As a session chair, your role is to help create a welcoming atmosphere for both presenters and audience members. You’re encouraged to show interest in the presentations and to foster participation in the discussion. Your support helps ensure a smooth flow and a lively, inclusive exchange of ideas throughout the session.
General Guidelines:
- Check for program updates:
Chairs are advised to review the most updated version of the program just before the chaired session. This will ensure that the chairs are aware of the latest list of presenters in the session, as there might be last-minute cancellations. Online program will be updated in real time HERE. - Connect with presenters in advance:
Chairs should introduce themselves to the presenters in advance of the session and inform them of the need for starting and finishing on time. If there is any question as to the proper pronunciation of the presenter’s name the chair should clarify with the presenter at this time. Chairs are responsible for determining that the speakers are present at the time of their talk. If session chairs wish to contact presenters prior to the conference, they should log in to Conftool to access their email addresses. - Open the session:
Chairs should introduce themselves and the theme of the session. This introduction should take no more than 2-3 minutes. - Start on time:
All talks should begin on time. The chair should not allow the presenter to begin early as this may mean that a portion of the audience planning to attend the talk may miss the beginning of the presentation. - Introduce speakers clearly:
Chairs should introduce each speaker giving their name, affiliation, and title of the presentation. Chairs should not take up presenter’s time with unnecessary comments or other remarks beyond the simple introduction. - Keep speakers on time:
Chairs are responsible for keeping the presenter on time. A timer will be available in main room (AULA PARVA) only. If you chairing in a room without a timer, please use a digital timer on your smartphone. Politely interrupt the speaker if required to enforce the time limit. Chairs must ensure that all presenters receive the appropriate amount of time for their presentations in accordance with the session’s structure. - Manage Q&A:
Chairs should encourage questions from the audience and ask each questioner to state their name and affiliation. Chairs are also responsible for moderating the flow of questions to ensure balanced participation and time management.