2020 Instructions for Conference Participants

Welcome, AIB US Southeast Conference Participants!

Below are instructions and suggestions for:

  • Panel Chairs & Panelists
  • Competitive Sessions
    • Chairs
    • Presenters
  • Interactive Sessions
    • Chairs
    • Presenters

Please take the time to review these instructions as they will ensure a productive and interactive conference for all participants.

The specific mission of the AIB US–Southeast annual meeting is to provide a ‘developmental’ opportunity for our participants as they work to improve the quality of their research, with the ultimate goal of publication. Feedback is provided to our participants in multiple ways, including the review process, the opportunity to present their work in a collegial setting, obtaining and providing constructive feedback, advancing their research toward submission for publication, and interacting with world-class scholars, speakers, panelists, and keynoters. The conference provides developmental opportunities for students, junior and senior scholars alike, and integrates international business research, teaching, and practice.

We sincerely hope you will enjoy the packed and exciting conference program, and we look forward to welcoming you to this year’s conference and seeing you again in person at our annual conferences in the years to come!

 

AIB USSoutheast
Panel Sessions

PANEL CHAIRS AND PANELISTS

Thank you very much for contributing to a high-quality panel proposal for the upcoming AIB US–Southeast 2020 Annual Meeting. Here, you will find guidance on organizing the panel session based on the collective experience of former program committees. Many of you are already very experienced; for others this will be new. In either case, we hope you find these suggestions helpful.

  1. COMMUNICATE WITH YOUR FELLOW PANEL MEMBERS

The Chair of the panel session usually is the person responsible for making sure the panel runs on time and according to plan. The Chair normally will e-mail EVERYONE in your session. If you intend to make a formal presentation, share with them an electronic copy of your presentation. Everyone on the panel, not just the chair, should have a copy of all the presentations ahead of time. If you do not intend to make formal remarks, please let the other panelists know. In this way, everyone will have a complete set of any formal presentations before the meetings start. Reading these materials ahead of time is critical for having a well-coordinated and integrated discussion at the panel.

  1. MANAGE YOUR PRESENTATION TIME

Panels are expected to be interactive and integrated. Please make sure that each panelist fills a clear role to meet this goal. Make sure to leave plenty of room for audience interaction.

  1. MAKE A QUALITY PRESENTATION

Please make sure to come prepared to present your paper live in Zoom. To determine how many individual PowerPoint slides you can reasonably present within your time slot, as a general rule, divide the number of minutes you have by two (that is, if you have 15 minutes, prepare no more than 7 or 8 slides). Your slides should be printed in a minimum of 18-20 point font, (preferably in ARIAL as it is easier to read from a distance) in order for your text to be seen from the audience.

  1. SESSION FORMAT AND PURPOSE

As a reminder, in our guidelines for panel proposals, we stressed the objective of having panels with a coherent and well-integrated discussion around a common theme. Thus, we encourage panels that devote most or all of the time to a managed exchange among the panelists, each answering or discussing questions in common (probably using at least some prepared questions, with a moderator to keep the discussion on track). We are not interested in panel participants simply presenting their own research in isolation from their fellow panelists.

Panels are not intended to be replicas of competitive paper sessions, in which you present your own work with only a limited regard for the perspectives of the other session contributors. Panels can be run in various formats: roundtables with no formal papers, traditional presentations of competitive or work-in-progress papers tightly integrated around a specific topic, innovative presentations utilizing software or film, and professional development workshops. Whatever format your group has chosen, please keep in mind that the objective is to generate a cohesive discussion among panel members, as well as between you and the audience.

  1. OTHER SUGGESTIONS WITH RESPECT TO YOUR PRESENTATION

It is strongly recommended that session participants join the Zoom meeting 10 minutes BEFORE the session starts so that everyone can be introduced and can practice sharing their screen and PowerPoint slides. This saves time during the session itself. Your prompt appearance will relieve the chair of the anxiety of worrying whether you will attend or not. It also means the session can start on time. It is advisable to give your session chair contact details where you can be reached should an emergency occur; if an prevents you from attending the session, please let your session chair know as soon as possible. Please also inform the AIB Registration Desk at the conference so the information can be passed along to us.

