Session Chair Guidelines
Revision as of 17:21, 16 April 2018 by Keith (Created page with "== Guidelines for UKNOF Session Chairs == '''The day before the meeting''' * Ideally during the previous day's setup, introduce yourself to the A/V and webcast crews and exp...")
Guidelines for UKNOF Session Chairs
The day before the meeting
- Ideally during the previous day's setup, introduce yourself to the A/V and webcast crews and explain your role. Make sure both of you are clear which of you will control the on/off from the microphone you will be using, and any signals you will give them to do so.
- Decide whether you prefer to use a hand-held, fixed podium, or lapel/lavalier microphone while chairing. Note that trying to use more than one microphone can lead to bad audio or confusion, it's generally best to pick one and stick with it. Also, if you are moderating questions/discussion from a panel or audience, it's generally easier to control the discussion if you have your own microphone you can interject with immediately.
- If possible at the end of the day before the meeting, review the slides for each of your speakers. Ensure their talk has a meaningful title and abstract/description (it makes them more discoverable & useful in the slide & video archives), and that the first slide in the deck has their name, affiliation and talk title. This is useful for subsequent video viewing, even if the talk is only a short lightning or panellist contribution.
- This is a good time to think of any questions you might want to pose to the speaker at the end of their talk, especially if there are none from the audience.
On the day of the meeting
- During the break prior to the session(s) you are chairing, re-contact the audio technician, and get set up if needed for a lapel microphone.
- There should be a reserved area for meeting-runners at the front of the room. Sitting beside the time-keeper and presenter laptop driver will help co-ordinate the session, but make sure you can get up easily from your seat to the stage between speakers, also that when you get up and down you will not get in the path between the camera and the lectern. Set up your laptop, power, widgets etc well in advance of the session start.
- A single-sheet summary of the running order is usually prepared by the UKNOF Chair listing for each speaker:
This sheet will be available as "Timetable.xls" under "Materials" on the event site admin in Indico, and there should be a hardcopy on the lectern so you don't space when introducing speakers.
- Before the start of your session, check with the registration desk that all your speakers have arrived. Track them down and introduce yourself to them. Verify they have submitted their slides, whether they have any special requirements, and that they know how to drive the slide clicker. Talk to the UKNOF Chair or Events Director ASAP if any speakers are absent. If in doubt, make sure you know how to pronounce the speakers' names !
- Also make sure you know who is driving the presenter laptop and time-keeping for your session, and that they are aware of any speaker special requirements. Verify with them that each speakers' slides have been uploaded to indico and the presenter laptop, especially if the speaker has requested their presentation not be published online/outside the room.
- Check with the speaker if there are special additional media, e.g. audio/video/live demos present, that the webcast runner is aware of these, and that they will work on the presentation laptop.
- Ten minutes before your session, co-ordinate with the Events Director, who will ring the bell to get everyone back into the room after the break. Also establish from him if there are any logistic announcements you need to make at the start or end of the session.
- It's generally a good idea to use the P/A system a few minutes before the start of the session to let the audience know things are starting and they should sit down, quieten down, and close the doors.
- Wait until you get the okay from the webcast-runner before starting the session. Introduce yourself, your role in UKNOF, and if there is a theme common to the talks in the session, it's a good idea to mention or comment on this.
- For each speaker:
It can be polite to acknowledge if they have come a long way, or spoken at a previous UKNOF.
- if they are in danger of over-running their slot despite the flash cards, your getting onto the stage and hovering is a strong silent signal to the speaker they are running out of time
- don't get caught out if they under-run !
- When all the speakers are done, make any logistic announcements before the session finishes.
- Also acknowledge the meeting sponsors, in descending order of contribution. There should be a hardcopy list of all the sponsors on the lectern, be VERY careful not to miss any.
- Remind the audience of the re-start time after the break, and ONLY then announce the session has ended.
- After the end of the session, or if you have to leave the stage for any reason during the session be VERY careful that your microphone is immediately muted !