Chair Guidelines

Please make sure to familiarize yourself with the programme/structure of the session which you are chairing: the chairs will be requested to introduce the presenters, make sure the time limits are respected, and – if applicable to the session – to moderate the discussion at the end of each presentation/ end of the session or allow short questions and answers.

An up-to-date scientific programme, including the dates and times of sessions with their respective presentations, can be found here: make sure to take note of allotted presentation time and (joint) discussion time scheduled within the session.

ARRIVAL AT THE CONGRESS VENUE

Your punctuality is greatly appreciated, and we want to ensure you have a seamless experience throughout the event. By arriving early, you ensure that the sessions can start without any delays.

Stop by the registration desk to let us know that you have well arrived and to receive your congress documents.

Locate the room where your session will be held as soon as you can.

 

ARRIVAL IN YOUR SESSION ROOM

Arrive in your session room at least 10 minutes before the session.

Introduce yourself to the hostess /AV Team in the Room.

Familiarize yourself with the timing devices and audio-visual equipment: iPads have been provided for Session chairs that will allow them to follow and select the questions received by the audience in real-time through the mobile app: this is explained in the paragraph below

Should you have any problems or questions, please refer to the hostess, who will contact the appropriate person.

 

Q&A

During the session, participants will be able to ask questions in two ways:

• by using the microphones available in the room, or
• by submitting questions via the congress app.

When opening the session, please inform the audience of these two options and explain that, to submit a question through the app, they need to access the specific session page in the app where a dedicated question field is available. As a moderator, you will have an iPad on stage displaying questions submitted via the app in real time. You may review and select the most relevant questions to be addressed orally. Please note that there is no automatic moderation of submitted questions; however, participants can indicate their interest by “liking” (thumbs up) a question, which will cause the most popular ones to appear at the top of the list.

 

MEET YOUR CO-CHAIR

If you have a co-chair, decide together how to share the responsibilities (introducing presenters, monitoring time, managing discussion, concluding session).

 

MEET THE PRESENTERS

Introduce yourself to the presenters.

Remind the presenters about the overall session topic and timing, as well as time management (they will be cut-off in case they run overtime)

 

MISSING PRESENTER – WHAT TO DO?

If you have time, inform the hostess, who will liaise with the scientific team.

Start your session on time and follow the presentation order and time.

1. 1. The presenter(s) might still show up during the session to give their talk (because of conflicting schedules or similar).
   2. You might face a no-show. In that case, ensure that the remaining presenters still adhere to the timing allocated for their talk and use the free time for a discussion.

 

START THE SESSION

Start the session on time, even if the attendance is low and even if you are missing speakers (some speakers might arrive during the session because of their speaking schedule or because they are late).

Announce the title of the session and introduce yourself (and your co-chair if so agreed)

Remind the audience to switch off mobile phones to silent mode, and that filming is not allowed.

Announce any changes of which you have been notified by the organiser onsite.

 

ANIMATE THE SESSION

Introduce each speaker and the title of his presentation.

Check the time – time management is your responsibility. As the chairperson, you must ensure that all speakers can speak for their allotted time.

Be a helper – repeat or paraphrase the question if there is a language problem and/or if a speaker seems to be hesitant or uncomfortable.

Be a facilitator – facilitate the question-and-answer period by being prepared to ask questions if none are forthcoming from the audience

Stimulate the discussion

 

CLOSE THE SESSION

Thank the presenter and the audience.

Do not hesitate to end the session with strong “take-home points”!

Make sure to inform the scientific team at esska-scientific@kit-group.org about any lecture that has not been presented.

Enjoy your time with your colleagues and peers, as well as some learning!