AMS Rochester, 9-12 November
Information for those scheduled to present papers or chair sessions in Rochester

Info for Presenters          |            Click here for Session chair info

Please review the information below. It includes information on meeting preparation, AV, handouts, room sizes, and other material.

Important note: the AMS has a policy to accommodate the needs of disabled attendees.
Click here to see the Guidelines.

Audio-Visual: All rooms are provided with computer projectors, audio [mini]/laptop audio connections, and microphones. Pianos are available in some, not all, rooms. If you requested it, you will have it.

Use of laptops:

  • If you plan to use your laptop, please bring any necessary connector/adapter (dongle). HDMI and VGA are supplied. If you share with others on the session, ensure that all necessary files are present.
  • Please ensure that your connection to the display goes as planned by utilizing the preparation room!

AV Preparation Room: The Collins room (Convention Center, Aqueduct D) has been set aside for those who plan to use their laptop. Please use this to try out the system and make sure all the materials are correct at one of these times. Don't just show up at your session and assume that you can figure out how to get your materials displayed/heard!

Rooms are provided with AMS-member monitors to assist with handouts, but we do not have the resources to provide a technician for every room for the entire conference. AV Prep Room hours: Thursday, 11am-6pm, Friday, 7am-6pm, Saturday, 7am-5pm, Sunday, closed.

All those participating in the meeting are required to be current AMS members and register for the meeting.

Handouts: please provide sufficient handouts for your audience. Room sizes vary from about 100 to about 300; when room assignments are finalized, you can gauge the quantity you'll need. Some presenters bring enough for a "full house;" some bring one for every two, assuming "full house." Despite the cost in money and trees, it is probably better to err on the high side.

Upload a PDF! We'll upload a link to the PDF of your handout to the web site if you upload one. This is good for those with special accessibility needs, and handy for those who use tablets.

You may upload a handout to a site of your choosing, or you may upload a handout to your AMS Directory page. Please send Bob Judd an email when your handout is uploaded, and a link will be added to the handouts page.

If you are comfortable with posting your handout publicly, you may send a PDF to Bob Judd for unrestricted viewing/download. (If you choose this option, please send only the final draft, no later than 28 October. Handouts cannot be posted after that date.)

See the Handouts page.

Room sizes (Room name, number of seats) C: Convention center; H: Hyatt

  • H: Grand Ballroom A/B, 210
  • H: Grand Ballroom C, 110
  • H: Grand Ballroom F/G, 215
  • H: Regency Ballroom A/B, 160
  • C: Highland A/K, 220
  • C: Highland B/J, 200
  • C: Highland C/H, 200
  • C: Highland D/G, 200
  • C: Highland E/F, 180
  • C: Lilac Ballroom North, 250
  • C: Lilac Ballroom South, 250

If you must provide print, consider utilizing a Rochester print provider for your handouts. It'll save you having to lug a heavy bag of handouts on your plane!

Aural Music examples: if you are using a recording, it is respectfully requested that appropriate acknowledgment of the performance and/or performer(s) be made in your paper or on a handout.

Reminder: When you submitted your proposal you acknowledged that the material you would present is your original work and does not violate copyright law.

All meeting participants are required to register for the meeting.

Additional resources

The Chronicle of Higher Education has published two short articles with guidelines for those reading papers or chairing a session at a conference. The information they contain may be of interest. (If you're aware of other resources in this regard, please let Bob Judd know, and he'll add links to them below.)

Conference Rules, part 1, by Linda Kerber (Chronicle, 14 March 2008)

Conference Rules, part 2, by Linda Kerber (Chronicle, 21 March 2008)

Info for Session chairs     |      Click here for Presenters info

Thank you for agreeing to take on this important task, central to how the Annual Meeting functions for the Society.

There will be no meetings for session chairpersons ("chairs"), so please read the following suggestions carefully and contact the AMS if you have further questions.

  • Before the meeting

You should request, from each presenter on your session, a complete copy of the paper to be presented along with any handouts so that you can review these materials before the meeting. A receipt date about a month from the meeting (7 October) is strongly advised. Evaluate to be sure participants' papers will actually fit into the allotted time. Also request brief biographical sketches (affiliation, papers or books published) from each of the presenters in order to introduce them.

It is important that you plan your time period (one and a half or three hours) as precisely as possible. People migrate from session to session, and thus they must have complete confidence that papers will start at the appointed times (AM: 9:00, 9:45, 10:30, 11:15; PM: 2:00, 2:45, 3:30, 4:15). Plan on two-minute introductions, 30-minute papers (maximum), and 13-minute question periods. Keep to 45-minute slots for each paper. There is little point in introducing your session in an extended way, since many people change rooms at paper-breaks.

In four-paper sessions, you may wish to take a very short (literally no more than two-minute) break halfway through, but under no circumstances allow a break to derail the schedule.

Social media: ask presenters if they have objections to attendees posting photos of powerpoint slides or the like on social media during the session. If presenters do not want social media posts, this needs to be announced clearly during the session itself.

AV questions: AV details are given in the "information for presenters" (click the link at the top of this page). Questions not answered there should be directed to the Bob Judd at the AMS office.

  • During the meeting

Arrive at your room ten minutes before the start of the session to meet the speakers and the room monitor and look over the AV setup.

Paper presenters know that their time length is thirty minutes. In the unlikely case that a paper threatens to go beyond this limit, you should intervene by passing notes to the speaker that time is running out.

At the start of each talk, announce the name of the author and the title of the paper. Short biographical information should be provided.

Your other main task is to control the question period. Remind both questioners and speaker(s) to be brief. Audience members should only ask questions; any background information that they give should be kept as brief as possible. Speakers should briefly answer the question posed, and then stop and take the next question. As a rule, questions and answers should not last more than about a minute each, i.e. up to two minutes for each question-answer pair. The speaker and questioner should not continue back and forth; if they do, ask them to postpone their public conversation until a private moment, to allow others to contribute to the public discussion. If people don't comply with these guidelines, don't be afraid to interrupt them. Be polite and tactful, but firm.

Establish and announce the order of questioners. Direct them to floor mics whenever possible so that all present can easily hear the question. Encourage reticent audience members to ask questions before allowing the confident ones to ask a second question. If there are many questions, announce in advance who will pose the last three questions, apologize to the others, and stop when the last person's question has been answered. That should, of course, be as near as possible to the allotted time. Please note that talks scheduled before breaks or before the end of the day will not be extended. It is important to begin and end sessions on schedule.

Please prepare one or two comments or questions for each paper in case the discussion needs to be started by the chair.

  • Special instructions for those chairing two-paper (short) sessions

If you are chairing the opening short panel of a morning or afternoon session, please show courtesy to the chair and presenters of the following panel by ending several minutes early and vacating the table promptly (as two short sessions are slotted for the same room, the new chair and panelists must be ready to go immediately). For morning short sessions, the first panel should end by 10:27; for afternoon slots, 3:27. This may sound a bit picky, but it is necessary to make the meeting run well. If you are on the second half of such a slot, please be ready to go immediately at the appropriate time (10:32 or 3:32).

All session chairs are required to register for the meeting.

     Follow the AMS

      AMS at Facebook   AMS on Twitter   AMS at YouTube