SESSIONS GUIDELINES

HICSS is noted for its interaction and discussion among the participants. Therefore, paper sessions, as organized by the Minitrack Chairs, are critical to the success of the conference. Each Author should 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.

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 Rajib Subba or Sandy Laney if possible. This enables schedule changes to be posted in a timely manner, and ensures that the registration data is maintained accurately.

CHAIR SUBSTITUTIONS At least one minitrack chair must attend the conference. If you realize at the last minute that you cannot attend the conference, you should immediately inform your Track Chair and/or your co-chairs. 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, to inform the registration desk upon check-in that they are your substitute, and to attend the Track Chair meeting on Tuesday.

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GETTING STARTED
Please plan your session according to the order of papers shown in the program (which we ask you to determine prior to the conference).
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 a reminder of time limits and discussion periods.

SESSION TIME and LOCATION Please do not unilaterally 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 – not read – their papers. Time for 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.

AUDIO-VISUAL NEEDS A data projector/ beamer and screen will be provided for every room. (Each presenter is responsible for bringing a laptop if needed. We do not keep a supply for lending.) If you want anything other than a data projector and screen for any or all of your sessions, please go to the HICSS web site  http://www.hicss.hawaii.edu to make your request. You may also request an AV Request form from the HICSS Conference Office by email. Please return the form by fax to 808-956-5759 by December 20.

BEST PAPER NOMINEES Awards are presented after lunch on FRIDAY. 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 at the ceremony will receive a Koa-framed award. (Upon request, those not in attendance will have their unframed award mailed to them after the conference.)

  
GUIDELINES FOR MINITRACK CHAIRS
 
MINITRACK CHAIR MEETINGS - TUESDAY January 4, 2010
Please plan to attend. Room locations are in the program, and posted.

4:15 - 5:00pm with Track Chairs
If you cannot meet during this time, you must make every effort to contact your Track Chair prior to the meeting or as soon as possible afterwards. Information may
significantly affect your sessions.

5:00 - 5:30pm with Authors
If any Author is unable to meet during this time, you must make every effort to contact the person or his substitute in advance of their session. The instructions
each Author is given may affect their presentation and ultimately the success of the session.

At this meeting, Minitrack Chairs or a designee will:

• Provide an overview of how the session will be conducted, including the order of the papers.
• Confirm the time allowed for each presenter. You may wish to have more presentation time, but be reminded that discussion is a very valuable feature of the session.
• Emphasize that papers are to be summarized -- not read -- and that the time schedule will be honored. A five-minute warning will be issued before the end of the allotted time.
• Verify the audio-visual needs for Authors.