 

AIB USSoutheast
Competitive Paper Sessions

COMPETITIVE SESSION CHAIRS

Thank you very much for agreeing to serve as a competitive session chair at the upcoming 2020 AIB US–Southeast meeting. We are grateful that you are joining our community of volunteers, who are absolutely critical for the conference’s success. This message offers suggestions on how to chair your session, drawing upon past collective experiences. Session chairs have become particularly important in recent years, as we have consolidated the roles of chairs and discussants under the responsibilities of the session chair. While you are not expected to act as a pure discussant, we appreciate it if you could help to initiate a discussion during the session and provide some integrative comments and/or manuscript-specific comments at the end of the presentations. This can be done effectively by directing the conversation to common themes that cut across the individual presentations. Below are some key recommendations:

  1. GET ACQUAINTED AHEAD OF TIME WITH THE PEOPLE IN YOUR SESSION

As session chair, you are expected to contact everyone in your session well in advance—one week before the conference is ideal. You can find the participants in your session, and their e-mails, in the conference program on the website. We also suggest you download the information for your session (you can COPY and PASTE the text into MS WORD) for later reference. Please check the time of your session and make sure you have it entered in your agenda and online calendar.

  1. CIRCULATE THE PAPERS IN YOUR SESSION AHEAD OF TIME

Prior to the conference, the conference organizers will e-mail all papers to you. Please circulate the papers to all authors to encourage everyone in your session to read them before the conference. This way, each participant can attempt, in their presentation, to link their papers to the other presentations for a more cohesive and stimulating session. Feel free to e-mail the authors any additional or specific instructions, as the sessions do differ in length, numbers of participants, purpose, and content.

Here is a template of an excellent introductory message, courtesy of Kevin Lowe, University of North Carolina, Greensboro:

Dear <insert name>:

You are listed as first authors in our <insert session name> session scheduled for <insert date and time> in <insert Zoom link>. 

Also attached are the submissions for this session. The conference organizers suggested I share these papers with you. Please be sure to read each paper in our session so that you can make cross-paper references within your own presentations.

We have four papers and 75 minutes. Therefore, I ask you to plan on a presentation of approximately 12 minutes. Each paper can then be followed by an audience question or two that will absorb about 3 minutes per paper.

So, the session time allocation would break down like this:

  • 2 minutes to introduce the papers and the session theme
  • 60 minutes for paper presentations and follow-on questions
  • 3 one-minute transitions between papers
  • 10 minutes for general audience discussion following the four papers.
  • 75 minutes total

From this allocation, you can see that it is important to finish your paper presentation around the 12-minute mark.

Please confirm for me that you will be presenting the paper and if not which one of your co-authors will do so.

I look forward to seeing you all online soon. Please feel free to contact me at this e-mail, or via text at ***.***.**** for emergencies.

  1. ORDER OF PRESENTERS

Unless there is a problem, please keep to the order of papers as outlined in the official Final Program. Although we would prefer that people don’t “hop” from one session to another, to listen to a particular paper based on the order shown in the program, in reality, this will happen. However, we ask that each presenter remains in the session in which they’re scheduled throughout that session as a courtesy to the other speakers, and again to ensure a more coherent session.

  1. MANAGE THE SESSION TIME

Most sessions are one hour and fifteen minutes (75 minutes) long. Most competitive sessions have 4 papers. We recommend allowing 12 minutes for presentation and 3-4 minutes for Q&A following each presentation. That should still allow for 5-10 minutes of general discussion following all presentations. Since there are no separate discussants, it is important that you give the audience sufficient time to comment.

