Instructions for Session Chairs and Session Assistants
Session Chair Instructions
The main tasks of the Session Chair are:
Introduce the speakers by name and affiliation and then announce the talk title.
Invite the presenter to start.
Ensure smooth sessions.
Keep the schedule according to the overall programme.
Prior to start the session, the Chair should:
Speak with the 'Preview Desk' just before the session to check if a presenter has not uploaded their presentation so any gaps in the programme can be anticipated and navigated smoothly.
Arrive at the conference room at least 10 minutes before the session starts.
Ensure with the room assistant that AV is available, microphones and the pointer/clicker device is working properly.
Meet speakers, ask if the have uploaded their talks in advance.
Invite the speakers to sit in the front row to facilitate a quick hand over.
Encourage the audience to seat themselves close to the front of the room. If the room is approaching full, point out empty seats to those still standing.
During the Session
Introduce yourself to the audience.
Ask people to set all phones on silent.
Explain the time allocation.
At the beginning of each presentation, introduce the presenter and the title. You should ensure that you know how to pronounce each presenter’s name. Recall its total duration (e.g. 12 minutes + 3 minutes for questions and answers).
Make sure the presenter adheres to the time limit. An appropriate warning system is installed in each Session room to assist with this task. If a speaker runs overtime, first stand up, then stand up beside him and interrupt to conclude the presentation.
At the end of each presentation lead/stimulate the questions and answers. Make sure that the audience uses a microphone at the Q&A. If the chair should feel contention or grandstanding in a delegate question to the speaker, recommend that the parties may discuss the point privately after the session.
If a speaker does not leave time for questions, please proceed immediately to the next lecture, without Q&A.
Never start any talk before the scheduled time, even to fill the hole left by a cancelled presentation. Please use the time for questions or a short break.
Keep strictly to the time guidelines to allow for audience participation and to allow the conference delegates to move between sessions.
At the end of Session
If there is time left, suggest a discussion of topics relevant to the presentations.
Thank all the participants and the audience.
Formally announce that the session is closed.
Session Assistant Instructions
Arrive at the conference room at least 10 minutes before the session starts.
Manage the speaker and audience microphones.
Check the countdown timer if it is running properly.
Ensure the pointer device and remote control for slide advancement is available and in working order.
Assist with attaching the microphone for the next speaker.
Assist with a microphone during Q&A.
Assist with any general technical issue related to the presentation.
If there are technical issues, some rooms will have an AV technician and they will assist, otherwise, place a message on the WhatsApp group chat and help will arrive immediately.