Session types

Thematic sessions (30-minute presentations)

Format

A thematic session will include two short presentations in a 75-minute session.

Thematic sessions will be run using a format similar to this:

  • 5 minutes for chair’s introduction
  • 30 minutes for presentation no. 1 (including Q&A)
  • 5 minute quick changeover between presentations
  • 30 minutes for presentation no. 2 (including Q&A)
  • 5 minutes for chair’s final remarks and housekeeping notes.

The time allocated to your presentation is 30 minutes, including time for the chair to introduce the speakers, presentation time and Q&A. We recommend 15-20 minutes of presentation and at least 10 minutes for Q&A.

As other sessions will be scheduled at the same time, delegates may switch from one room to another and may not necessarily stay to listen to more than one presentation. It is important for the chair and presenters to stick to their allocated time and for the Q&A to follow each presentation (during the 30-minute allocated time slot).

Role of the chair

A chair will be appointed by the committee to chair the entire session. Speaker contact details will be shared with the chair or moderator (as per the submission terms and conditions), who may get in touch with the speaker(s) prior to the session to find out more information and discuss how they would like to conduct their presentation.

The chair will introduce speakers, facilitate the Q&A, provide housekeeping notes and ensure the session runs smoothly and on time.

View chair guidelines

Room setup and audiovisual equipment

The room will be set up theatre style, unless otherwise noted.

A computer, projector, screen, lectern and microphone are provided in each room. Roving or stand-up microphones will be available for Q&A.

Audiovisual equipment at AIEC 2016

Single presentations (75-minute sessions)

Format

Long presentations have been allocated a full session of 75 minutes in duration: approximately 60 minutes for the speaker and 15 minutes for the chair for intro and closing remarks. Please check the program schedule to see the exact start and end time of your session.

The presentation must include time for Q&A. We recommend at least 20 minutes for Q&A.

Role of the chair

The chair will introduce speakers, facilitate the Q&A, provide housekeeping notes and ensure the session runs smoothly and on time.

A chair will be appointed by the committee. Speaker contact details will be shared with the chair or moderator (as per the submission terms and conditions), who may get in touch with the speaker(s) prior to the session to find out more information and discuss how they would like to conduct their presentation.

View chair guidelines

Audiovisual and room setup

The room will be set up theatre style, unless otherwise noted.

A computer, projector, screen, lectern and microphone are provided in each room. Roving or stand-up microphones will be available for Q&A. 

Audiovisual equipment at AIEC 2016

Panel sessions

Format

There will be approximately three to five panellists (including chair or moderator).

All panel sessions have been allocated to a 75-minute session. The duration of each presentation within the session is determined and moderated by the chair of the session.

The session must include time for Q&A, discussion and dialogue during or at the end of the session to allow for audience participation and engagement.

Role of the chair

We recommend that the panellists and the moderator meet before the conference session (either by teleconference or at the conference itself) to discuss how to structure the discussion and to go over the format, questions and overall session flow. If you are planning on using a visual aid or PowerPoint, please let the moderator know, so they can assist with the set-up and timing of the presentation.

View chair guidelines

Audiovisual and room setup

The room will be set up theatre style, unless otherwise noted.

A computer, projector, screen, lectern and microphone are provided in each room. Roving or stand-up microphones will be available for Q&A.

Audiovisual equipment at AIEC 2016.

Café sessions

Café sessions at AIEC usually follow the theory and structure behind the 'world café' method. They appear informal in presentation, yet they are underpinned by seven principles that encompass the fundamental characteristics that make them effective as a forum for learning and sharing. The seven principles are:

  1. A clear context for the conversation
  2. Creation of a hospitable space to talk together
  3. Questions that matter and you don’t already have the answers to
  4. Encouraging contributions by everyone
  5. Connection of diverse viewpoints
  6. Listening together for insights
  7. Sharing collective discoveries.

Format

Café sessions will be allocated a 75-minute slot.

Watch this video to see how café sessions are run at AIEC.

