Global Conference Program Committee Resource Center

Program Committee Chairperson Role and Responsibilities
 

Program Committee Chairperson Role

The role of the Program Committee Chairperson is to lead the Program Committee through the development of the technical program for the conference, as well as promote and attend the event.
 

Chairperson Responsibilities

• Review, with SPE technical Program Lead, the past program committee and determine individuals to remove from/roll off committee and individuals to add to committee

• Oversee the establishment of the committee, the committee goals, the key submission categories for the Call for Paper Proposals (CFPP), and the development of the technical program. 

• Lead the Program Committee meetings (Kick-Off Meeting, Selection Meeting, Status Meetings and Pre & Post meetings onsite, as applicable.) 

• Review and approve committee meeting agendas and notes 

• Along with committee, direct the paper solicitation effort to include: 
  • Recommending the SPE technical interests for the development of target marketing 
  • Soliciting paper proposal submissions 
  • Providing direct contacts to operating companies, government agencies, service & supply firms, and universities 
  • Utilizing social media channels 

• Monitoring paper proposal submissions during the submission period 

• Review, rate, and select papers for the conference technical program 

• Ensure committee members are on track with reviewing and rating proposals 

• Lead the committee in the development of any plenary/panel sessions to include: 
  • Session Title 
  • Session Description 
  • Selection of speakers, panelists, etc. 

• Utilize the Paper Proposal Management System (PPMS) to build the technical sessions and any General/Plenary sessions [based on input from the committee] 

• Reach out to program committee members/session chairs as necessary with reminders and to assist in development of a strong technical program 

• Serve as and select appropriate persons to serve as session chairpersons onsite at the conference. 

• Maintain regular contact with SPE Technical Program Lead
   

Time Commitment 

Meetings: Two (2) – six (6) times throughout the year. This may be by teleconference, virtual meetings, or even face-to-face meetings. Attendance at the event is expected. 

The committee has the option to utilize sub-committees to facilitate the above tasks and help divide the workload and time commitment for each member of the program committee. 

Attendance at the event is expected.
 

Term 

The Program Committee Chairperson serves a one-year term and is succeeded by the Program Vice-Chairperson.
 

Confidentiality Statement

As Program Committee Chairperson, please understand that your volunteer work will involve access to information that is considered confidential. Any information obtained during the proposal review, rating and selection period will be treated with the strictest confidentiality.

It is your responsibility to respect the confidentiality of all authors and their information, to follow SPE procedures and to act in a professional manner at all times in order to maintain high professional standards of the committee and integrity of the Society of Petroleum Engineers. 

SPE Program Committee Vice-Chairperson Role and Responsibilities

Program Committee Vice-Chairperson Role

The role of a Program Committee Vice-Chairperson is to assist the Chairperson in leading the Program Committee through the development of the technical program for the conference, as well as promote and attend the event. It is important to observe and assist with the processes involved in leading the program committee and developing a technical program as the Vice Chairperson will become the Chairperson for the next program.
 

Vice-Chairperson Responsibilities 

• Assist Chairperson in overseeing the committee goals, the key submission categories for the Call for Paper Proposals (CFPP), and the development of the technical program.

• Assist the Chairperson in leading the Program Committee meetings (Kick-Off Meeting, Selection Meeting, Status Meetings and Pre & Post meetings onsite, if applicable.)

• Along with committee, direct the paper solicitation effort to include: 
  • Soliciting submissions 
  • Providing direct contacts to operating companies, government agencies, service & supply firms, & universities 
  • Utilizing social media channels

• Monitoring proposal submissions during the submission period

• Review, rate, and select papers for the conference technical program

• Work with the committee in the development of any general sessions and/or, plenaries to include: 
  • Session Title 
  • Session Description
  • Selection of speakers, panelists, etc.

