Chair and committee information

Thank you for your leadership on this SPIE event. Review the SPIE Conference Chair responsibilities and expectations on the SPIE Event Volunteer Guidelines page to update yourself on the volunteer responsibilities and best practices for an SPIE Conference Chair. To learn the particulars of the SPIE conference and proceedings process and how to do the job of chair/editor for SPIE conferences and proceedings, see the Resources for SPIE Conference Chairs page:

Resources for SPIE Conference Chairs

On the Resources page you will find general information about the conference program building process, ideas about how to build a successful conference and technical community, and other information relevant to your volunteer position with SPIE, including:

• Conference sponsorships and awards
• Call for papers guidelines
• Abstract solicitation and submission
• User guide for SPIE submission review system (PDF)
• Review of abstracts and manuscripts
• Program guidelines, information, and submission
• Resources for sharing your conference with your network
• Registration fees and student support
• Submit your conference program
• Onsite responsibilities
• Chairing a session
• Encouraging manuscript submissions

Please be sure to review and familiarize yourself with SPIE anti-harassment policy and SPIE meetings code of conduct (PDF).
Report unethical or inappropriate behavior: http://www.spie.ethicspoint.com

Interested in teaching a course at SPIE events? Read through the SPIE Instructor Guidelines and consider teaching a technical course for the Society.

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 the role of 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 to the conference
• Review assigned submissions
  • User guide for SPIE submission review system (PDF)
• Maintain engagement with the conference throughout its cycle
• Engage with the 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. Review and familiarize yourself with SPIE code of conduct (PDF) and anti-harassment policy
• Report unethical or inappropriate behavior: http://www.spie.ethicspoint.com

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

A session chair plays a key role in ensuring the smooth-running of an SPIE conference. The session attendees will be more engaged if the session chair proactively leads and has done homework in advance about the speakers and their expertise. Below are some helpful guidelines for the role of an SPIE session chair:

• Introduce the session topic and individual 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 limit for both the presentation and related questions and answers (Q&A)
• Create a sense of 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, mention which institution they are from, and perhaps 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 declare their time is up so the session can stay on time
• If, in spite of efforts, the session is 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 period 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, question and answer session, or an open discussion
• Represent SPIE in a professional and ethical manner.
• Review and familiarize yourself with SPIE code of conduct (PDF) and anti-harassment policy
• Report unethical or inappropriate behavior: http://www.spie.ethicspoint.com

After the session ends, notify SPIE staff which presentations were presented and which were not, by submitting the Session Report Form via one of three ways:

1. the SPIE Conferences mobile app
   1. find your session in the app
   2. mark each presentation as "presented" or "not presented"
   3. recommend for journal and/or comment if relevant
   4. "Review and Send" session report after all presentations are marked.  
2. emailing the Session Report Form PDF to  SessionReports@spie.org
3. returning the printed Session Report Form to 1) Chair Services; or 2) Speaker Check-In; or 3) SPIE Registration desk.

For more detailed information on how to prepare for and chair a session, review the instructions for chairing a session on the Resources for SPIE Conference Chairs page.

Chairing a Session

If you have questions or need more information, contact your Conference Program Coordinator.