Points for Session Chairs

(Used with the kind permission of the School of Mathematics and Applied Statistics, University of Wollongong NSW 2522 Australia)

The principal role of the Chair is to ensure that the Session keeps to schedule. In particular, each talk should begin at the advertised time, finish no later than when it should, and subsequent talks should NOT be brought forward if a speaker fails to appear.

Each Invited Speaker has been allotted 45 minutes: 35 to 40 minutes for the talk and 10 to 5 minutes for questions. Each Contributed Speaker has been allotted 20 minutes: 15 minutes for the talk and 5 minutes for questions.

Before the Session: 

Speakers are told to contact the Chair of their Session well before the Session. Not everyone will do this, and the wise Chair will seek out the speakers as soon as possible (e.g., at the pre-Conference 'mixer'). The reasons for this are: (i) to check that the speakers have arrived at the Conference; (ii) to ensure that the titles and contents of the talks have not changed, and that the speakers know the amount of time that has been allotted to their talks; and (iii) to check that the speakers have not changed their equipment needs. [If a speaker tells you that s/he is going to need all her time, it is a hint of poor preparation. You should warn that person that s/he will not be allowed to go over time, and suggest that they decide now what they will omit from the talk in order to shorten it.]

You should ensure that you know how to work all the relevant equipment in the lecture theatre, including: the lighting, the speech amplification, the overhead projector, and the computer projector (if appropriate). Ask the Technician if you need instruction. You should also know how to summon assistance urgently if something breaks down during the Session. The Conference Organizers should tell you this in advance. They should give you signs to indicate when a speaker has three minutes remaining and when time is up. They should also give you details of any last-minute announcements that need to be made. Be pro-active, and ask for this information. (You have only one Session to worry about; they have many.)

If you chair a session for an Invited Speaker, it is appropriate to give a short (30 seconds, say) description of the person's accomplishments. It is wise to contact the speaker well in advance of the talk, to seek some introductory material. These descriptions are not given for speakers at Contributed Sessions, as there is too little time available.

During the Session:

Arrive at the Lecture Theatre at least 10 minutes before the Session is scheduled to begin, to check that all equipment is working and to reassure nervous speakers. Remind the speakers of how much time they have available to talk and for questions, and tell them how you will give them warnings of when three minutes remains and when their time is up.

Start half a minute early. (Why should the first speaker lose time because you're making the introduction?) You should rely on your own watch, not a clock in the Lecture Theatre. (If the clock is seriously wrong, tell the audience at once and the Technician at the end of the Session.) Say your name and affiliation, and the name of the Session (so that someone who is in the wrong Session can leave before the talks begin). Make any last-minute announcements from the Conference Organizers. Say how long each talk will last (actual talk, plus questions), and remind the audience that there is a five-minute break between talks so that they can move between Theatres if necessary. Then introduce the first speaker; e.g. 'The first speaker is Jo Bloggs, from the University of Bullamakanka, who will speak on "Five easy ways to calculate a sum of squares".'

During each talk, you should be continually alert for anything that will assist the speaker or the audience. For example, if a wobbling OHP is distracting the speaker, perhaps you can make a wedge of paper to level the surface. If the speaker is standing in the light from the OHP, ask him/her to move to one side. Unless the speaker is comfortably audible (not "you can just hear him if you have really good hearing and you're in the front half of the room"), make him/her speak up and adjust the position of the microphone. In particular, don't let speakers say that they don't like microphones and don't want to use them; the microphones are to help the audience, not the speaker. If there are problems from external sound or light, try to overcome them; it may be better to ask the speaker to stop for 30 seconds if you can't do this without badly distracting him/her.

When it is time to warn the speaker that three minutes remains, do so clearly. If the speaker does not look at the sign you are holding up, tapping a glass with a pencil is a useful way to attract their attention. At your discretion, let the speaker continue into question time if it is evident that s/he has almost finished. Do NOT let the speaker go beyond the scheduled ending time. This may require you to stand up and interrupt him/her in mid-speech; no-one likes doing this, but your job is to keep the Conference on schedule. The five minutes between talks is to allow people to move around - it is not to provide the luxury of extra time for people who have not prepared properly.

If there is time for questions, invite them from the audience. There should be "roving microphones" in each Theatre. Ask questioners to wait until the microphone is available, and to give their name and affiliation. If a question takes more than 30 seconds, ask the person to come to the point. An alternative view should not be permitted to go for more than one minute. If a question, or answer, becomes involved, suggest that it be discussed after the Session. It is advisable for the Chair to have a simple question prepared in case no-one else asks a question.

At the end of the speaker's allotted 20 or 45 minutes, ask the audience to thank the speaker, and then (if appropriate) remind them that the next talk will be in five minutes.

If a speaker is not present, tell the audience that there will be a break of xx minutes. Do NOT accede to any requests to move the remaining talks forward. Some of the delegates who are interested in those talks may not be in the audience at present; you are preserving the schedule to protect their interests.

At the end of the Session, ask the audience to thank all the speakers.

After the Session: 

Return any equipment to the Conference Organizers unless it is to remain in the Lecture Theatre. Advise the Technician and/or Organizers of any equipment failures or other problems so that they can take remedial action.

Thank you for your work as a Session Chair. It is a largely unappreciated task but, without it, the Conference cannot run properly. We are most grateful for your assistance.