Chair Assistant

Chair Assistant Guidelines

Thank you for agreeing to assist with chairing during a session. This role within the conference will assist with streamlining session continuity and improves the experience of delegates and presenters.

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.

Session Room

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

Presenters

• For oral presenters, the chair will advise the speakers you will signal the time remaining (5 minutes, 2 minutes, 1 minute) and ring the bell when they must stop.
• For lighting oral presenters, the chair will advise the speakers you will signal the time remaining (2 minutes, 1 minute).
• 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 & chair assistant 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. Ensure the session starts and ends on time; don’t wait for anyone.

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, and move to the next speaker.

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.