Student Scholar Showcase

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Welcome Session Chairs!

Thank you for supporting the Student Scholar Showcase. This page contains important information to help you prepare for your role, as well as details for upcoming optional training sessions on audio/video setups for oral presentations should you need this.

Volunteer Description:
Current WKU faculty and staff, retired WKU faculty and staff, WKU alumni, and community members are invited to volunteer as Session Chairs. Session Chairs are integral to the success of the WKU Student Scholar Showcase.

Session Chairs provide our students with a supportive, friendly learning atmosphere for growth at the conference. They may be moderating oral presentations on the 3rd floor or interacting with poster presenters on the 1st and 2nd floors of DSU. Their role involves facilitating meaningful discussions about the students’ scholarly work by introducing the presenters, assisting with technical requirements, moderating audience questions, ensuring sessions end on time, or engaging with each poster on their respective floor. The Showcase strives to celebrate the diverse research and creative activities of WKU students while preparing them for future professional presentations.

Your help is greatly appreciated, and we look forward to working together to make this event a success!

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Event Details:

• Date: Saturday, March 6th, 2027
• Registration/Check-in: 30 minutes prior to your assignment, Registration Desk on 1st Floor by the grand staircase
• Location: Downing Student Union
• Event Schedule: 
  • Registration / Check-in opens at 8:00 AM (continues until 1:00 PM)
  • Morning Session I: 9:00 AM – 10:00 AM
  • Morning Session II: 10:15 AM – 11:15 AM
  • Lunch Break (with Big Red & Photo Booth): 11:15 AM – 12:15 PM
  • Afternoon Session: 12:30 PM – 1:30 PM

  The event concludes at 1:30 PM.

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Session Chair Training (Optional): Audio/Video Setup

To help you prepare, we will offer two identical training sessions (times TBD) during the week prior to the event date.These training sessions will familiarize you with the audio and video setup in the rooms where oral presentations will take place. 

• Training Session 1 (Date TBD):
  Time: 10:00 AM
  Location: DSU - meet in lobby of first floor on the campus/Minton entrance side

• Training Session 2 (Date TBD):
  Time: 2:00 PM
  Location: DSU - meet in lobby of first floor on the campus/Minton entrance side

Both training sessions cover the same material, and you are welcome to attend whichever session fits your schedule. Please note that attendance is optional, but we strongly encourage you to attend if this is your first time serving as a Session Chair to ensure you're comfortable should you be assigned as a Facilitator in a room that requires technology. If you are not comfortable in this role, you may be assigned to the Poster Sessions on the First and Second Floors as a Moderator to facilitate conversation with the students about their projects. Those who volunteered for the entire day will be utilized first in the A/V rooms.

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Key Responsibilities for Session Chairs of Oral Presentations:

• Before the Session:

  • Arrive 30 minutes before your assignment to register and help with setup in time to introduce the session to the audience 
    • If you attend a Training Session, you will be pre-registered and may go directly to your assigned room
  • Review the schedule within the Program, and familiarize yourself with the presenters and their topics

• During the Session:

  • Welcome each speaker, ensuring they can download their presentation
  • Keep track of time, ensuring each speaker stays within their allotted time
  • Provide guidance or troubleshooting for audio/video issues

• After the Session:

  • Thank the speakers and attendees
  • Prepare for transition to next Session

• Oral Presentation Session Chair Responsibilities Document Linked

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Questions?

If you have any questions or concerns about the sessions or your responsibilities, please don’t hesitate to reach out.

Contact:Showcase