Guidance for session Chairs
Chairs play a key role in the conference, enabling speakers to give their presentations, attendees to ask questions, facilitating discussion, and ensuring a positive and constructive environment for everyone involved.
We are committed to providing a supportive and constructive environment that is as inclusive as possible for all attendees. On this page, we have provided some guidance to help you plan and make the most of your session at the conference, and to support those presenting.
Code of conduct
We encourage you to familiarise yourself again with the conference code of conduct, which all conference delegates agree to abide by.
Resources for Chairs
We have also collated some resources to support you as Chair should there be any inappropriate comments or behaviours during the session, in person or online. Please report any incidents to the conference organisers at the Helpdesk, or via email.
Preparing for conference
Follow these steps to prepare for the conference as a session Chair.
Finding your session details in the programme
The programme can be accessed using Ex Ordo's virtual event space.
Click the 'at a glance' tab to view the full programme, where you are also able to download and print a PDF version of the programme.
Use the search bar to explore by presentation title, session, or author.
To find details of papers included in Research Group-sponsored sessions, head to the 'discover' page. Here, you will be able to find contributions being made to your specialist field of interest.
To access an online or hybrid session (as an online attendee) during the conference, click the 'live' tab at the top of the event space. On the 'live' page, you will be able to stream online content from each of the hybrid and online 'stages' during throughout the conference.
Read our guidance on making the most of the online event space
Before the conference
We recommend that you contact those participating in your session at least a week ahead of the conference to:
-
Remind them of the location, date and time of the session
-
Find out how speakers prefer to be introduced, and how to pronounce their names
-
Confirm how long they will have to present (as a rough guideline, for a five-paper session, this is usually 10-12 minutes), and how you plan to handle the Q&A section
-
Encourage them to be in the session room 20 minutes before the session starts
-
Let them know if you plan to record your session for upload to the online programme (to be accessible to registered delegates only for up to three months after the conference) and confirm they are happy with this
-
Encourage them to upload files to the online event space and to send a backup copy of their presentation files to you ahead of the event in case of technical problems on the day
-
Remind them to notify you, and the conference organisers, if they are no longer able to attend
-
It may be a good idea to give presenters your contact details ahead of time, so that if they get lost or are running behind schedule you can assist and adjust the session schedule accordingly
Before you arrive at the session, check the online programme one final time for any last-minute changes. We will do our best to notify you of any changes to your session in advance, but the online programme will include any updates we have been made aware of.
As we make our final preparations for the conference, from Monday 5 August you will need to log in to view the conference programme. Access is via the email you used to register. If you are having any difficulties logging into the online platform, please contact us to resolve these.
You can access a downloadable grid view conference programme here, which lists sessions by date, time and room. Click through to access full session details (you will need to be logged in to view).
Chairing a hybrid or in-person session
Finding the room
If you are chairing a hybrid session at the Society, or an in-person session at Imperial College London, we recommend arriving at your allocated room 20 minutes in advance of the session to get set up. Your presenters have been asked to arrive 20 minutes before the session starts.
Room details are listed on your session details in the online programme.
Read our guide on finding buildings and rooms
Preparing the presentations
If your session is hybrid, an AV technician will be on hand to assist you with the AV and to ensure you can connect with your remote presenters via Zoom. There will also be guidance in the room on requesting additional technical support if required.
Introduce yourself to each of the presenters, invite them to add their slides to the session room computer, and check for any last-minute changes to their titles and how to pronounce their name.
If presenters are using slides, make sure these display correctly; if they are using video or audio clips, encourage them to check that these are working before the session starts.
Read our guidance on participating in hybrid sessions
Chairing the session
When the session starts, please do a short welcome, and briefly introduce each of the presenters (name, institution, and paper title).
Whilst the session is in progress, you will be responsible for keeping the session to time. It is very important that each of the presentations keep to time.
You will have signs that indicate "five minutes to go", "two minutes to go", and "STOP". Use these to inform the presenters of their remaining time.
If a participant runs over time, you may need to interrupt them verbally to stop the presentation. This is important out of respect for the other presenters, allowing everyone a fair chance to present their work.
Chairing the Q&A
Only allow time for a (question-and-answer Q&A section if time permits — if there is no time, participants should be encouraged to continue the conversation outside the session.
When running the Q&A, please inform audience members of your preferred way of raising questions, and stick to this method throughout.
We encourage you to enable a range of people to ask questions, and in particular giving early-career or more marginalised colleagues the chance to speak first. Ideally, avoid taking multiple questions from the same person to give others the chance to participate.
As Chair, be ready with a first question if none are forthcoming.
Ending the session
At the end of the session, thank all participants for presenting, and encourage attendees to continue the conversation during the break.
Additional guidance for hybrid sessions
Take note of this additional guidance if Chairing a hybrid session.
Overview
Each hybrid session will have a Zoom meeting set up using our conference Zoom accounts and a session room allocated at the Society. The session’s Zoom meeting will be open on the session room laptop, linked to the room AV, so that it is visible onscreen.
You must not disconnect the session room laptop from the room AV at any point, as this will disconnect the Zoom meeting.
Delivering the session
We strongly recommend that one of the session organisers also be logged into the meeting on their own device (muted so as not to create any feedback) so that they can provide support to presenters, help monitor the chat, respond to questions, and so on.
In-room presenters should bring their presentations on USB sticks and upload these to the desktop of the session room laptop. While presenting, they should share their slides using the ‘Share my screen’ feature in Zoom. You may need to double-check that the slides are set to ‘Duplicate screen’ mode, so that they advance for both those in the room and those watching online.
