Guidelines for Chairs
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. Program link - 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. - Open the session:
Chairs should introduce themselves and the theme of the session. - 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. Chairs must ensure that all presenters receive the appropriate amount of time for their presentations in accordance with the session’s structure. - Flexibility with presentations:
If the presenter finishes his presentation earlier the session chair may use the remaining time for additional questions or conclude the session earlier, it means the chair can decide to either have more time for discussion or to finish the session earlier. - Manage Q&A:
Chairs should encourage questions from the audience. Chairs are also responsible for moderating the flow of questions to ensure balanced participation and time management.