Roles of Conference Officers
Technical Officers
The Technical Officers (TOs) are IAEA staff from the Division of Nuclear Security that assists the Chairpersons, moderators, panellists and rapporteurs in the conduct of each session.
Each technical session of the conference will have at least one Technical Officer assigned to it.
Tasks of the Technical Officer during the Conference include:
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Providing the Chairpersons with biographical data for each speaker or panellist so that they may be introduced prior to making their presentation or their opening remarks at the beginning of the panel discussion
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Liaison with conference clerks;
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Coordinate with the Co–Chairs or moderator for each session and the rapporteur to ensure that the session report is delivered to the Scientific Secretary or their designated representative shortly after the conclusion of each session and in any case by the end of each day of the Conference;
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Coordinating with the Scientific Secretary on any issues related to their respective session.
Session Chairs
Each technical session will have one or two Chairpersons. The Chairpersons are responsible for leading the session. It is up to the Chairpersons to ensure that all presenters are enabled to present their papers and participate in the panel discussion. The Chairpersons should discuss the division of responsibilities prior to the commencement of the session.
Tasks of the Chairpersons include:
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Arrive 10 minutes before the session begins. During this time ensure that all paper presenters are present and make introductions amongst the participants
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Request speakers to sit on the podium.
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Remind each presenter of the time limits that apply, and describe the method that will be used to alert them of time limits during the actual presentation.
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Once the session commences, the Chairpersons should introduce themselves to the audience and then announce the session/title, and offer a brief overview indicating the main theme of the session.
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Next, introduce the speakers with brief comments regarding the affiliation and/or background of each presenter. The Chairpersons may decide to take it in turns to introduce the speakers.
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Prior to each presentation, announce the paper’s title, author or authors’ names and affiliation or affiliations. Identify the presenter who will be speaking if it is someone other than the first author.
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During the presentations enforce time limits strictly so that each presenter can utilise the time available to them. Paper presentations each have 15-20 minutes depending on the number of presenters assigned to a particular session. If additional time is available, the Chairpersons can extend this time ensuring all speakers have equitable time.
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Once presentations are complete the remainder of the time may be scheduled for a panel discussion or an informal discussion with the audience and session participants. It is the role of the Chairpersons to manage the panel discussion or the question and answer discussion session. In relation to the question and answer session remind audience members to state the full name and the designating country or organization before they ask questions.
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Work with the TO and Rapporteur to ensure the session report accurately reflects the outcomes of the session.
Rapporteurs
The role of the Rapporteurs is to write a report, which summarises the outcome of the session and integrates observations and impressions. This summary should highlight the session and reflect the presentations or short introduction by panellists and then all of the subsequent panel discussion and/or question and answers sessions that occurred.
Tasks of the Rapporteur include:
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Developing a summary report of the session to include observations and the desired outcomes as reflected in the session;
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Review the report with the Chairpersons and TO to ensure all relevant material is reflected in the report;
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Submit the report to the Scientific Secretary for inclusion in the final conference report;
Technical Sessions conducted as Panel Discussions - Moderators
Each Technical Session that is being conducted solely as a panel discussion will have a panel moderator in the place of Chairpersons. The moderator is responsible for leading the panel discussion and ensuring the full exploration of the topic in the time available.
It is up to the moderator to ensure that all panellists are able to have equal time to present a short introduction of their perspective on the topic and then participate in the discussion.
Tasks of the panel moderator include:
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Arriving 10 minutes before the session begins. Identify the panellists and introduce yourself.
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Request panellists to sit on the podium.
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Remind each panellist of the time limits that apply to their short introduction of the topic
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At the commencement of the session the moderator will welcome everyone and introduce themselves then announce the session/title, and offer a brief overview of the panel topic.
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Next, introduce the panellists with brief comments regarding the affiliation and/or background of each presenter.
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During the panel discussion moderate the discussion to ensure equal time for all of the panellists and to ensure that discussion of the topic remains focused.
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During the panel discussion views may also be sought from the audience that is present to flesh out the discussion. This interaction will be managed by the moderator
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Work with the TO and Rapporteur to ensure the session report accurately reflects the outcomes of the session.
