Session Chair Guidance

Session Chairs Guidance

Welcome and thank you for volunteering to serve as a Session Chair for RSECon25! Your role is crucial in ensuring the smooth running of the conference, contributing significantly to the overall success of the event. Below is detailed guidance to help you prepare for and execute your responsibilities effectively.

Responsibilities

As a Session Chair, you will be responsible for moderating a single (for the most part) 60-90 minute session consisting of a number of Talks and Walkthroughs. Your duties include:

  1. Coordinating with Technical Staff and Volunteers:
    • Work with the technical staff to ensure smooth transitions between presentations.
    • Coordinate with volunteers to manage any technical issues, such as AV equipment or connectivity problems.
  2. Introducing Speakers:
    • Briefly introduce each speaker or group of speakers, including their name, affiliation, and the title of their presentation.
    • Provide any relevant context or background to set the stage for the presentation.
  3. Managing Time:
    • Ensure sessions start and end on time.
    • Use time cards or a timer (an online option is cuckoo.team) to notify speakers when they are nearing the end of their allotted time. 
    • Politely intervene if a speaker exceeds their time limit to keep the session on schedule.
    • If a speaker finishes early, try to encourage more questions from the audience, or invite the speaker to expand on one of their slides.
  4. Facilitating Q&A and Discussions:
    • Ask questions from Slido on behalf of the audience. Volunteers will assist with moderating these questions. However, it’s important to familiarize yourself with Slido and ensure you can access the questions for the sessions you are chairing. We recommend using the Sli.do app so you can easily access and read the questions.
    • Aim to allocate 5 minutes for Q&A after presentations, but ensure that the total session length does not exceed the time allocated in the schedule. Please discuss the timing with the speakers beforehand.
      • 15 minute slots: 10 minute presentation, followed by 5 minutes of Q&A
      • 30 minute slots: 25 minute presentation, followed by 5 minutes of Q&A
      • 45 minute slots: 40 minute presentation, followed by 5 minutes of Q&A
    • For Walkthroughs a speaker may wish to take questions throughout – they will have been instructed to discuss this with you in advance. It is up to the speaker to invite these questions from the audience and ask you to relay them. 
    • Feel confident to intervene if a speaker is running over time. Adjust the length of the Q&A dynamically to ensure the session stays on schedule. If time runs out for Q&A, encourage audience members with questions to contact the speaker directly.
    • Ensure that any follow-up discussion remains respectful, professional, and within the time limits.
    • Encourage a balanced discussion, giving both in-person and remote attendees the opportunity to participate.
  5. Thanking Speakers:
    • At the end of each presentation, thank the speakers for their contribution.
    • Encourage applause and acknowledgment from the audience.

Before the Session

  • Review the Session Schedule: Familiarize yourself with the session schedule, including the order of presentations and the time allocated for each.
  • Prepare Introductions: Have a brief introduction prepared for each speaker.
  • Meet with Volunteers: Introduce yourself to the volunteers who will be assisting you and discuss the plan for the session.
  • Check Technical Setup: Arrive at the session room early to check the technical setup and ensure everything is working properly, and that you are able to see the questions platform.
  • Meet with Presenters: Presenters will introduce themselves immediately before the start of the session.  You should determine how they wish to be introduced and have their names pronounced and individual preferences for taking questions.
  • Show the session introduction slide: Ensure the session’s introductory slide, showing the session name, content and timings, and the Q&A link, is being shown.

During the Session

  • Start on Time: Begin the session promptly by introducing yourself and outlining the session structure.
  • Maintain Flow: Keep the session running smoothly by managing transitions between presentations and ensuring speakers adhere to their time limits.
  • Moderate Q&A: Use Slido to select and ask audience questions. Ensure questions are clear and relevant to the presentation.
  • Kickstart the Questions: Try to have a few questions ready in case the audience do not – or ask the presenter to expand on something they may have skipped over.
  • Handle Issues: Address any technical or logistical issues promptly, coordinating with volunteers and technical staff as needed.

At the End of the Session

  • Close the Session: Thank all speakers and attendees for their participation.
  • Report Issues: Inform the conference organizers of any issues that arose during the session that may need to be addressed for future sessions.

Key Points to Remember

  • Respect and Professionalism: Maintain a respectful and professional demeanor throughout the session.
  • Time Management: Keep strict adherence to the schedule to ensure all speakers have their allotted time. Be aware that people may also wish to join the session for specific content so ensure that presentations do not start early.
  • Engagement: Foster an inclusive and engaging environment for both in-person and remote attendees.

Contact Information

By following this guidance, you will help ensure that each session runs smoothly and that both speakers and attendees have a positive and engaging experience. If you have any questions or need assistance at any point, please reach out to us at [email protected].

Thank you once again for your commitment and contribution to RSECon25.