Timing will be tight. Therefore, please do enforce the time limits we have proposed. That is, do not let a speaker run on and take time away from the speakers that follow, or from the feedback that they themselves will receive. Please do not put your speakers in the untenable situation in which the time for the session is up and others need the room, but your session hasn’t ended yet (you will be asked to leave the Zoom room at that point!)—watch the clock to see that everyone gets their fair share of the time, and the session can be concluded in good order. Carry a small clock or watch with you and two or three single sheets of paper. You can flag when speakers have 5 minutes left, when they have 2 minutes left, and when their time is up. Tell the speakers ahead of time to watch for these sheets, and that we absolutely expect them to stop when the STOP sign is held up. When in doubt about the time, tend to err in favor of Q&A from the audience.

If you notice a presenter becoming highly defensive in response to comments they receive, please try to intervene and move the discussion to another direction. These defensive stances add little to the discussion, and they merely reduce the time available for further feedback to the authors, which is the whole purpose of these sessions. If they wish to continue the discussion, invite them to do so informally later after the close of the session, and during one of the breaks.

  1. HOW TO START A SESSION

As chair, it is up to you to start the session. The first thing is to start on time. This is often hard to do, especially first thing in the morning when people can straggle in, but it is important to start on time, even if others join the session late. The second thing is to simply introduce the topic and the speakers. Your whole introduction should take no more than 2 minutes. From the very beginning, try to use an informal, first-name tone.

 

COMPETITIVE SESSION PRESENTERS

This page will provide some guidance regarding how the competitive sessions are organized. While many of you are already very experienced at presenting conference papers, for others, it is new. In either case, we hope that you will find these suggestions helpful.

  1. READ THE OTHER PAPERS IN YOUR SESSION

Please check the details of your session on the AIB US Southeast website as they become available. Prior to the conference, your session chair will e-mail all papers in the session to you. To create the best session possible, please read all the papers ahead of time. This way, each presenter can attempt in their presentation to link their papers to the other presentations for a more cohesive and stimulating session. We also ask that you remain in the session in which you are presenting for the entire session, as a courtesy to the other speakers, and again to ensure a more coherent session.

  1. MANAGE YOUR PRESENTATION TIME

All sessions are one hour and fifteen minutes (75 minutes) long. A good session will break down about like this:

  • 2 minutes to introduce the papers and the session theme
  • 4 12-minute presentations = 48 minutes
  • 4 3-minute Q&A following each presentation = 12 minutes
  • 4 one-minute transitions between papers
  • 10 minutes for general audience discussion following the four papers.
  • 75 minutes total.

Thus, from this allocation, it is important that each presenter closes at about the 12-minute mark. Many session chairs will offer integrative comments at the end of all presentations, and it is important that you give the audience sufficient time to comment as well.

We ask that you keep to these time limits as closely as possible. It is highly unfair if one speaker uses more than their allotted time and reduces everyone else’s. The session chair will also be asked to control the time for all the presenters and ask you to stop if you run over the limit. We suggest that you bring a watch, a stopwatch, or small clock and use it to monitor your use of time.

  1. MAKE A QUALITY PRESENTATION
  1. You should be prepared to share your presentation on Zoom.
  2. Your slides should be printed in a minimum of 18-20 point font, (preferably in ARIAL as it is easier to read from a distance) in order for your text to be seen from the audience.
  1. OTHER SUGGESTIONS WITH RESPECT TO YOUR PRESENTATION

It is strongly recommended that session participants join the Zoom meeting 10 minutes BEFORE the session starts so that everyone can be introduced and can practice sharing their screen and PowerPoint slides. This saves time during the session itself. Your prompt appearance will relieve the chair of the anxiety of worrying whether you will attend or not. It also means the session can start on time. It is advisable to give your session chair contact details where you can be reached should an emergency occur; if an prevents you from attending the session, please let your session chair know as soon as possible. Please also inform the AIB Registration Desk [WHAT ARE THE INSTRUCTIONS FOR THE ONLINE REGISTRATION DESK?] at the conference so the information can be passed along to us.

