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Session Chair Guidance

Guidance and information for the session chairs

Welcome, and thank you for volunteering to serve as a Session Chair for RSECon26. Your role is central to the smooth running of the conference and contributes significantly to the success of the event. Below is detailed guidance to help you prepare for and carry out your responsibilities effectively.

Responsibilities

As a Session Chair, you will moderate a single (in most cases) 90-minute session consisting of a number of Talks and Walkthroughs. Your duties include:

Coordinating with Technical Staff and Volunteers

  • Work with the technical staff to ensure smooth transitions between presentations.
  • Coordinate with volunteers to manage any technical issues, such as AV equipment or connectivity problems.

Introducing Speakers

  • Briefly introduce each speaker or group of speakers, including their name, affiliation, and the title of their presentation.
  • Provide any relevant context or background to set the stage for the presentation.

Managing Time

  • Ensure sessions and individual contributions start and end on time.
  • Use time cards or a timer (an online option is minutebell.com) to notify speakers when they are nearing the end of their allotted time.
  • Politely intervene if a speaker exceeds their time limit to keep the session on schedule.
  • If a speaker finishes early, do not start the next presentation ahead of its scheduled time. Attendees often move between rooms to catch specific talks and will arrive expecting the published start time. Use the spare minutes to encourage further questions from the audience, or invite the speaker to expand on one of their slides. If the discussion genuinely runs dry, a short break is preferable to starting early.

Facilitating Q&A and Discussions

  • All audience questions are submitted through Slido and read out by the chair. Volunteers will assist with moderating these questions. Please familiarise yourself with the platform in advance and ensure you can access the questions for the sessions you are chairing. We recommend using the app so you can easily read questions during the session.
  • Aim to allocate 3-5 minutes for Q&A after each presentation, but ensure the total session length does not exceed the time allocated in the schedule. Please confirm timings with the speakers beforehand.
    • 15-minute slots: 12 minute presentation, then 3 minutes of Q&A
    • 30-minute slots: 25-minute presentation, then 5 minutes of Q&A
  • For Walkthroughs, a speaker may wish to take questions throughout — they will have been instructed to discuss this with you in advance. It is up to the speaker to invite these questions and ask you to relay them.
  • Feel confident to intervene if a speaker is running over. Adjust the length of the Q&A dynamically to keep the session on schedule. If time runs out, encourage audience members with questions to contact the speaker directly.
  • Ensure that any follow-up discussion remains respectful, professional, and within the time limits.

Thanking Speakers

  • At the end of each presentation, thank the speakers for their contribution.
  • Encourage applause and acknowledgement from the audience.

Accessibility

  • Where you can, remind speakers ahead of their talk to describe key visuals and to read out anything essential that appears only on a slide.
  • Read each Slido question aloud clearly before the speakers answer, so that everyone (in the room and remote) can follow, including anyone who cannot see the screen.
  • If live captioning is in use, point attendees to where they can access it.

Code of Conduct

RSECon26 operates under a Code of Conduct, and all sessions are expected to uphold it.

  • If a question or comment becomes disrespectful, off-topic, or inappropriate, intervene politely and move the session on.
  • For anything more serious, you do not need to resolve it yourself. Every session has at least one volunteer present – alert them and they will contact the programme team on your behalf. Prioritise the comfort and safety of attendees over keeping rigidly to the schedule.

Before the Session

  • Review the session schedule: Familiarise yourself with the running order and the time allocated for each presentation.
  • Prepare introductions: Have a brief introduction ready for each speaker.
  • Meet with volunteers: Introduce yourself to the volunteers assisting you and agree a plan for the session.
  • Check the technical setup: Arrive at the session room early to confirm everything is working, including your access to the questions platform.
  • Meet with presenters: Presenters will introduce themselves immediately before the session. Confirm how they wish to be introduced, how their names are pronounced, and their individual preferences for taking questions.
    • Absent presenters: Should a presenter be absent, check the programme and inform attendees about the updated session schedule and parallel tracks as alternatives.
  • Show the session introduction slide: Ensure the introductory slide – showing the session name, content, timings, and the Q&A link – is displayed.
  • Meet with your volunteer(s): Every session has at least one volunteer assigned. Introduce yourself, agree on a plan for the session, and confirm that they are your point of contact for any technical, logistical, or Code of Conduct issue that arises – including emergencies.

During the Session

  • Start on time: Begin promptly by introducing yourself and outlining the session structure. Recording notice: Inform attendees sitting near the front that they may appear in recordings. Anyone who prefers not to be recorded should sit away from the lectern.
  • Recording notice: Inform attendees sitting near the front that they may appear in recordings. Anyone who prefers not to be recorded should sit away from the lectern.
  • Maintain flow: Manage transitions between presentations and keep speakers to their time limits.
  • Moderate Q&A: Use the questions platform to select and ask audience questions, ensuring they are clear and relevant.
  • Kickstart the questions: Have a few questions ready in case the audience is slow to start, or ask the presenter to expand on something they skipped over.
  • Handle issues: Address technical or logistical issues promptly, coordinating with volunteers and technical staff as needed.

At the End of the Session

  • Close the session: Thank all speakers and attendees for their participation.
  • Report issues: Inform the volunteer of any issues that arose that may need addressing for future sessions. Alternatively, you can email the programme team directly at [email protected].

Key Points to Remember

  • Respect and professionalism: Maintain a respectful and professional demeanour throughout.
  • Time management: Keep to the schedule so that every speaker has their full allotted time. Be aware that some people join sessions for specific content, so do not start presentations early.
  • Engagement: Foster an inclusive and engaging environment for both in-person and remote attendees.

Contact Information

If you have any questions or need assistance during a session, speak to your session volunteer (look for the RSE-maroon-coloured t-shirts), who can reach the programme team directly. There is at least one volunteer in each session. For less urgent issues, please email the programme team at [email protected].

Thank you once again for your commitment and contribution to RSECon26.