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GUIDELINE FOR SESSION CHAIR FOR ICSAM 2024

As a session chair, your role is crucial in ensuring that presentations run smoothly, and that the audience engages meaningfully with the speakers. Below are detailed guidelines to help you manage each presentation effectively.

 

  
 

1. Pre-Session Preparation

Familiarize Yourself with the Schedule:

    • Review the agenda and know the order of presentations.
    • Ensure you have the correct titles, names, and affiliations of the presenters.

Communicate with Presenters:

    • Reach out to presenters in advance to confirm their attendance and any technical requirements.
    • Encourage them to adhere to the 10-minute time limit.
    • Accommodate for changes in presentation order, if necessary.

Communicate with technical assistant:

    • Communicate with the technical assistant on standby, for all technical requirements and issues (presentation file transfers and functions, A/V issues
 

 
 

2. During the Session (10 minutes per presenter, 3 minutes Q&A)

i) Introduction

Welcome the Audience:

    • Greet attendees warmly and introduce yourself.
    • Briefly outline the session's theme and objectives

ii) Presentation Management (10 minutes per presenter)

Introduce Each Presenter:

    • Call up the presenters in order, mention their name, affiliations and title of presentation.

Timekeeping:

    • Use a timer or visual cue to keep track of presentation time.
    • Politely signal to presenters when they have 2 minutes remaining.

Engagement:

    • Encourage presenters to engage with the audience by asking questions or prompting discussions if appropriate.

iii) Q&A Session (3 minutes per presenter)

Transitioning to Q&A:

    • At the end of each presentation, thank the presenter and invite questions from the audience.
    • Remind attendees to keep questions concise.

Moderating Questions:

    • Select audience members to ask questions, ensuring a diverse range of inquiries.
    • If time permits, encourage follow-up questions but keep an eye on the clock.
    • Prepare your question if there are no questions from the audience.

Concluding Remarks:

    • After Q&A, thank the presenter again and summarize key points discussed.
    • Transition smoothly to the next presenter by introducing them immediately after concluding Q&A.

 

  
 

3) Closing the Session

i) Final Thoughts:

  • At the end of all presentations, thank all speakers for their contributions.
  • Summarize key themes or insights from the session.
  • Submit this summary of the session (soft or hardcopy) to Unit Technical for documentation

ii) Audience Engagement:

  • Encourage attendees to continue discussions during breaks or networking sessions.

iii) Feedback Collection:

  • Remind participants to fill in the feedback forms related to their experience in your session via the provided QR code.

 

  
 

Additional Tips

  • Stay Neutral: Remain impartial and respectful towards all presenters and their work.
  • Be Adaptable: Be prepared for unexpected changes, such as a presenter running over time or technical difficulties.
  • Maintain Professionalism: Keep a professional demeanor throughout, even if challenges arise.

By following these guidelines, you will help create an engaging and productive environment for both presenters and attendees, contributing significantly to the success of ICSAM 2024. The ICSAM team greatly appreciates the cooperation and understanding of all chairpersons involved.