Parallel Sessions Full Final – click here

Parallel Sessions Table Final – click here

Instructions for session chair and host

Thank you for agreeing to chair an oral communication or symposium session. Some things to keep in mind during the time that you will be leading and facilitating the session:

  • Try to be as comfortable, involved and familiar with the topic of the session and with the backgrounds of the different speakers.
  • Please be mindful of the time frame during your session and make sure that all speakers remain on schedule.
  • Your role as chair will involve facilitating and mediating between the different speakers and the audience.
  • Please be prepared to problem-solve, or to handle potential complications, in case they occur during the session.

Before the conference:

  • Make contact with each of the speakers, individually or as a group, so that there is an initial acquaintance between yourself and session participants.
  • Confirm personal details (name, title, pronunciation, etc.).
  • Agree on the session times and format in advance (Confirm starting time, length of presentation, whether audience questions are only at the end of the session or immediately following each talk). You have a total of 75 minutes to assign to the talks. Please manage this time depending on the number of talks. Five talks should be about 15 minutes each in length; four talks, 18 minutes each; three talks, 25 minutes each.
  • Establish an order of presentation.
  • Acquaint yourself with the topic and the presenters.
  • Log into the Zoom session early, invite the speakers to do so as well.
  • Do some background reading if necessary.
  • Make yourself aware of any other publications by the speakers.
  • Confirm location and any ZOOM requirements: familiarize yourself with the ZOOM, and know how to get help quickly.
  • Greet the speakers and help them to feel comfortable. Confirm the details of their presentations – they 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 frames and what prompts you will use to maintain them.

During the session

  • Start the session on time.
  • Introduce the session:
  • Verify that the audience can see and hear you OK.
  • Opening words, welcome, and self-introduction.
  • Go over the session details and list the speakers involved.
  • Go over the general format so the audience knows what to expect.
  • Introduce the speakers:
  • Ensure accuracy and be mindful of cultural differences and etiquette.
  • Mention any co-authors.
  • Stick with the scheduled time.
  • Use prompts – don’t rely on the speaker to check with you for the time.
  • If necessary, interrupt directly if other cues are ignored – remember the next speaker. But try to interrupt at an appropriate time.
  • Be prepared to assist the speaker if necessary:
  • Let them know them if their voice is too low, or if there is some difficulty hearing their talk.
  • Assist them in adjusting to Zoom/technological devices if necessary.
  • Manage question and answer time (15 minutes at the end of the session):
  • Call for audience questions/comments.
  • Request them to introduce themselves and their affiliation.
  • Have a couple of questions prepared in case of an awkward silence.
  • Be aware of how the speakers are handling the questions – intervene if necessary.
  • Conclude the session on time.
  • Closing the session:
  • Summarize the session.
  • Acknowledge all the speakers.
  • Acknowledge the audience.
  • Ask the presenters not to log off immediately after the session.

After the session

  • Thank each of the presenters.
  • Give them an opportunity to ‘debrief’.

Thank you for chairing the session. We hope you can now relax and enjoy the rest of the STAR 2021 conference!