ALIA Top End

Chairing a conference session

Staying calm, cool, and collected!
Prepared by Ruth Quinn, director library and information access, Charles Darwin University

Overall role of the session chair

• Leader of the session
• Convey enthusiasm
• Be comfortable with the topic of the session and the speakers' backgrounds
• Time keeper
• Equalizer
• Relaxer
• Civiliser

Notes

Leader: Be prepared for the fact that you are the one both speakers and audience will turn to if there are problems.

Before the conference

• Make contact with each of the speakers
  
  • Individually or as a group
  • Confirm personal details
  • Agree on session times and format
  • Confirm AV requirements
  • Establish an order of presentation

Notes

Contact: the idea is to make them comfortable
Personal details: name - title? pronunciation?; institutional affiliation, paper title, recent information to make intro more interesting
Session times and format: confirm starting time, length of presentation, order of proceedings. For example will there be a speaker intro before each speaker? When will questions be taken? Can audience move between speakers or between sessions?
AV requirements: perhaps there are support staff available?
Order of presentation: be flexible if okay with conference director.

Before the conference (cont.)

• Acquaint yourself with the topic and the presenters
  
  • Do some background reading if necessary
  • Read the full paper if available
  • Make yourself aware of any other publications by the speakers
• Confirm location and any AV requirements

Notes

AV requirements: either familiarise yourself with the AV required, or know how to get help quickly.

Before the session

• Arrive early
• Acquaint yourself with the room
• Ensure furniture is suitable:
  
  • Enough chairs? Where are there more if required?
  • Water jug and cup for each speaker
• Greet the speakers - relax them!
• Ensure AV equipment is in working order - and what to do if it isn't

Notes

Acquaint yourself with the room: where are the lights? Will they need dimming if a screen is used?
Where are the nearest toilets, etc. Is the aircon okay? Do you know who to contact if it isn't? Will a microphone be available for questions, or will the questioner have to go to a microphone?
Water - don't forget some for yourself!
Greet the speakers - relax them, confirm the details of their presentation - it may have changed since the program was printed. Confirm they are ready and offer to assist if not. Ensure they are aware of the time limitations and how you will enforce them.

AV equipment - where is the technician? Is the microphone okay? Do each of the speakers know how to adjust the microphone if necessary.

At the session

• Start the session on time
• Introduce the session
  
  • Welcome
  • Self introduction
  • Housekeeping: mobile phones, location of toilets
  • Confirm the session details and list the speakers involved
  • Confirm format so the audience knows what to expect

Notes

Start on time: Be prepared to encourage the audience to settle down.

Welcome - good idea to check that the audience can see and hear you okay.

At the session (cont)

• Introduce the speakers
  
  • Create a first impression
  • Ensure accuracy and be respectful
  • Say something individual about that speaker, especially if you know them
  • Tell the audience something about the presenter's expertise, accomplishments or interests - establish speaker's credibility
  • Mention any co-authors
  • Keep to the allocated time
  • Use prompts - cue cards? Timer?
  • Don't rely on the speaker to check with you or to keep time - concentrating on other things
  • If necessary interrupt directly if other cues ignored - remember the next speaker
  • Ensure time for questions/discussion

Notes

Interrupting: monitor the speaker's pace and breathing and try to interrupt at an appropriate time.

At the session (cont)

• Be prepared to assist the speaker if necessary
  
  • Advise them if their voice is too low
  • Give them water if necessary
  • Assist them to adjust the technology if necessary
• Manage the question/discussion time
  
  • Call for audience questions/comments
  • Request them to introduce themselves and their affiliation
  • Have a couple of questions prepared for the inevitable silence
  • Be aware of how the speakers are handling the questions - intervene if necessary
  • Select questioners from the audience
  • Conclude the session on time
  • Thank the speaker, initiate applause and move to the next one.

Notes

Couple of questions: ask the speakers for a 'seed' question if you can't think of one!

Select questioners: Don't let one person dominate, attempt to keep things flowing, suggest protagonists discuss further afterwards.

At the session (cont)

• Closing the session
  
  • Summarise the content of the session
  • Acknowledge all the speakers
  • Acknowledge the audience
  • Info re the next session

After the session

• Thank each of the presenters
• Give them an opportunity to 'debrief'
• Relax and enjoy the rest of the conference!

More info

Guidelines for session chairs
Helpful hints for session chairs
Hints for session chairs