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.
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. Please review the abstracts and biographies.
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If a presentation is withdrawn, a presenter does not arrive, or a presentation finishes early, please do not bring any presentations forward.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 speakers preparation room (Skyway Office).
- Presenters have been asked to sit in the front of the room, so they can move to the lectern quickly.
- For oral presenters, advise the speakers the timekeeper will signal the time remaining (5 minutes, 2 minutes, 1 minute) and ring the bell when they must stop.
- For lighting oral presenters, advise the speakers the timekeeper 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 & timekeeper at the front of the room with timecards and a bell.
- Start and end the session on time; don’t wait for anyone.
- Introduce yourself, your role, your workplace, and any involvement with the conference.
- Ask delegates to download the app. Attendees can ask questions using the Q&A feature, there will also be microphones in the room to ask questions.
- 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.
Question & Answer Time
For oral presenters, their 3-minute question time is included in the 15 minute time slot. Lighting oral presenters do not have questions.
- Do not allow questions if a speaker used their allocated time. Move to 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.
- All rooms will have a Q&A microphone.
- Check the app feed for questions and use a microphone to read out questions.
- Ensure presenters use a microphone (if available) 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 in the room to assist during the session.
At the End of the Session
- Use any remaining time for questions and discussion.
- Make any closing comments and thank each speaker.