Chair Guidelines

Thank you for chairing a session at the 2021 AMS-15 Conference

The following guidelines and resources are designed to assist with your preparation and participation in chairing your session.

If you have queries please contact mail@conferencedesign.com.au.

ARE YOU CHAIRING AN ORAL SESSION?

Oral presentation sessions will consist of a Zoom meeting, where you and the presenters will join.
THREE or FOUR pre-recorded presentations will be combined together, and played by a dedicated Audio Visual host, followed by approximately 10 minutes of live facilitated panel Q&A with all presenters from your session.


ARE YOU CHAIRING A POSTER-PLUS SESSION?

Poster-Plus presentation sessions will consist of a Zoom meeting, where you and the presenters will join.
FIVE pre-recorded (2 minutes) presentations will be combined together, and played by a dedicated Audio Visual host, followed by approximately 5 minutes of live facilitated panel Q&A with all presenters from your session.

WHAT ARE MY RESPONSIBILITIES AS A CHAIR?

As a session chair you will be responsible for the following tasks:

  • Introducing the session.
  • Introducing all presentations and speaker(s) with the bios provided.
  • Facilitating live Q&A with the speakers following the combined presentation videos using the online platform or Q&A chairing app.

You will be provided with a chairing run-sheet, including your zoom link for the session, timings, name, presentation details & affiliations.  These will be sent to you via a calendar invite, which will automatically convert the time of the session you are chairing to be in your time zone.

HOW WILL THE SESSION WORK/RUN?

The session will consist of pre-recorded presentations being played one by one, with a holding slide in between. These will be followed by a panel-like Q&A session between a presenter from each presentation and yourself. Questions will be submitted by the audience through a live Q&A chat feed.

Joining the Session

  • Please ensure you join your zoom meeting AT LEAST 15 minutes prior to the commencement time to meet with your session host and the presenters in your session. Your session host will run through the technical aspects with you and ensure your camera and microphone are operating correctly.
  • Join your zoom meeting provided to you in the calendar invite at least 15 minutes prior to the start of the session, to ensure your camera and microphone are working correctly.
  • Our audio visual support team will briefly run through the session with you and prompt you when the session is going live.

Opening and During Session:

  • You will welcome delegates to the session and introduce ALL presentations with the presentation titles, presenter names and affiliations.
  • Session chair will ask delegates to put any questions they have for the presenters into the Live Q&A box to the right of their screen, and remind delegates to put the presenter name at the start of their question if they want a question directed at a specific presenter.
  • A dedicated session host (A/V team) will then play all combined pre-recorded presentations.
  • At the end of the combined presentation video, all presenters and yourself as chair will participate in a Live Q&A.
  • To see audience questions, a link to the delegate Q&A app will be provided to you, or you can view questions via the platform.

Closing the session:

  • At the top of the OnAIR Platform, you will see a countdown clock that will assist you in knowing when the session is due to end.
  • We recommend wrapping up live Q&A when there is roughly one minute left on the clock. This should allow enough time for the presenters to finish their discussion, and any closing thanks and remarks to be made.
  • Following Q&A, you will thank all presenters, deliver final remarks and close the session.
  • At the conclusion of the session, yourself and all presenters can leave the Zoom meeting and log into the OnAIR conference platform to participate in other conference activities as a delegate.

Please note: your session host will be in charge of playing the pre-recorded videos and pushing you to and from the main stage. 

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