Session chair at academic conferences
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Chairing a Session at Academic Conferences Maria J. Spilker 10/2016
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Transcript of Session chair at academic conferences
Chairing a Sessionat Academic Conferences
Maria J. Spilker10/2016
AgendaIntroductionPreparationJust prior to the sessionDuring the sessionAfter the sessionIssues
IntroductionSession Chair’s Role• Lead the session• Keep the session running in time• Stimulate audience participation• Encourage lively discussions
o Pre-session preparationo During the sessiono Post-session
Maria J. Spilker10/2016
Preparation of the Session
Guidelines for Session Chairs
Functions of the Session Chairs at the specific conference
Conference programVerify exact start of the session
Read the papers to be presentedPrepare questions per paper https://stocksnap.io/photo/27PNUR3Z83
Just prior to the session• Show up early: 10-20 minutes before
the session• Check of audio-visual equipment
o Projectoro Laser pointero Microphone
Maria J. Spilker10/2016
Just prior to the session• Check if all the presenters have showed up• Put presenters at ease• Upload the presentation onto the
computer• Inform the presenters
o Structure of the sessiono Time-keeping ruleso Signalling procedureso Q&A format
Maria J. Spilker10/2016
During the session• Punctuality is key• Show session agenda on the screen• Welcome and invite to participation
“Welcome to the session [name] of the Conference [name]. I am [my name] and will be your session chair.”
• A sentence about how the session papers tie together
Maria J. Spilker10/2016
During the sessionIntroduce the first presenter
oName of the authorso Their affiliationoName of the presentero Title of the paper
Maria J. Spilker10/2016
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During the sessionTime management• Time evenly divided
presentersPresentation and Q&A
• Notification on time running outo Time’s up: yellow cardo Point at the watcho Holding up 2 fingers (2
minutes)Maria J. Spilker
10/2016
During the session
Questions and Answers• Formats
o Immediately aftereach presentation
o At the end of the session• Plan B
Have ready 2 questions• Direct the question
to the right presenter• Deal with off-topic questions
Design by Freepik
During the sessionBy the end of the session• Provide a brief review of the session
about the significance of the presentations and the sessionoClosing statemento Take-home message
• Thank the presenters“Let’s all give the presenters another round of applause.”
• Thank the audience for attending and participation
Maria J. Spilker10/2016
Issues during the sessionLong-winded presenter
“Time’s up” “Unfortunately, we have run out of
time.”Presenters not showing up
Follow the fixed Schedule Move on with the next presenter
Audio-visual issues Familiarize with room and equipment
before the session starts Support of the conference organization
Maria J. Spilker10/2016
