Session Chair Guidelines

Session Chair Guidelines

Please familiarise yourself with the conference contributor policy and code of conduct by Friday 23 October.

Contents

ReadMe (Short Version)
Detailed Session Chair Guidelines

ReadMe (short version)

Thank you for volunteering for this gig! Your job is to host the presenters and our delegate audience and keep the session on time. We’re relying on you.

Before you leave for the conference

1. Read all abstracts and speaker bios for your session
2. Practice the pronunciation of names, affiliations and presentation titles
3. Find something in the speaker bio or abstract that impresses you, and use it in a sentence
4. Note the room – locate it on the map
5. Think about how you might introduce yourself to the session delegates
6. Download the conference app ios or Android

On the day of your session

1. In the morning go to the registration desk for any program updates and housekeeping notes about the venue
2. Find the room and timekeeping cards
3. Award yourself bonus points if you make contact with your speakers before your session

Before the session

1. Arrive at the room 15 minutes early to introduce yourself to the speakers, check pronunciation and brief on timekeeping.
2. Meet the AV person and learn which buttons to click
3. Rehearse your ‘Halp Computer Says No’ gesture with AV support
4. Find a mic runner volunteer for Q&A.

Start of your session

Please start on time with a welcoming smile. Also be swift, because your introduction eats into the first speaker’s question time. The following script is under two minutes. Use what is useful.

1. “Welcome to our session on “[Theme]”. My name is [name] and I am delighted to chair this session today. I am a [role] at [your organisation] (optional: where I [do things]) (optional: and I’m also part of the Conference Program Committee). I acknowledge the Wurundjeri people as the traditional custodians of this land here today, and I pay my respects to Elders, past and present.
2. Today we have [n] oral presentations, (followed by a BoF) and then [Lunch/Afternoon tea/Networking event]. Each presentation is allocated 15 minutes, plus 5 minutes for Q&A time. Please download the conference app to ask questions. I’ve asked [name] to be our mic runner at the end of each talk.
3. If our speakers go overtime, please join me with enthusiastic applause so we can progress to the next person.
4. Optional: I’ve been asked to [share program updates] and request you silence electronic devices.
5. Our first speaker is [name], from [affiliation] to present [presentation title]. [Share the thing that impressed you in their bio/abstract]. Please welcome [name]!”

During session as chair

1. Help speakers stay on time. Use timecards, ding the bell, and lead applause at the end of each presentation.
2. Thank the [first speaker]. [Something nice about the talk] Acknowledge time available for questions. Refer to conference app for Q&A or invite from the floor.
3. Make sure both speakers and delegates use a mic.
4. Our second speaker is [name], from [affiliation] to present [presentation title]. [Share the thing that impressed you in their bio/abstract]. Please welcome [name].
5. And so on.

Wrapping up

1. Use remaining time for further Q&A or closing remarks.
2. Thank the speakers and delegates for an enjoyable session.
3. Remind everyone to use the feedback forms so the hosts can act on it.
4. Mark the end with a final round of applause or unnecessary sports analogy. (optional)

Detailed Session Chair Guidelines

Thank you for agreeing to chair a session. This essential leadership role within the conference streamlines session continuity and improves the experience of delegates and presenters.

BoF Session Conveners

Click here for information to assist with the planning and delivery of your session.

Your Session

Check the online program to confirm your session date, time and room. The session is the full-time slot between one break and the next and includes consecutive presentations, for example from the end of morning tea until lunch.

Presentations & Speakers

The presentation titles, speakers’ names, and times allocated for each presentation are listed in the program. Review the abstracts and biographies and develop a one sentence introduction for each speaker with the presentation title, speaker’s name, and affiliations. A printed copy of presenter names, affiliations and presentation titles will be provided in each room for the session chair.

Online and App Program Updates

The program on the website and in the app is a live version and will include any late changes. Please check the program regularly, including before your session.

On the Day

Visit the registration desk on the morning of your session to collect any printed material, updates on any speaker cancellations, and housekeeping notes.

Session Room

Your session room will be listed in the program. Arrive 15 minutes before the session starts to meet the speakers and check they are ready to present. Familiarise yourself with the layout and equipment.

Cancellations and No Shows

If a presentation is withdrawn, a presenter does not arrive, or a presentation finishes early, please do not bring any presentations forward. Use the time for questions and discussions. Advise the audience you will commence the next presentation as per the program to avoid further disruptions. Delegates will be planning to come to presentations based on the published times.

Presenters

• Presenters have been asked to upload their slides before the conference.
• The audio-visual technicians will load presentations onto the presentation computer before the session.
• If a presenter arrives with a USB to load slides, please direct them to the audio-visual technicians.
• Presenters have been asked to sit in the front of the room, so they can move to the lectern quickly.
• Advise the speakers you will signal the time remaining (5 minutes, 2 minutes, 1 minute) and ring the bell when they must stop.
• Advise the speakers you will end their presentation if they run over time.

During the Session

There will be a space reserved for the chair at the front of the room with timecards and a bell. Use your phone to keep to time; your phone is more accurate than having individual clocks.

• Start and end the session on time from the lectern; don’t wait for anyone.
• Introduce yourself, your role, organisation, and your involvement with the conference.
• Ask delegates to download the app. Attendees can ask questions using the Q&A feature.
• Announce housekeeping and program updates if these have been provided.
• Ask for electronic devices to be turned to silent.
• Introduce the speakers from the lectern with their presentation title, name, and affiliations.

Keeping Time

Not keeping to the program timing is the biggest disruption to conferences and negatively impacts the experience of attendees and presenters.

• Please ensure you keep all speakers on time.
• Use the timecards to show speakers how much time they have remaining.
• Use the counter bell to signal the end of a presentation.
• If a speaker uses all their allocated time, do not allow questions, acknowledge this as you move to introduce the next speaker.

Question & Answer Time

For individual speakers, their question time is included in their presentation time.

Question time is scheduled for lightning talks at the end of the last presentation.

• Do not allow questions if a speaker used their allocated time. Acknowledge this kindly and introduce the next speaker.
• Remind delegates questions can be asked using the Q&A feature of the app.
• If time allows, ask the audience for questions, and be prepared to ask a question if necessary. Example suggestions:
  • What was something that surprised you about this project or your findings?
  • What would you do differently if you had the opportunity to start it over again?
• There will be a Q&A microphone in the room; ask a member of the audience to be a microphone ‘runner’, if required.
• Check the app feed for questions and use a microphone to read out questions.
• Ensure presenters use a microphone when responding to questions.

Accessing Questions in the App

• The app will be available before the conference.
• Download and log into the conference app. You will be emailed a link.
• Open the app and select ‘PROGRAM’.
• Select your session.
• Select ‘Live Q&A’.
• Questions will appear in a list under the question box.

Audio-visual Support

• An audiovisual technician will be roaming between the session rooms to troubleshoot any technical issues should they arise.

At the End of the Session

• Use any remaining time for questions and discussion.
• Remind delegates to use the feedback channels throughout the day to commend speakers and alert organisers for any requests.
• Thank each speaker, make closing comments and call for a final round of applause.