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GSAW2009 Working Group Chair Guide
Select to download Working Group Chair Guide  .
Select to download Speaker Consent and Release Form .
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Working Groups will be held March 25, 2009
Dear Working Group Chair,
Thank you for considering chairing a working group at GSAW2009. This guide describes the responsibilities of the chair. It will help you in submitting a proposal, planning your session, and is intended to maximize the benefit of your session to GSAW2009 as a whole. Please review this information and contact gsaw@aero.org or 310-336-0454 if you have any questions.
Proposal Submission: Submit a proposal to gsaw@aero.org by Nov. 10, 2008 for a working group session related to any of the focus issues of the workshop. Make sure you understand the responsibilities listed below prior to submitting your proposal. Proposals should not exceed three pages in length and should contain the following information:
1. Title of the working group
2. Names and affiliations of the organizer(s)/chair(s)
3. Address, email and telephone number of the organizers
4. A description of the topic and format of the working group
5. If applicable, a list of potential panelists
The GSAW Program Committee will review your submission and notify you of your acceptance or nonacceptance on Dec. 15, 2008.
Format: You may follow any format you wish as long as it fits within the allotted half-day schedule. You may permit presentation of charts by attendees, a panel discussion, free-form discussion, or a combination. In the past, surveys given to attendees have shown that a discussion forum is preferred over a format full of presentations. A healthy exchange of opposing viewpoints is encouraged and provides the most productive results. In any case, working group chairs are asked to control the session and keep it moving.
In reviewing abstracts, the Program Committee may identify speakers they deem might make a contribution to your working group. These abstracts will be forwarded to you for your review. Accepting these into a working group is entirely at the discretion of the working group chair. If any such abstracts get forwarded to you, please notify us as soon as possible as to whether you accept or reject the presenter.
Schedule: As chair, you are asked to participate in the following activities:
• Wednesday, March 25
o 1:00pm Working group session start
o 3:00pm Break/Refreshments
o 3:15pm Working group resumes
o 5:00pm End of session
• Thursday, March 26
o 7:15am-8:15am Breakfast with panelists
o 11:00am Working Group outbrief (approximately 5 minutes)
During the session, you may call for a short break as desired but you must have the 15-minute break from 3:00-3:15. At this time, working group attendees will be permitted to change rooms and attend the second half of another working group if they wish. If there are a significant number of new attendees after the break, you are asked to provide a quick summary on the discussion that occurred in the first half of the session. The session then continues until the end of the day. More details on the other activities follow.
Panelist/Working Group Chair Breakfast: In appreciation of your contribution to GSAW2009 we will be hosting a breakfast on Thursday, March 26, at the hotel’s restaurant for the panelists and working group chairs. This is a great opportunity to speak with the panelists and you are encouraged to attend.
Plenary Outbrief: On Thursday morning, March 26, at approximately 11:00 AM, you will be given approximately 5 minutes to brief the results of your session to the GSAW assembly in the main plenary room. After your session concludes on Wednesday, you should create a PowerPoint 2003 or 2007 presentation and save it on a flash memory drive (which can be provided). Please give this to your program committee contact as soon as possible.
Contributor Point of Contact: You are the GSAW2009 point of contact for the speakers in your session. Please contact each of them by phone and/or email to introduce yourself.
Registration and Hotel: In appreciation of the special effort that you will be making in putting together your working group session, we are happy to provide one complimentary registration to GSAW2009. The registration and hotel info can be found at http://csse.usc.edu/gsaw. If you have not already registered, please do so. When registering on the Web site, for “Registration Type” please choose “Invitation - Restricted”. Enter “WG” in the special code box. This will ensure that you are not charged the registration fee. We will be publishing a list of registrants. You should also ensure that each presenter in your session registers for GSAW via the Web site and that they have made the necessary hotel reservations. Remind your presenters that they should mention “GSAW” if they are staying at the Torrance Marriott South Bay Hotel in Torrance so they can get the special rate.
Collect Presentations and Release Forms: Chairs are asked to collect any presentation charts from session participants and forward them to gsaw@aero.org by March 2, 2009. Chairs are also asked to ensure that presenters complete and sign the Speaker Consent and Release Form. This form allows us to include presentation slides, if any, and working group results on the post-workshop CD-ROM and to post them to the GSAW Web site. The signed form can be faxed to 310-563-2432 Attention: GSAW2009. Although we do expect to receive presentations and release forms after the deadline, it does cause logistical difficulties for the GSAW organizers and is discouraged. If you do receive any late presentations, please get them to a Program Committee member as quickly as possible.
Presenter Guidelines: You must ensure that each presenter in your session understands the general presentation guidelines as well as any specific requirements you require in your working group. A copy of the presentation guidelines is being provided to you. You may forward this to your session’s presenters along with any additional information such as:
• Description of the format of your working group
• Amount of time they will have to speak
• Describe the theme of the session (i.e., help them tailor their presentations to best fit your session)
• Any other information to help facilitate your session
Location: The actual room location to be used by your working group session will be assigned based on the number of attendees.
Resources: In each of the working group rooms we will provide:
• Two notebook computers with Windows XP, Office 2007, CD-ROM, and USB port. Each computer will have a full set of GSAW working group presentations. The second notebook computer can act as a backup and can be used for note taking during the session. Network connectivity is not being provided.
• Computer projector
• Easel and blank flipchart pad with markers
If you plan on bringing your own equipment (e.g., notebook, projector, or drive) for your presentation, please notify us in advance so that we can identify potential problems.
Deadlines: Please note the following deadlines for material submissions. Please send your material to gsaw@aero.org:
• ASAP – Submit working group description paragraph (4-5 sentences) for inclusion on website
• March 2 – Submit working group preview/poster charts and speaker presentations for inclusion on working group computers and CD-ROM. If you have updated the description paragraph previously submitted for the Web site, resubmit it to us by this date for inclusion on the program.
We appreciate your interest in GSAW2009. With your participation, we look forward to a very successful workshop!
GSAW2009 Program Committee
gsaw@aero.org
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