We hope you find the above suggestions useful.

 

2020 AIB USSoutheast
Interactive Sessions

INTERACTIVE SESSION CHAIRS

Thank you very much for agreeing to serve as an interactive session chair at the upcoming 2020 AIB US–Southeast Conference. We are grateful that you are joining our community of volunteers, who are absolutely critical for the conference’s success. This message offers suggestions on how to chair your session, drawing upon past collective experience. Session chairs are particularly important for the interactive sessions, where papers are presented and discussed in a roundtable format.

You should plan and run the session in a way that ensures a meaningful conversation across the individual presenters. We suggest you start the session with a brief introduction of the papers included. Most interactive sessions have eight papers, so the time allotted to each individual paper should be around 5 minutes. If your session has fewer papers, you may allow more time. Presenters should briefly talk about the key ideas and main contributions of their paper. No formal PowerPoint or overhead presentation will be allowed.

The objective is to have genuinely interactive discussions among all participants. This is your responsibility, and it is up to you to decide how to achieve this objective. Ideally, the brief author presentations should be structured as a conversation (i.e., short talks and highly interactive), not as a sequence of monologues. This is not an easy task, and we are particularly grateful to all of you who have agreed to be interactive session chairs. Below are some key recommendations:

  1. GET ACQUAINTED AHEAD OF TIME WITH THE PEOPLE IN YOUR SESSION

As session chair, you are expected to contact everyone in your session well in advance—one week before the conference is ideal. You can find the participants in your session, and their e-mails, in the conference program once it is posted on the website. You can find all author e-mails in the Conference Proceedings at the end of the program. All the papers in the session will be sent to you in advance, and we recommend that you circulate the papers will all authors in your session.

  1. CIRCULATE THE PAPERS IN YOUR SESSION AHEAD OF TIME

Please encourage everyone in your session to read all papers before the conference. This way, each participant can attempt, in their presentation, to link their papers to the other presentations and join the discussion in an informed way for a more cohesive and stimulating session. We will send out separate guidelines to the authors for all the sessions, but feel free to e-mail them any additional or specific instructions, as the sessions do differ in length, number of participants, purpose, and content. *Please remind your participants that no formal presentations/materials are allowed.*

  1. ORDER OF PRESENTERS

Unless there is a problem, please keep to the order of papers as outlined in the official Final Program. Although we would prefer that people don’t “hop” from one session to another to listen to a particular paper based on the order shown in the program, in reality, this will happen. However, we ask that each presenter remains in the session in which they’re scheduled throughout that session, as a courtesy to the other speakers, and again to ensure a more coherent session.

  1. MANAGE THE SESSION TIME

All sessions are one hour and fifteen minutes (75 minutes) long. As mentioned already, for interactive sessions, we propose that you allow presenters only 5 minutes to briefly outline the key contribution of their paper. Also, it is important in these interactive sessions that the discussion of each paper is held immediately after each presentation, or at the very least, after a few highly related presentations. That way, we can ensure that we are fair to each author in terms of the time devoted to their paper. The total amount of time for each paper in aggregate (presentation and comments) should be no more than about 9 minutes where there are 8 papers. It would be 10-11 minutes with 7 papers (75 minutes / 7 presentations), and so on.

Since time will be so tight, you should strictly enforce the 5-minute limit on presentations, as well as discourage presenters from responding during the session itself to comments they receive. Such comments are typically highly defensive, they add little to the discussion, and they merely reduce the time available for further feedback to the author, which is the whole purpose of these sessions. If they wish to continue the discussion, they can do so informally later after the close of the session, and during the breaks.