The following session breakdown is suggested:

1. Welcome and introduction. The facilitator begins with a welcome and an introduction to the process, setting the context, sharing the etiquette and putting participants at ease.

2. Small group round(s). The process begins with the first of two, 20-minute rounds of conversation for the small group seated around a table. In some cases, there may only be the opportunity to have one round. If the facilitator chooses to have more than one round, at the end of the 20 minutes each member of the group moves to a different table. They may choose to leave one person as the 'table host' for the next round, who welcomes the next group and briefly fills them in on what happened in the previous round.

3. Questions. Each round is prefaced with a question specially crafted for the specific context and desired purpose of the session. The same questions can be used for more than one round, or they can builb upon each other to focus the conversation or guide its direction.

4. Harvest. After the small groups (and/or in between rounds, as needed), individuals are invited to share insights or other results from their conversations with the rest of the large group. These results are reflected visually in a variety of ways, most often using graphic recording in the front of the room.

Audiovisual and room set-up

The room will be set up banquet style. There will be a maximum capacity of 12 tables, with 10 attendees seated at each table (total of 120 per session).

A computer, projector, screen, lectern and microphone are provided in each room in which a café session is scheduled. Roving or stand-up microphones will be available for the rapporteurs. 

Audiovisual equipment at AIEC 2016

Reporting

We encourage the facilitators to collect and collate the feedback from all the tables into one report that can be shared with delegates after the conference on the conference website. This report would include a list of all the key learnings and insights captured by the table hosts.

Poster sessions

Format

A poster session is 75 minutes and is scheduled concurrently with other sessions in the program. Posters are grouped by key interest area and each session will feature two to four posters. During the first part of the session, each poster speaker will have 3-5 minutes to introduce/present their topic. The objective of the 3-5 minute introduction is to set the scene and provide the main points about the poster.

Once all have presented, the group will then break up into smaller groups and continue the discussion next to the poster boards.

Watch this video to see how poster sessions are run at AIEC.

Audiovisual

Poster presenters will have the use of a microphone and speaker for first part of the session (during their 3-5 minute presentation). A plasma screen and laptop will also be available should they want to make use of it. However, once presentations are completed, there will be no audiovisual equipment available at the individual poster boards.

Audiovisual equipment at AIEC 2016

Role of the poster session chair

The chair of the poster session will be there to help presenters manage the group and help facilitate the discussion. The chair will briefly introduce the presenters at the start of the session and provide a brief explanation of how the session will run. Once all the presentations are completed (see above), the presenters and delegates will physically move from the Speakers' Lounge to the Poster Zone (where the actual poster boards are located) and continue the discussion and Q&A next to their actual poster, in smaller groups. If there is more than one poster in a session, the chair can assist in breaking up the group into smaller groups.

Speakers' Lounge and Poster Zone

Poster presentations will take place in the Speakers' Lounge of the Exhibition Hall (see floor plan). Seating for approximately 30-40 delegates will be available and additional chairs can be arranged as needed.

Smaller group discussions will take place in the Poster Zone, where the actual posters are displayed.

Poster guidelines

Please read the poster guidelines for more information about poster specifications, design tips, display times, when and where to set-up and remove your poster, etc.

Poster FAQs

If you have questions about posters or poster sessions, please read our Poster FAQs

Pre-conference workshops

Workshops are three hours in duration, including a 20-minute break, and take place on Tuesday 18 October. They are offered at an additional fee to delegates and provide space for up to 40 participants.

Audiovisual and room setup

The room will be set up cabaret style (round tables with 6-8 attendees).

A computer, projector, screen, lectern and microphone are provided in each room in which a workshop is scheduled. Roving or stand-up microphones will be available for Q&A.

To discuss room setup and audiovisual requirements please contact Workshop Coordinator Peter Muntz, Communications Manager at IEAA, no later than Friday 2 September at peter.muntz@ieaa.org.au or call +61 3 9925 4579.

Audiovisual equipment at AIEC 2016