Note: For purposes of this Help Guide, the most common titles for each role have been used. Other titles may fulfill the same or a similar function and are noted below. Also, responsibilities may vary with a particular role depending on the specific conference organization and/or procedures.
Technical Program Chair
As a Technical Program Chair, your primary responsibilities may include the following:
Assume overall responsibility for the technical program of the conference.
Coordinate with professional events staff to plan number of rooms needed for technical sessions, meetings, and tutorials; determine number of accommodation rooms to be guaranteed; and ensure adequacy of session rooms.
Coordinate with professional events staff and other conference organizers to follow up on deadlines for paper submissions, review, and conference program assembly.
Coordinate with conference organizers on session organization and assign rooms for sessions.
Oversee final program and coordinate with professional meetings staff for its availability pre – or at-conference.
Confer with Honors and Awards chair to provide venues for presentation of all awards.
Coordinate organization of social events, tours, tutorials and exhibits.
Track Chair
As a Track Chair, your primary responsibilities may include the following:
Oversee the content of your specific technical area and its organization.
Serve as primary liaison between Technical Program Chair and other conference organizers.
Determine acceptance of abstracts submitted to your technical area, if necessary.
Re-assign abstracts to another technical area, if necessary.
Create and assemble sessions (Not applicable to IMECE).
Assign sessions to topical areas, if necessary.
Create accounts for topic organizer, if necessary.
Create accounts for session organizers.
Monitor the paper review process.
Assist in reviewing papers, if necessary.
Monitor the activity of the conference organizers under your guidance and assist them as needed.
Ensure the on-site success of the technical specialties in your area.
Topic Organizer
As a Topic Organizer, your primary responsibilities may include the following:
Oversee the technical content of your technical area and its organization.
Serve as primary liaison between Track Organizer and Session Organizers.
Determine acceptance of abstracts submitted to your technical area.
Re-assign abstracts to another technical area, if necessary.
Create and assemble sessions (Not applicable to IMECE).
Create accounts for session organizers and assign all applicable rights and access to the Conference ToolBox.
Monitor the paper review process.
Assist in reviewing papers, if necessary.
Monitor the activity of the session organizers and assist them as needed.
Ensure the on-site success of the sessions in your area.
Session Chair (Session Organizer)
As a Session Chair, your responsibilities may include the following.
Assign reviewers to each paper in your session.
Ensure your reviewers can access the PDF files of the papers assigned to them.
Ensure your reviewers follow the ASME Guidelines for Review and use the on-line Review Form in the webtool.
Ensure timely review.
Compile the reviews and comments.
Accept or reject each paper and notify the author.
Re-review a paper if substantive revision requires.
Track the authors in your session prior to the conference.
Keep your Track or Topic Organizer informed of the progress of your session (or those organizers directly above you).
Ensure the technical quality of your session.
Track your authors at the conference.
Reviewer
As a reviewer, your primary responsibilities are as follows:
Review the papers assigned. You will be contacted and assigned specific papers (by paper number) to review. You will be able to access the draft papers (provided as PDF files) from this site.
Follow the ASME Guidelines for Review and use the on-line Review Form to collect your comments and overall evaluation. You can view the guidelines and access the Review Form from the conference website.
Ensure timely review. Check the conference publication schedule on the site for the date the review period concludes.
Keep the conference organizer who assigned the review informed of your progress.