Therefore, please do enforce the time limits we have proposed. Do not let a speaker run on and take time away from the speakers that follow, or from the feedback that they themselves will receive. Do not put your speakers in the untenable situation in which the time for the session is up and others need the Zoom room, but your session hasn’t ended yet (you will be asked to leave the Zoom room at that point!); watch the clock to see that everyone gets their fair share of the time, and the session can be adjourned on time. Carry a small clock or watch with you and two or three single sheets of paper. You can let the authors know when they have 2 minutes left, and when their time is up by writing warnings on the sheets of paper and showing them to the author. Tell the speakers ahead of time to watch for these sheets, and that we absolutely expect them to stop when the STOP sign is held up. When in doubt about the time, tend to err in favor of Q&A from the audience.

  1. HOW TO START A SESSION

As chair, it is up to you to start the session. The first thing is to start on time. This is often hard to do, especially first thing in the morning when people can straggle in, but it is important to start on time, even if others join the session late. The second thing is to simply introduce the topic and the speakers. Your whole introduction should take no more than 2 minutes. From the beginning, try to use an informal, first-name tone.

  1. AUDIO-VISUAL EQUIPMENT

In interactive sessions, there is usually no audio video equipment. The authors are not expected to make a formal presentation; however given this conference is virtual, it may be helpful to have a few slides prepared to help you with your brief presentation.

  1. OTHER SUGGESTIONS

Meet the participants of your session 10 minutes BEFORE the session starts so that everyone can be introduced, you can practice sharing your screen on Zoom, and you have a chance to tell them how you wish to conduct the session. Please try to do this before the session starts, to avoid having to do this in the time of the session itself. It is advisable to give your session chair contact details where you can be reached should an emergency occur; if an prevents you from attending the session, please let your session chair know as soon as possible. Please also inform the AIB Registration Desk [WHAT ARE THE INSTRUCTIONS FOR THE ONLINE REGISTRATION DESK?] at the conference so the information can be passed along to us.

 

INTERACTIVE SESSION PRESENTERS

This page will provide some guidance regarding how the interactive sessions are organized. While many of you are already very experienced at presenting conference papers, for others this will new. In either case, since the interactive sessions have been only recently introduced to the Academy meetings, these suggestions should be helpful.

Interactive Paper Sessions are held in a roundtable format and are intended to be genuinely interactive in nature (among all participants). To achieve this objective, presenters will not be asked (or allowed) to make a formal presentation with PowerPoint or overhead slides. Instead, each presenter will have 5-7 minutes (depending on the number of papers in the session) to briefly outline the main ideas and key contributions of their paper. This will be followed by a conversation and discussion among all presenters, the session chair, and other attendees. Please consider the following suggestions.

  1. READ THE PAPERS IN YOUR SESSION

Please check the details of your session on the AIB-SE website as they become available. The session chair will circulate all papers to you prior to the session. Please read the papers ahead of time. This way, each presenter can attempt in their presentation to link their papers to the other presentations for a more cohesive and stimulating session. We also ask that you remain in the session in which you are presenting for the entire session, as a courtesy to the other speakers, and again to ensure a more coherent session.

  1. MANAGE YOUR PRESENTATION TIME

All sessions are one hour and fifteen minutes (75 minutes) long, and many interactive sessions have 5-7 presenters. Unfortunately, given these very tight constraints, we can only afford to allow presenters 5-7 minutes in which to briefly outline the main ideas and key contribution of their papers. To maintain the interactive nature of the session, and to ensure enough time for feedback to all authors, the time limit will be strictly enforced. It is highly unfair to the other speakers if one speaker takes up more than their allotted time and thus reduces everyone else’s. The earlier speakers in a session carry the greatest responsibility in this regard because they control the time for all the other presenters. Bring a stopwatch or small clock and use it. We have asked session chairs to try to hold the discussion of each paper immediately after each presentation.

