Instructions for Conference Session Chairs

Thank you for serving as a Session Chair at the conference. Your role is crucial in ensuring the panel runs smoothly, stays on schedule, and fosters engaging discussions. Below are the guidelines to help you navigate your responsibilities:

1. Set Up

   • Presentations should be stored on a cloud drive (such as Google Drive or OneDrive), emailed to ones self, or, as a backup, on a removable flash drive. 

   • Presenters should pull up their presentations on the classroom computer, prior to the start of the session. 

2. Time Management:

   • Each presenter has 15 minutes minimum to discuss their paper. (10 minutes to present and 5 min Q&A)

   • Use a visible timekeeping method (e.g., cards or a timer) to provide presenters with a 5-minute warning, a 1-minute warning, and a signal to conclude.

   • Reserve the remaining time at the end of the session for Q&A with the audience.

3. Session Flow:

   • Begin the session by introducing yourself and providing a brief overview of the session topic or theme.

   • Introduce each speaker before their presentation, mentioning their name, affiliation, and paper title.

   • After each presentation, invite brief comments or applause, then transition smoothly to the next presenter.

4. Q&A Facilitation:

   • Once all presentations are complete, open the floor for questions and discussion.

   • Encourage the audience to engage respectfully and ensure questions are concise and relevant.

   • If needed, you may ask a question to start the discussion.

5. Problem-Solving:

   • If a presenter exceeds their allotted time, politely and firmly signal them to wrap up.

   • Should technical issues or other delays arise, manage the session flexibly while adhering as closely as possible to the schedule.

   • Send someone to the registration desk for assistance in cases of emergency or grab the closest Board Member. 

6. Closing the Session:

   • Thank all the presenters for their contributions and the audience for their engagement.

   • Announce any additional instructions (e.g., next session location) if applicable.

Your role ensures a dynamic and successful session—thank you for your leadership and professionalism!