• Reach out to program committee members/session chairs as necessary with reminders and to assist in development of a strong technical program

• Utilize the Paper Proposal Management System (PPMS) to build the technical sessions and any General/Plenary sessions [based on input from the committee]

• Serve as and select appropriate persons to serve as session chairpersons during the conference.

• Act as Chairperson in the absence of the Program Committee Chairperson
   

Time Commitment 

Meetings: Two (2) – six (6) times throughout the year. This may be by teleconference, virtual meetings, or even face-to-face meetings. Attendance at the event is expected. 

The committee has the option to utilize sub-committees to facilitate the above tasks and help divide the workload and time commitment for each member of the program committee.
 

Term 

The Program Committee Vice-Chairperson serves a two-year term, first year as the Program Vice-Chairperson and the following year as Program Chairperson. 

Attendance at the event is expected. 

The Vice Chair should have previously served as a Program Committee Member. 
 

Confidentiality Statement 

As Program Committee Vice-Chairperson, please understand that your volunteer work will involve access to information that is considered confidential. Any information obtained during the proposal review, rating and selection period will be treated with the strictest confidentiality. 

It is your responsibility to respect the confidentiality of all authors and their information, to follow SPE procedures and to act in a professional manner at all times in order to maintain high professional standards of the committee and integrity of the Society of Petroleum Engineers. 

SPE Program Committee Member Role and Responsibilities

Program Committee Member Role

The role of a Program Committee member is to assist in the development of the technical program for the conference, as well as promote and attend the event.
 

Committee Responsibilities 

• Support the program goals and the key submission categories for the Call for Paper Proposals (CFPP) 

• Direct the paper solicitation effort to include: 
  • Soliciting submissions 
  • Providing direct contacts to operating companies, government agencies, service & supply firms, & universities 
  • Utilizing social media channels 

• Monitor proposals during the submission period 

• Review, rate, and select papers for the conference technical program 

• Assist the Chairperson and Vice Chairperson in building the technical sessions

• Assist in the development of any plenary sessions to include: 
  • Session Title 
  • Session Description 
  • Selection of speakers, panelists, etc. 

• Serve as session chairpersons onsite at the conference
   

Time Commitment 

Meetings: Two (2) – six (6) times throughout the year. This may be by teleconference, virtual meetings, or even face-to-face meetings. Attendance at the event is expected. 

The committee has the option to utilize sub-committees to facilitate the above tasks and help divide the workload and time commitment for each member of the program committee. 

Attendance at the event is expected.
 

Term 

In order to maintain history and allow for new volunteers the opportunity to participate term limits are placed on committee service. Term limit is 3 years.
 

Confidentiality Statement

As a member of the Program Committee, please understand that your volunteer work will involve access to information that is considered confidential. Any information obtained during the proposal review, rating and selection period will be treated with the strictest condidentiality.

It is your responsibility to respect the confidentiality of all authors and their information, to follow SPE procedures and to act in a professional manner at all times in order to maintain high professional standards of the committee and integrity of the Society of Petroleum Engineers. 

Session Chairperson Role and Responsibilities

Session Chairperson Role

The role of the session chairperson is to support the SPE Conference Programs Lead with communications to the authors/speakers regarding manuscript deadlines, presentation materials, maintaining the no-commercialism policy of all materials, and withdrawals or other changes to the program. The session chairs will also manage the session onsite. There should be two (2) session chairpersons per session. 

In order to assist with this communication, session details, as well as contact information for the authors will be provided to you by your Conference Programs Lead. You will be responsible for maintaining contact with your authors/speakers throughout the process to onsite at the conference.
 

Responsibilities PRIOR to the Conference 

• Division of Responsibility: Session Chairpersons are urged to work together and maintain contact with one another to divide the duties in any way they prefer. Chairpersons may split the session manuscripts/authors amongst themselves and alternate in making the introductions on site. 

