This page contains instructions for session chairs, contributed talks, and poster presenters.

Contributing

Deadline: Fri Apr 24 2026 (forms will remain open if undersubscribed)

Submit an idea for a breakout session, or volunteer to chair: forms.gle/vUWMJeXYKEqNxvEN6 

Submit an abstract for a contributed talk or in-person poster: forms.gle/TdfHGQmqSiFpzaVQ9

Virtual posters do not require advance abstract submission. All are welcome to contribute a virtual poster (Rubin Research Byte) whether attending in-person or virtually. See how to create a Rubin Research Byte.

Switching from in-person to virtual?

• For talks, all rooms can accommodate virtual presentations, just let the session chair know.
• For posters, let Melissa Graham know.

Questions? 

Contact Melissa Graham.

1. Session chairs

• Thank you very much for (co)-chairing a session, it is greatly appreciated.
• At least one of the session chairs must be an in-person attendee.
• Use these reminder slides (link to be added here) in your session please.

1.1. Breakout sessions and rooms

• Check the block agenda for the date, time, and location of your session.
• All breakout sessions are 1.5 hours (90 minutes) long.
• All three rooms are fully hybrid (Zoom capabilities).
• Kavli is a raked auditorium with immovable tables and chairs.
• Redwood and Trinity are flat classrooms with configurable tables and chairs.

1.2. Planning the session

• Accommodate the contributed talks assigned to your session by the SOC.
  • Contributed talks assigned to your session should not be given less than 7+3 minutes (more is ok).
  • Contributed talks may be virtual or in-person; check with the speaker if you need to know in advance. 
• Create the agenda for the breakout.
  • Fill the rest of the 90 minutes not taken up by contributed talks (if any).
  • As chair, provide a talk, facilitate a discussion, or lead an activity yourself.
  • Invite speakers to present (e.g., flash talks, regular talks, tutorials, panel discussions).
  • Accommodate late requests from attendees to speak in your session (only if there is time).
  • A maximum of eight (7+3)-minute talks per session is recommended.
• Ensure the session's webpage has an up-to-date abstract, agenda, and speaker list.
  • Put a draft up as soon as possible; aim for a final version by the end of June.
  • The page is important. It is how attendees will decide which parallel session to attend.
  • Can't edit yourself? Email Melissa with the requested changes.
• Identify an in-person "Zoom & Slack monitor".
  • A co-chair can be the remote monitor.
  • They will be in charge of interacting with remote participants.
  • Plan to solicit input from remote attendees and include them in activities.

1.3. Running the session

• Arrive in the room 15 min early to set up the Zoom.
  • Technical help will be on-hand before the session.
  • The in-room projectors will display Zoom participants and the shared screen.
  • Anyone may present slides from their own laptop by joining Zoom and sharing their screen. 
• Be aware of your own biases and aim for an inclusive session.
  • When taking questions, start with one from a junior or diverse audience member.
  • Solicit additional contributions with leading questions such as:
    • "What do junior people think of this policy?"
    • "How might this affect people from smaller colleges?"
• If you witness violations of the Code of Conduct, follow the reporting recommendations.

1.4. Considerations for a hybrid session

• Ensure all components of your session are virtually accessible.
• Reach out in the #rcw-help channel in Slack at any time if tech help is needed.
• Request that your speakers upload slides to the session webpage in advance.
• Everyone must speak into a microphone in order for remote participants to hear.
  • If the ceiling microphones aren't working there should be a handheld available.
• Any small-group discussions or icebreaker games must be facilitated for the virtual participants.
  • If there are multiple small groups formed in-person, one or more virtual groups should be facilitated.
• Any brainstorming session should include virtual participants.
  • They need to see, e.g., a whiteboard, and be able to contribute suggestions.

2. Speakers (contributed talks)

• Thank you for giving a talk! It is appreciated.
• Talks can be given in-person or virtually.
• All talks are scheduled in one of the 1.5 hour parallel breakout sessions.

2.1. Arranging to contribute a talk

• There are three paths for contributing a talk:
  • (1) Submitting an abstract, then being selected by the SOC and assigned to a session.
  • (2) Being invited to speak in a session by that session's chair.
  • (3) Reaching out to a session chair to volunteer a relevant contribution.

2.2. Preparing the talk

• The default time for contributed talks is 7 minutes, with 3 minutes for questions.
  • Session chairs may allocate additional time to contributed talks.
  • Session chairs may invite shorter talks (e.g., flash talk) or panel speakers.
• Ensure your name and talk title are listed on the session's webpage.
  • If not, reach out to the session chair to make corrections. 
• Make and upload your slides.
  • There is no template for slides.
  • Use color palettes and fonts that are suitable for color-blind and dyslexic participants.
  • It is helpful if you upload your slides to the session's webpage in advance.

2.3. Giving your talk

• Slide share with Zoom:
  • Slides will be projected in the room via Zoom screen share from your own laptop.
  • This is true whether you are presenting in-person or virtually.
  • Ensure your Zoom is up-to-date and test your screen share in the room before the session.
  • As a back up, make sure the session chair has your slides by uploading them to the session's webpage.
• All talks are recorded:
  • All Zoom rooms are recording by default.
  • Recordings will be available in YouTube.
  • Contact the session chair in advance if you do not want your presentation to be recorded.

3. Poster presenters (in-person)

• Thank you for presenting a poster! It is much appreciated.

3.1. Preparing your poster

• Follow the poster dimension guidelines below.
• Posters must be printed before arriving at the venue.
• If shipping, ask your hotel about options to receive a package as a guest.

3.2. Volunteering to give a flash talk

• Student poster presenters are invited to give a 30-second poster flash talk in the Tuesday plenary.
• This is a highly popular plenary session and all student poster presenters are encouraged to do it!
• Contact Melissa Graham to sign up.

3.3. Presenting your poster

• Poster presenters will be assigned a two days for their poster (Mon+Tue or Wed+Thu).
  • Put your poster up in the morning of your first day in any open space; pins will be provided.
  • Put posters up right at the board edges, not in the middle (see diagram below).
  • Please remove your poster at the end of the second day.
• Designated poster-viewing times will be the afternoon breaks on Mon, Tue, Wed, and Thu.
  • Stand by your poster at these times if you'd like to engage in conversations.
  • It is also ok to not do that.

3.4. Poster dimensions

• Posters should be no wider than 36 inches (3 feet).
• Portrait dimensions of 36 inches wide by 44 inches tall are recommended.
• Poster boards are 8 feet long and there will be two posters per side.
• Posters on either end should be pinned as close to the edge of the board as possible.