Chair Instructions

Instructions for session chairs

Thank you for serving as a Session Chair at WC13. Your role is critical to ensuring sessions run smoothly, speakers feel supported, and attendees benefit from a well-managed learning experience. Please review the following instructions carefully before your session.

Before the Session

  • Arrive at your session room at least 20 minutes before the session starts.
  • Introduce yourself to the speakers and the technical support staff in the room.
  • Verify the presentation order and whether there are any changes (withdrawals, remote speakers, etc.).
  • Ensure presentations are loaded and functioning on the session computer.
  • Each speaker has a fixed time (e.g., 12 minutes for presentation + 3 minutes for Q&A).
  • Total session time must be respected, including transition and audience engagement.
  • Time allocations may differ by session (panel, roundtable, discussion and presentations); please verify (click here) your session timings and format in advance.

During the Session

Open the Session

  • Begin on time with a brief welcome:
    • Introduce yourself.
    • Announce the session title and format.
    • Outline the structure (number of speakers, time per speaker, Q&A format).
    • Mention any housekeeping items, such as: How to ask questions (e.g., raise hand, use microphone, etc.)
    • Remind to silence mobile phones.

Introduce Each Speaker

  • Read a brief introduction (name, affiliation, title of talk).
  • Keep intros short to preserve speaking time.
  • Keep Time: use gestures or a timer to signal:
    • 2 minutes remaining
    • 1 minute remaining
    • Time up
  • Politely but firmly cut off speakers who exceed their time to stay on schedule.

Moderate Questions

  • Invite questions after each talk or at the end (as per session format).
  • Encourage concise, respectful questions from the audience.
  • If needed, ask a question yourself to stimulate discussion.

Handling Issues

  • If a speaker is absent, wait no more than 2 minutes, then move on. If applicable add the missing speaker at a later point.
  • If technical issues arise, work with the room technician. Use the time to engage the audience or preview the next speaker.
  • For virtual presentations, ensure all can see and hear the recording clearly.

Closing the Session

  • Thank all speakers and attendees.
  • Make any final announcements (e.g., upcoming related sessions, breaks).
  • End the session on time to allow room turnover.

General Tips

  • Be inclusive: encourage diverse voices and equitable discussion.
  • Respect accessibility needs (e.g., use microphone, don’t speak over others).
  • Foster a professional and welcoming environment.