• Author Contact: Maintain contact with the authors throughout the manuscript preparation period to ensure that the submission of a quality manuscript and that all deadlines are met. Encourage a high standard in slides and graphics and monitor for commercial references (company logos are allowed only on the first and last slides). Communicate any issues or concerns to the Program Committee Chairperson and the SPE Technical Program Lead. 

• Manuscript Status Changes: Advise the authors to contact the Technical Program Lead directly (in writing) to request a manuscript deadline extension and/or withdrawal of a manuscript from the program. 

• Manuscript Technical Content: Authors are required to submit a DRAFT copy of their manuscript to you (approximately 2 weeks) BEFORE submitting the final version to SPE via the PPMS. Confirm that the technical content of the final manuscript corresponds with the information supplied in the accepted proposal.  At that time, if the manuscript substantially differs from the proposal or requires other revisions for commercial references, the manuscript can be revised or withdrawn from the program. 

• Presentations: Confirm that the Author’s presentation has been submitted and review presentations for commercialism. Author should use the event template for at least the first and last slides, if not throughout. Company/Organization-branded templates should not be used.

• Development of Leading Questions: Review the manuscripts in order to prepare leading questions for the Live Q&A discussion period. It is extremely important that the session chairpersons be prepared to direct questions to authors if questions are not spontaneously generated. It is advisable to solicit questions directly from the author. The Live Q&A is often the most productive and beneficial part of the session. 
   

Responsibilities ONSITE at the Conference

• Report to the Speaker Check–In Room: Meet with Technical Program Lead and review and monitor the author sign-in sheet for your session(s). Be prepared to contact any speaker who has not checked in at least one hour prior to session. 

• Report to the Session Room: Meet with authors/speakers in the assigned session room 30 minutes before the session begins. This allows the chairpersons and speakers to become acquainted and verify arrangements for each presentation, ensure the session room has been properly set, and go over any last-minute details. 
  • Audio-Visual Equipment: Equipment will be preset in each room. An audio/visual technician will be present in each technical session room and can provide assistance before the start of the session. 

• Starting a Technical Session: Sessions should begin precisely at the published start time regardless of minor considerations or small crowds that may be present. Starting times of each manuscript presentation are published online, in the on-site conference program, and in an App (if being used). There are specific announcements (provided by Technical Program Lead) to be made prior to introducing the first author/speaker: 
  • A review of safety information. 
  • No audio/video recording or photography allowed in session rooms 
  • Silence mobile devices 
  • Visit the Knowledge Sharing ePosters during the coffee breaks

• Introduction of Authors: Introductions should be limited to allow the authors maximum time to present and take questions (no biographies). Introduce each author/speaker with the following: 
  • Speaker’s name 
  • Title/Position 
  • Company affiliation

• Timing of Manuscript Presentations: Authors have been allowed a set number of minutes for the presentation of their manuscript (this includes manuscript presentation and a Q&A discussion period). Timers are provided and can be found on with the announcements or on the head table. Before the session, advise the authors that their presentation will be timed and that they will receive a warning before their allotted time has elapsed and another signal when their time ends. This may not be applicable in special or panel sessions. An AV Technician will be present 30 minutes before the session and can provide instructions on the use of the electronic timer.  
  • NOTE: If an author does not use their entire time allotment, or if a manuscript presentation is canceled, take a short break and begin the next manuscript at the published time. DO NOT DEVIATE FROM THE PRINTED SCHEDULE. This must be done to maintain a workable schedule and allow adequate time for each manuscript in the session. 

• The Discussion Period: It is the Session Chairperson’s responsibility to ensure a meaningful discussion of the manuscripts by being familiar with the topics being presented and by developing leading questions and comments to stimulate discussion. After each presentation is completed, the Session Chairperson should call for discussion. To generate discussion that is slow to start, the Session Chairperson should utilize previously prepared questions. 

• Session Wrap-Up: Complete the session evaluation form provided by the Technical Program Lead and return it to the Speaker Check-In room (if applicable)