Chairing
Sessions
Roles and Goals
Responsibilities
A session chair at a scientific conference:
- Introduces topics and speakers
- Facilitates questions
- Manages time
If you are co-chairing, ensure all chairs are aligned on who is responsible for each task.
Tasks Ahead of Time
Meet with session speakers
Check name pronunciation
Check affiliation
Remind speakers about declaring conflicts
Explain timing plan
Perform technical checks
Discuss backup plans for technical challenges
- Examples: Request a PDF or video from speakers ahead of time just in case
Confirm communication plan for day of (if virtual)
- Examples: Slack, e-mail, etc.
Read speaker abstracts to familiarize yourself with the content to prepare for facilitating discussion
Remind session speakers
Request for any files ahead of time
Request speakers to come early day of event
Remind session speakers one week before
Remind session speakers one day before
Tasks Day of Event
Show up early to check systems and check in with speakers
Give a short summary of the session
- (e.g., “This session is about Topic X and will have Y speakers”)
Provide housekeeping announcements
- (e.g., break time, voting, etc.)
Introduce speakers
- (name, role, institution, talk title)
Watch the time to ensure schedule is maintained
Ask the audience for questions
Possible Challenges
- Technical Difficulties
Have backup plans and do checks!
- Speakers may speak too long
Notify speakers of time limits (5 min left, 1 min left)
Interrupt the speaker if needed
Shorten question sessions as needed
Adjust subsequent speaker times if needed
- People may ask too many questions
Interrupt and ask for the discussion to happen later
- People may not have questions
Ask your own question(s)
