Session Chairperson Guidlines
Before Your Session
Check the agenda
Prior to the Conference, check the program book to determine the number and order of the abstracts to be presented, the time allocated to each abstract.
Arrive at the meeting room at least 10 minutes prior to the start of the session and familiarize yourself with the controls for lights, microphones, A-V equipment. If you encounter problems, immediately alert the volunteers at the room.
During Your Session
Arrangement of table for the chairperson(s)/speaker(s)
All chairperson(s) and speaker(s) will be seating in a table in front of the participants. As the speaker arrive, explain to each of them how much time they have
At the start of the session, allot 5 minutes to briefly introduce yourself and all the speakers. Biographies of speakers will be sent to the chairperson prior to the session.
Explain order of presentations. Explain the format of the session, inform the audience thất thất questions will be taken only after all of the presentations have been made.
Then, explain the timing arrangements to the speaker to be the audience, and as repeat often during the session as you think necessary.
Format of session
The maximum allotted time for a speaker is 12 minutes. There will be a volunteer who sets timing for each speaker. Start the session on time and ask the volunteer to start the timer when speakers start their presentations. There will be 5 minutes, 1 minute and stop alerts provided by the volunteer.
All questions for the speakers must be left until after the last presentation.
Stick to the Schedule
Please adhere to the time schedule so that simultaneous sessions are as closely synchronized as possible. Many attendees move from session to session in order to hear specific abstracts.
Speakers must be asked to stop when their allotted time is up in a courteous but firm manner. Keep in mind that the session must end on time.
If a speaker fails to appear and there is no substitute, allow the following presentations to continue. At the end of the session, call again for the absent speaker to present, if time allows.
If any problems arise that you are unable to handle while continuing to chair the session, either go, or immediately send volunteers, who are at the room, to the information desk to alert the conference organizers of the problem.
Summary of the session
The chairperson is required to sum up fortieths content of the session and write down 3-4 key learning points and hand it over to the volunteers after the conclusion of the session.