NEEDS   A data projector/ beamer and screen will be provided for every room.  (Each presenter is responsible for bringing own computer.)  If you want anything other than that for any or all of your sessions, please email hicss@hawaii.edu to make your request by December 7.

BEST PAPER NOMINEES - Awards are presented after lunch on Thursday.   Session Leaders should mention at the beginning of a session if there are Best Paper nominees presenting at this time.    Please be sure to encourage all nominees (as well as everyone else) to attend the award ceremony. Winners present will receive a koa-framed award.  (Upon request, those not in attendance will have their unframed award mailed to them after the conference.)