Chair guidelines

Key tasks and responsibilities

The chair has an essential part to play in the overall success of a conference session. The key aspects of the role are to:

  1. Ensure the smooth conduct of the session.
  2. Prepare opening and closing remarks for the session, which stimulates audience interest and adds value.
  3. Start and finish the session on time, according to the program schedule.
  4. Introduce the session topic and welcome each speaker.
  5. Moderate the question and discussion time.
  6. Ensure that everyone can be heard.
  7. Ensure information and housekeeping notes from the conference organisers are conveyed to those attending the session. The chair is the prime communicator of relevant information and messages to the delegates in each session.

Session formats

AIEC sessions have different formats and require different approaches for chairing.

  • Presentation, 75 minutes
  • Presentation, 30 minutes (paired with one other 30-minute presentation)
  • Panel presentation or discussion
  • Cafe session
  • Pre-conference workshop
  • Poster session

View session types and formats

Meeting speakers

Speaker contact details will be shared with the chair or moderator (as per the submission terms and conditions), who may get in touch with the speaker(s) before the session to find out more information and discuss how they would like to conduct their presentation.

At the conference, we recommend that you meet the speakers in the session room 10 to 15 minutes prior to the beginning of the session. This will enable you and the speakers to meet each other and discuss any issues before the session starts.

Please note the poster sessions take place in the Exhibition Hall, in the Speakers' Lounge (see floorplan).

Speaker profiles

The names, presentation titles, biographies and photos of the speakers in your session will be available via the online program and the conference app.

Please check the program handbook for information on how to download the conference app.

If a particular speaker profile is not available, please ask the speaker before the session starts what is the best introduction for them.

Introductions and acknowledgement

A key role of the chair is to introduce the session and the panellists or presenters. At the beginning of the session, please provide a brief introduction and welcome all conference delegates.

If speakers are on Twitter, please take a moment to read out their Twitter handles, as this will allow the audience to properly mention them in their tweets. We have asked all speakers to include their Twitter handles in their bios and PowerPoint presentations, but it’s always a good idea to remind delegates at the start of the session.

Panels and presentations

It is recommended that you read the session description carefully, so that you can introduce and close the session by making appropriate links between the topics/issues that are presented, especially in the case when there is more than one presentation or if the session will have a panel or discussion format.

Poster sessions

For poster presentations, please provide a brief explanation of how the poster session will run. That is, each presenter will have 3-5 minute to introduce themselves and key points of their poster. All posters will be presented at the start of the session, and then the group will break-out into smaller groups and continue the discussion at the poster boards.

Café sessions

For cafe presentations, please provide a brief explanation of how the session will run. If a presentation is required at the start to set the scene, ensure it is brief and that enough time is allocated to the small group discussions. Also, ensure you allow enough time at the end of the session for the different groups to provide their feedback and report back to the group.

Housekeeping notes

If there are additional housekeeping notices to be read out, these will be provided on the lectern at the front of the room.

Please advise delegates to turn off or put mobile phones on silent before the session.

Audiovisual and PowerPoint presentations

All audiovisual equipment and services are provided by the audiovisual team onsite. Speakers are instructed to bring a backup of their PowerPoint presentation on a memory stick.

All speakers must check in at the Speakers' Preparation Room the day befoer their scheduled session, and all presentations must be uploaded and networked least two hours before the start of the session. If you are planning on using audiovisual, ensure you visit the Speakers' Preparation Room.

Please make sure all speakers in your session have uploaded their presentations. Check that the presentations are accessible from the lectern.

If you require technical assistance during the session, advise a member of the conference crew assigned to your room, who will assist or call in a MCEC technician.

Audiovisual equipment at AIEC 2016

Time keeping

In the interest of keeping an efficient program schedule, please ensure speakers do not exceed the allotted duration of their presentations and that the session runs to time.

Café sessions and poster sessions require the chair to keep a close eye on timing.

We will provide time-keeping cards that you may use at your discretion during the session. Please discuss with speakers before the start of the session how you want to use these time-keeping props and when they will want time-remaining reminders. The conference crew can also assist you with this.

Program changes

In some sessions, there may be last-minute cancellations if a speaker is unable to present as planned. This would be considered an unusual situation, but as chair for the session we ask that you are prepared for this eventuality. The time allocated to missing speakers can be used for facilitated discussion or similar activities. It would be helpful if you could find discussion points to facilitate audience discussion in this time slot. Examples of activities could include inviting the audience to share why they are at the session or their interest or experience in the topic. This could be done as a group or sharing with the person sitting next to them.


The chair plays a key role in facilitating question time after the presentations.

There will be a roving microphone available for questions from the audience. Please encourage delegates to use the room microphones to ask questions as this allows everyone to hear.

TIP: It is helpful for the chair to repeat the question so the audience can hear it, especially when delegates do not use the roving microphone.

All chairs are welcome to combine questions from the floor with questions received via Twitter. If you are planning on using Twitter, make sure you let the audience know at the start of the session. The conference hashtag is #aiec2016, and there will not be any specific hashtags created for individual sessions. It will be up to each chair to manage the questions and select the ones that are most relevant to the session.

Panels and presentations

For panel sessions it is best to leave questions until all presentations have been completed.

For thematic sessions it is appropriate to invite questions at the conclusion of each presentation. Please make sure that close attention is paid to time in order to ensure that each presentation gets the same time allocation. It is recommended that you prepare two or three questions to ask each speaker in case there are no questions for the speaker from the audience.

Café sessions

For café sessions, there will be limited time for questions. Please ensure all delegates have understood how you will run the session and allow for questions and clarification about the process at the start of the session. The last part of the session (15-20 minutes) should be dedicated to the reporting and feedback from the delegates.

Assistance during your session

There will be audiovisual support available to assist if necessary.

Conference crew members or the Registration Desk staff will be available throughout the conference to assist if needed. Please let us know if there is anything we can do to help.