Chair and Committee Information for Astronomical Telescopes + Instrumentation

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Visit the resources page to find more information about the following responsibilities :

• Conference volunteer responsibilities and best practices
• Call for papers guidelines
• Abstract solicitation and submission
• Review of abstracts and manuscripts
• Registration fees, sponsorships, student support
• Submitting a course proposal to SPIE
• Submitting your conference program
• Final program information
• Onsite responsibilities
• Chairing a session

And reference this useful information to help clarify SPIE processes and procedures:

• Sample call for papers
• User Guide for SPIE Submission Review System
• SPIE Anti-harassment Policy
• SPIE Meetings Code of Conduct
• SPIE Event Policies

The Program Committee is integral to building a diverse program and is formed by the conference chair(s). A well-structured program committee will have a range of expertise to span the subject areas, including acquaintance with well-established and recognized leaders in the field from academia, government, and industry. To remain on a conference program committee, one must be consistently engaged. Below is a list of tasks and responsibilities for a role on the SPIE Conference Program Committee:

• Be available and responsive to conference chairs and SPIE staff, giving technical input as requested
• Be aware of emerging trends in the field
• Assist conference chairs in publicizing the conference, identifying key speakers, and soliciting submissions
• Review assigned submissions
  • User Guide for SPIE Submission Review System
• Maintain engagement with the conference throughout its cycle
• Engage with conference leadership to build a successful conference by contributing in the following ways:
  • Serve as session chair
  • Submit and present paper(s)
  • Ask questions during Q&As
  • Engage with other participants
  • Regularly publish work in the conference Proceedings
• Represent SPIE in a professional and ethical manner. Promote diversity in all aspects. Review and familiarize yourself with the SPIE Code of Conduct and Anti-harassment Policy
• Report unethical or inappropriate behavior: http://www.spie.ethicspoint.com

In the interests of efficiency, and to make space for new active committee members, program committee members who are essentially inactive will be rotated off after two or three successive occasions exhibiting negligible involvement.

A session chair plays a key role in ensuring a smooth SPIE conference. Attendees will be more engaged if the session chair proactively leads, and has done homework in advance, about the speakers and their expertise. Below is a list of tasks and responsibilities for the role of an SPIE session chair:

• Introduce the session topic, speakers, maintain the schedule, and be prepared for the unexpected.
• Ensure that the session starts on schedule and that each speaker stays within their allotted time for both the presentation and related Q&As.
• Create a coherence throughout the session with smooth transitions from one speaker and topic to the next.
• Introduce each speaker in a warm and welcoming manner, making an effort to pronounce their name clearly and correctly, mentioning which institution they are from, and perhaps highlighting their educational background and research interests.
• Manage the timing of the speakers and the session. If a speaker is running long with their presentation, respectfully interrupt to let them know so the session can stay on time.
• If, in spite of efforts, the session falls behind schedule, weigh the best options for getting it back on track (e.g. reduce Q&As, shorten introductions, or run into a scheduled break if that is an option).
• Manage the Q&A by encouraging questions, mediating interactions, and keeping track of the time by announcing the number of minutes remaining.
• If a speaker fails to appear, fill the open time with a standby paper, specific discussion topics, Q&A session, or an open discussion.
• After the session, submit the session report one of three ways:
  1. the SPIE Conferences mobile app
  2. email the Session Report Form PDF to  SessionReports@spie.org
  3. return the printed Session Report Form to Chair Services, Speaker Check-in, or the SPIE Registration desk.
• Represent SPIE in a professional and ethical manner. Promote diversity in all aspects. Review and familiarize yourself with SPIE Code of Conduct and Anti-harassment Policy.
• Report unethical or inappropriate behavior: http://www.spie.ethicspoint.com.

For more information about preparing for and chairing a session, see the Guidelines on Chairing a Session. If you have questions or need more information contact your Conference Program Coordinator.