Session Chair / Moderator Guidelines & Tips
The influential role of the Session Chair in moderating the scientific sessions,
both as time and discussion gatekeeper, cannot be overstated. The following
guidelines have been prepared to ensure the smooth and uniform running of
the meeting sessions. Please become fully acquainted with them.
Pre-meeting contacts with presenters:
We urge you to contact and to introduce yourself to your presenters as soon as
possible (in advance of the session), both to develop rapport with your speakers
and to develop possible discussion threads for the session.
Pre-session meeting with presenters:
Session Chairs should meet with Speakers 10 minutes before the session
begins, in the room in which the session will be held. Additionally, chairs are
encouraged to meet with presenters at any other mutually convenient time.
Speakers have been instructed to arrive at the room 10 minutes before the start
of their presentation, in order to check in with you before the start of the session.
Instruct the speakers as to where you would like them to sit at the head table.
If you prefer, you may have the speakers sit in the first row of the audience.
Opening the session:
It is essential that all sessions start on time and that each Speaker (even the last
one) receives the time he/she has been allotted for the presentation. Time
management is your responsibility, as Chairman, alone. It is critical that talks stay
on schedule so that attendees may move between sessions as needed. Please
ensure that each speaker sticks to the allocated time for his presentation
including questions and answers.
Announcements at your session introduction.
These should include such things as:
o last-minute changes in the presentations,
o encourage attendees to sit in the front section of the room, or if
attendees are standing in the back of the room, ask them to fill in the
seating.
o how questions to speakers will be handled,
o remind participants to complete Evaluation Forms,
o timing of any breaks, and
o request attendees to visit exhibition at the breaks.
These announcements contribute to the smooth functioning of the meeting
and to the attendees' gaining the full benefit of the meeting experience, so
please don't gloss over them.
Before beginning the session, please make an announcement to presenters and
attendees to please turn off all cellular phones and pagers as a courtesy for all in
attendance.
Introducing Speakers: Introduce each speaker before the start of his/her
presentation.
If a speaker cancels or does not show up, promote discussion during the
remaining time or, as a last resort, declare a break.
Instruct attendees asking questions to use an aisle microphone.
Ending the Session:
We encourage you to provide a brief summary of the session at its conclusion.
Please thank the speakers. Remind the audience that CME credits will be
granted only upon completion and return of the Speaker and Conference
Evaluation Forms.