Session Chair Guidelines

Thank you for agreeing to chair a session. This essential leadership role within the conference streamlines session continuity and improves the experience of delegates and presenters.

Notes

All sessions will be live streamed to an online audience.
It is very important that you do not delay the start of the session by waiting for latecomers. The live stream of your session will commence promptly at the programmed session start time.
There are no hair and/or make-up facilities provided at the venue, therefore we recommend preparing prior to arrival.
Please wear solid colours, keeping any patterns on clothing minimal. The venue suggests no lines or checkers on shirts as it will cause issues on camera.

Your Session

Check the online program to confirm your session date, time and room: https://coatconference.com.au/program

Presentations & Speakers

Presentation titles, speakers’ names, and times allocated for each session are listed in the program. Review the presenter biographies and develop a 2-3 sentence introduction for each speaker with the speaker’s name/s, and affiliations.

Online and App Program Updates

The program on the website and in the app is a live version and will include any late changes. Please check the program regularly, including before your session.

On the Day

Visit the registration desk on the morning of your session to collect any printed material, updates on any speaker cancellations, and housekeeping notes.

Session Room

Your session room will be listed in the program. Arrive 15 minutes before the session starts to meet the speakers and check they are ready to present. Familiarise yourself with the layout and equipment, and introduce yourself to the AV technician. The AV technician will fit you with a lapel microphone which you can use throughout the session.

Presenters

Where applicable, presenters have been asked to upload their slides before the conference.
The audio-visual technicians will load presentations onto the presentation computer before the session.
If a presenter arrives with a USB to load slides, please direct them to the audio-visual technicians in the room.
Advise the speakers you will signal the time remaining (5 minutes, 2 minutes, 1 minute) and ring the bell when they must stop.
Advise the speakers you will end their presentation if they run over time.

During the Session

For presentations, speakers will be asked to join you on stage at the commencement of the session so they can move to the lectern quickly to commence their presentation.
For panel sessions, all speakers will be seated on stage at the commencement of the session.
There will be a space reserved for the chair at the front of the room with timecards and a bell. Use your phone to keep to time; your phone is more accurate than having individual clocks.
Start and end the session on time; don’t wait for anyone.
Introduce yourself, your role, your workplace, and any involvement with the conference.
There is no requirement to deliver an acknowledgement of country – this is a personal choice. Note, there will be a formal Welcome to Country from local traditional owners at the commencement of the conference.
Ask delegates to download the app. Attendees can ask questions using the Q&A feature.
Welcome the online audience and encourage these delegates to enter questions into the live Q&A field of the online conference portal throughout the presentation.
Announce housekeeping and program updates if these have been provided.
Ask for electronic devices to be turned to silent.
Introduce the speakers from the lectern with their presentation title, name, and affiliations.

Keeping Time

Not keeping to the program timing is the biggest disruption to conferences and negatively impacts the experience of attendees and presenters.

Please ensure you keep all speakers on time.
Use the timecards to show speakers how much time they have remaining.
Use the counter bell to signal the end of a presentation.
If a speaker uses all their allocated time, do not allow questions, and move to the next speaker.

Question & Answer Time

For presentations, invite the speaker/s to be seated with you at the chairs that will be set up on stage.
For individual speakers, their question time is included in their presentation time.
For panel sessions, question and answer will typically follow the conclusion of the formal discussion. Please check with the presenters prior to the commencement of the session if they wish to field questions throughout the discussion.
Do not allow questions if a speaker used their allocated time.
If time allows, ask the audience for questions, and be prepared to ask a question if necessary.
Remind delegates questions can be asked using the Q&A feature of the app.
There will be a Q&A microphones in the session rooms; ask a member of the audience to be a microphone ‘runner’, if required.
Please direct delegates in the room to use a microphone when asking a question. This will ensure the question is heard by the online audience.
Check the app feed for questions and use a microphone to read out questions.
Ensure presenters use a microphone when responding to questions.

Accessing Questions in the App

The app will be available before the conference.
Download and log into the conference app. You will be emailed a link.
Open the app and select ‘AGENDA’.
Select your session.
Select ‘Live Q&A’.
Questions from delegates in the room and online will appear in a list under the question box.
There will also be a screen in front of the stage that will display questions from the app/online delegates for Chairs who would prefer to not use the app.

Audio-visual Support

An AV technician will be stationed in your room throughout your session to assist with any technical issues should they arise.

At the End of the Session

Use any remaining time for questions and discussion.
Make any closing comments and thank each speaker.
Handout gifts if provided by the conference staff.

Session Chair Guidelines