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Session chair at academic conferences

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Guidelines for chairing a session at academic conferences

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Session chair at academic conferences

  1. 1. Maria J. Spilker 10/2016
  2. 2. Agenda Introduction Preparation Just prior to the session During the session After the session Issues
  3. 3. https://www.flickr.com/photos/peterme/218710838/
  4. 4. Introduction Session Chair’s Role • Lead the session • Keep the session running in time • Stimulate audience participation • Encourage lively discussions o Pre-session preparation o During the session o Post-session Maria J. Spilker 10/2016
  5. 5. Preparation of the Session Guidelines for Session Chairs Functions of the Session Chairs at the specific conference Conference program Verify exact start of the session Read the papers to be presented Prepare questions per paper https://stocksnap.io/photo/27PNUR3Z83
  6. 6. Just prior to the session • Show up early: 10-20 minutes before the session • Check of audio-visual equipment o Projector o Laser pointer o Microphone Maria J. Spilker 10/2016
  7. 7. 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 session o Time-keeping rules o Signalling procedures o Q&A format Maria J. Spilker 10/2016
  8. 8. 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. Spilker 10/2016
  9. 9. During the session Introduce the first presenter o Name of the authors o Their affiliation o Name of the presenter o Title of the paper Maria J. Spilker 10/2016 Designed by Freepik
  10. 10. During the session Time management • Time evenly divided presenters Presentation and Q&A • Notification on time running out o Time’s up: yellow card o Point at the watch o Holding up 2 fingers (2 minutes) Maria J. Spilker 10/2016
  11. 11. During the session Questions and Answers • Formats o Immediately after each 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
  12. 12. During the session By the end of the session • Provide a brief review of the session about the significance of the presentations and the session o Closing statement o Take-home message • Thank the presenters “Let’s all give the presenters another round of applause.” • Thank the audience for attending and participationMaria J. Spilker 10/2016
  13. 13. Issues during the session Long-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. Spilker 10/2016
  14. 14. Imagens: CC0 License from https://stocksnap.io