ESERA2015

Guidance for Chairpersons

 

For all sessions, Chairpersons are asked to do two key things:

Firstly, the chairperson acts as the Master of Ceremonies for the session, ensuring everyone keeps to the allotted time. Please be very strict about timing so that everyone has an equal opportunity to present their work. To facilitate this, there will be three warning cards in each room.

Secondly, the Chairperson is an enabler of interaction and discussion – this is one of the most important aspects of a research conference, so please foster discussion actively.


Each symposia, oral presentation session, and interactive poster session is 2 hours (120 minutes).


Specific details for different session types are outlined below:


Chairing Single Oral Presentation Sessions


Your role is to manage the timing of the presentations and check that all runs smoothly. Introduce yourself to the presenters and encourage them to upload their presentations before the session begins.
Remind the presenters of the timing, depending on the number of papers in the session:
With six (6) papers this format allows for 15 minutes of individual presentation time followed by a 5-minute discussion for each paper.
With five (5) papers, this format allows for 18 minutes of individual presentation time followed by a 6-minute discussion for each paper.
With four (4) papers, this format allows for 23 minutes of individual presentation time followed by a 7-minute discussion for each paper.


You will be given three colored cards with 5 minutes (white), 2 minutes (yellow) and STOP (red) written on them so that you can give the presenters a clear indication of the time left. Each room will also have a student host and you can ask him/her to facilitate the session with helping out with uploading the presentations and staying within the allocated time.


During the discussion of the previous paper, the next presenter should get prepared for his/her presentation in order for the session to run smoothly and on time. As the session Chairperson is usually the last presenter, it will give an incentive to stay on time.


Chairing Interactive Poster Sessions


Your role is very important in making the poster sessions a vibrant opportunity for exchanging research. If presenters have not already done so, remind them to put up their posters on the boards and upload their presentations on the computer. The poster boards are two-sided so one poster goes on each side. Pins for attaching are provided in the rooms.


Most sessions will have 7 or 8 presenters. The sessions are organized into two parts. The session will start with brief presentations of the research topic with slides. Before going to each poster display, each presenter at a time has about 4 minutes to present their study to the audience using a slide presentation (e.g. a Power Point or Prezi).


Afterwards, the rest of the time is reserved for in-depth discussions around the graphic displays between the presenters and the audience. This might be as a whole group but it is more likely to be conducted in small groups or one-to-one conversations.


As Chairperson (and usually the last poster presenter), you will need to explain how the session runs as it may be unfamiliar to some delegates. You will also need to manage the timing and encourage fruitful discussion for each poster. Each room will also have a student host and you can ask him/her to facilitate the session with helping out with uploading the presentations, setting up the posters, and staying within the allocated time.

 

Chairing Symposia


Your role is to manage the smooth flow of the symposium. Introduce the presenters and discussant, and check everyone knows the timing. In a symposium with four paper presentations, each presenter has 20 minutes for his/her own paper presentation. This will be followed by 20 minutes used by the discussant. At the end of the session, you as the the chairperson will guide a general discussion for the last 20 minutes. You will be given three colored cards with 5 minutes (white), 2 minutes (yellow) and STOP (red) written on them so that you can give the presenters a clear indication of the time left.


Each room will also have a student host and you can ask him/her to facilitate the session with helping out with uploading the presentations and staying within the allocated time.