Introduce the speakers by name and affiliation and then announce the talk title.
Invite the presenter to start.
Keep the schedule according to the overall agenda.
Prior to start the session, the Chair should:
Arrive at the session room in which you are chairing at least 10 minutes before the session starts.
A printed copy of the agenda will be on the table at the front of the room for reference; please leave it in place.
Please check the folder on the desktop to confirm whether all presenters have uploaded their presentations. If any files are missing, ask the audience before the session begins for the presenter to identify themselves and direct them to the Speaker Preview Desk, as presentations cannot be uploaded in the room. When their talk is due to start, if they still haven’t come forward, announce their name as normal in case they are in the audience and remind them to go quickly to the Speaker Preview Room. If they are not present, do not move to the next talk early. Instead, facilitate a short discussion or allow the scheduled time to pass before starting the next presentation.
Check that the AV equipment is available and functioning, including the microphone(s) and the pointer/clicker. If there are any issues, report them to the technician, who will either be in the room or nearby and will be clearly identifiable.
If you are chairing in the Clyde or Lomond rooms: there will be a fixed lectern microphone, two handheld microphones available for the Q&A, as well as one lapel microphone should the speaker prefer to use one. Please assist the speakers with attaching the lapel mic if needed. Technicians will be on hand if further support is required.
In you are chairing in the Alsh, Boisdale and Carron rooms: there is a fixed lectern microphone only. Due to the room size and good acoustics, no handheld or lapel microphones are provided or available.
Meet speakers and check they are all in the room. Invite them 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.
At the start of the Session
Introduce yourself to the audience, giving a 1-to-2-minute introduction.
Ask people to set all phones on silent.
Explain the time allocation for each speaker.
During the session
At the beginning of each presentation, introduce the presenter and the title.
Make sure the presenter adheres to the time limit.
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.
In the Q and A
At the end of each presentation lead/stimulate the questions and answers.
If a speaker does not leave time for questions, please proceed immediately to the next talk, without Q&A. Encourage anyone with questions to speak to the presenter immediately after the session or during the break.
Actively ensure gender representation during the Q&A session as studies indicate men are often 2.5 times more likely to ask questions than women, even when the audience is evenly split.
If there are questions that are off topic or comments as opposed to questions, please politely interject and acknowledge the point, and steer back to the topic.
Helpful phrases include "thanks for that perspective, in the interest of time, I need to move to the next question" or "let's discuss this further after the session".
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 and then state the next item on the agenda e.g. lunch.