During a remote presentation, the session Chair should be visible from the session room camera so that they are visible to the remote presenter. To keep presenters to time, you can hold the ‘5 minutes to go’ etc signs up to the camera, send a direct message in the chat, and, as needed, verbally interrupt to ask the presenter to stop.
As Chair you should decide how to run the Q&A so as to give opportunities to those in the room and those watching online. You should also let everyone know at the start of the session how this will work.
-
We recommend that you ask for those taking part online to post questions in the session chat, to be read out and asked by the Chair. You can also ask people to use the ‘Raise Hand’ feature, and then invite people to unmute themselves to ask their question.
-
During Q&A, the Chair should repeat/summarise any questions asked in the room for the benefit of those taking part online.
Recording the session
As Chair, you can decide to record the session for upload to the online conference programme (to be available for up to three months for registered delegates to watch on catch-up). If the session is being recorded, you should announce this at the beginning of the session.
To record a hybrid session, please press 'Record' in the Zoom meeting at the start of the session.
Chairing an online session
Follow these steps when Chairing an online session.
Find out how to access online sessions
Starting the session
In advance of your session, ensure that you have installed the latest version of Zoom on your device. There is more information in our guide to planning your online attendance.
If you are chairing an online session, you will be able to access your session through our virtual platform, Ex Ordo. Navigate to your session details page, and access
Please join the session around 15 minutes before the scheduled start-time to meet with the Stage Manager and welcome each of the presenters. Here, you should ensure that each presenter has a copy of their presentation, and ideally has sent you a backup version in case of technical issues.
Chairing the session
Keep speakers to their allocated time. You can use the chat to indicate ‘five minutes to go’ and ‘two minutes to go’. When there is only one minute remaining, it may be helpful to unmute and indicate this verbally. If a presenter overruns, you may need to interrupt them verbally, stop the presentation, and move on to the next presenter.
If a speaker fails to arrive, or has technical difficulties which prevent them from presenting, we suggest you move to the next presenter rather than delaying.
If the absent presenter is able to rejoin, move them to the end of the sequence. If you have collected presentations ahead of your session, you can share your screen and slides on behalf of a presenter who is struggling with technical difficulties.
If they do not rejoin, please use the extra time for discussion, rather than allowing the other speakers extra time to present.
If a presenter is unable to present on the day, they are encouraged to record and upload their presentation to the virtual event space after the event (if they haven’t already done so).
Chairing the Q&A
Only begin a Q&A session if time permits. If there is no time for questions, or time runs out before all questions can be answered, strongly encourage participants to continue the conversation outside of the session.
Please give guidance to your presenters, attendees, and the Stage Manager on how you would like to take questions:
-
You can invite questions via the ‘Chat’ function.
-
You can invite attendees to indicate that they would like to ask a question by using the ‘Raise Hand’ function. You can then verbally invite an attendee with a raised hand to ask a question. Please encourage those who speak to state their name and affiliation when asking a question.
During Q&A, try to allow a range of people to ask questions, and consider giving early-career or more marginalised colleagues the chance to ask the first question. Ideally, avoid taking multiple questions from the same person to give others the chance to participate.
Running the Q&A
The question-and-answer section is an important opportunity for delegates to engage with the work of presenters, allowing them to answer questions, learn more about the research, and make suggestions for future work.
Dealing with the most common situations
Read these tips on dealing with the most common situations during Q&A:
-
Time is almost up: “We have time for one last question.”
-
There are too many questions to accommodate: encourage the audience to chat with the speaker during a break.
-
A question is unclear: ask for clarification (“Could you be more specific?") or try to paraphrase (“If I understand you correctly, then you’re asking…") or, if all else fails, suggest that the question be answered in the break.
-
Somebody is dominating questions: “Thank you. We need to give other members of the audience a chance to ask questions. Please continue this interesting conversation during the break.”
-
Somebody is asking a long rambling question: “Would you please come to the point?”
-
Somebody is making a statement rather than asking a question: “Would you please ask a question?”
If no questions are forthcoming, use the Chair's prerogative to ask your own. If possible, prepare a couple of questions ahead of time by reading the abstract and thinking of a general question to ask. Alternatively, you can ask the speaker if there are any questions that they would like you to ask (do this before the session starts).
Ask the organisers: drop-in sessions
We are hosting a series of drop-in sessions to give presenters and Chairs the opportunity to ask questions of the organisers, and to familiarise themselves with Zoom's functionalities. This will be particularly helpful to those presenting online via Zoom.
The drop-in sessions will be hosted via Zoom. Delegates are welcome to join any one of these sessions to ask the organisers a question, practice sharing their presentation slides via Zoom, and test their video and sound quality.
Drop-ins will be held on the following dates and times:
- Tuesday 20 August, 10.00-11.00am BST. Click here to join the drop-in.
You will join a waiting room before being admitted to the drop-in on a one-to-one basis.
Making the most of the online platform
Find out how to navigate the online platform and upload content.
Attending the in-person conference
What to expect at the in-person conference
Attending the virtual conference
What to expect of the virtual elements at this year's conference.
How to find buildings and rooms
Navigate the conference venue with our handy step-by-step guides.
Accessibility at the conference
Find out how we are making the conference accessible for all.
Guide for newcomers
Advice and support for those new to the conference.
Code of conduct
The Society's annual conference code of conduct applies to all delegates and participants.
How we run the conference
Learn more about the range of initiatives undertaken both by us as conference organisers and by our Research Groups.