You should focus on the main research questions and findings of the paper and not include a discussion of sample, methods, etc. The presentations in the session should be structured as a conversation (i.e., short talks and highly interactive), not as a sequence of monologues. Interactive sessions should stimulate discussion among participants on common themes that cut across the individual presentations. So, read all papers in your session in advance and be prepared for an engaging conversation with colleagues who are struggling with the same research issues as you. Given the time constraints, we strongly suggest that you resist from engaging in prolonged discussion during the session itself with regard to the remarks on your work as it reduces the time available for further feedback to you. Instead, you could continue the discussion informally later after the close of the session, and during the breaks. Make a point to try to meet up later with anyone whose further observations on your work may be helpful to you! [AGAIN, HOW CAN WE FACILITATE THIS?]

  1. OTHER SUGGESTIONS WITH RESPECT TO YOUR PRESENTATION

It is strongly recommended that session participants join the Zoom meeting 10 minutes BEFORE the session starts so that everyone can be introduced and can practice sharing their screen and PowerPoint slides. This saves time during the session itself. Your prompt appearance will relieve the chair of the anxiety of worrying whether you will attend or not. It also means the session can start on time. It is advisable to give your session chair contact details where you can be reached should an emergency occur; if an prevents you from attending the session, please let your session chair know as soon as possible. Please also inform the AIB Registration Desk [WHAT ARE THE INSTRUCTIONS FOR THE ONLINE REGISTRATION DESK?] at the conference so the information can be passed along to us.

We hope you find the above suggestions useful and we look forward to seeing you at the conference!

 

APPENDIX

The Role of the Presenter * Abstracted with permission from “Making AOM Sessions Exciting!” by Jing Zhou (Rice University) and Russ Coff (Emory). The report was based on an AOM workshop, August 8, 1999, Chicago, IL, where the panel members were the two co-authors of the report, Sally Blount-Lyon (Chicago), Michael H. Lubatkin (Connecticut), Karl Weick (Michigan) and Edward J. Zajac (Northwestern).

PRESENTER: The presenter’s job is to “sell the paper” and convince the audience that it is worth reading. This requires emphasis of the contribution rather than a summary of all sections of the paper. The following are some ideas for how authors can get the audience engaged and excited about the paper. Most practices in the “DON’T” column are standard procedure and the suggestions may seem radical. However, the object should be a presentation that covers less but makes a compelling argument that the paper should be read.

PURPOSE OF PRESENTATION:

DO NOT: Present summaries of all sections of the paper.

DO: Present enough to tell the audience that the paper is worth a read – tell a good story. Focus on the contribution. Minimize discussion of sections that don’t stress what is new and different.

PRESENTATION FORMAT AND TIMING:

DO NOT: Save the punch line as a sort of surprise ending. Plan for 10 minutes in case there is extra time. Use small fonts or too many overheads.

DO: Consider starting with the conclusion and then explain why you reached it (e.g. methods/results). Provide a 1-page handout describing your contribution and key points. Plan for 10 minutes – it is easier to elaborate than to cut things out. Use fonts larger than 28 pt.

AUDIENCE INTERACTION:

DO NOT: Give a monologue describing your research.

DO: Create expectations that you expect active audience participation. Survey/work the audience before the session starts. Look people in the eye and talk to them (not at them). Identify issues or problems on which you would most appreciate audience input.

INTRODUCTION:

DO NOT: Focus on why you decided to do the study.

DO: Do focus on what is interesting and new about what you have learned. Do try to start off with a real-world analogy/story.

THEORY:

DO NOT: Present a broad literature review (cites, etc.). Explain every arrow in a complex figure.

DO: State the problem, why it is interesting, and what you will add. Explain what is new in this model over past contributions.

METHODS:

DO NOT: Describe the sample measures, and validation of instruments.

DO: Provide a summary of why the measures are linked to the theoretical construct. Establish face validity and assure that more rigorous methods were applied.

RESULTS AND CONCLUSIONS:

DO NOT: Present any tables with numbers.

DO: Present what was significant (+ and – signs). Explain what the data tell you – not tests. Say broadly what we have learned and what needs to be done now. Urge the audience to read the paper for details.