CHAIRPERSON GUIDELINES
This information is for all chairpersons. These guidelines include instructions on what is expected and how to manage your assigned session.
What can I expect on the day?
The assigned room can vary depending on the type of session. It will either be set up as theatre style, classroom style, cabaret setup or a mix.
Rooms will be set with a standard lectern and foldback LCD screens for presenters. Where required, chairs will be in place for any panels you may have in your session.
Chairpersons/speakers can use the lectern during their introduction, presentation and Q&A. A handheld mic will be available on the lecturn with additional handheld mics available should these be required for panel/Q&A sessions.
We advise that presenters sit in the front row/near the front of the room so that they can easily move up to the lectern to present.
What if I need help?
There will be an EITF room attendant available who will float in and out of your room during your session. They will be able to assist with your questions.
There will also be AV technicians available in each room to assist with any enquiries.
How will Q&A work?
All Q&A will take place using wireless mics in the room.
No Q&A will be possible in the forum app.
If an audience member calls out a question whilst seated, you must repeat the question so everyone can hear.
Chairpersons/speakers must always speak into the microphone.
What is expected of me as a chairperson?
The chairperson is expected to manage the session, and this includes but is not limited to the following actions:
- Introduce the session
- Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title is sufficient)
- Facilitate Q&A with the audience
- Ensure the session does not exceed the allocated time
- Close the session and thank presenters/audience
A run sheet for the session will be available at the front of the room. This sheet will detail:
- Speaker names and presentation titles
- Length of presentations
- Any announcements you are required to deliver at the close of session.
If you have a co-chairperson for your session, please discuss with your co-chairperson how you will divide the role within the session. For example, one may choose to open/close session while the other may choose to facilitate Q&A.
Important note: All sessions must run to time. It is the chairperson’s responsibility to stop the speaker if they exceed their time limit.
What can I expect on the day?
The room set of your room can vary depending on the type of session in your room. It will either be set up as theatre style, cabaret, banquet or a mix.
Rooms will be set with a head table. The head table can be used by the chairperson and for any panels you may have in your session.
The head table can also be used during any Q&A you have in your session. Chairpersons/speakers can use the head table and/or lectern during Q&A.
We advise that presenters sit in the front row/near the front of the room so that they can easily move up to the lectern to present.
What if I need help?
There will be an EITF room attendant available who will float in and out of your room during your session. They will be able to assist with your questions.
There will also be AV technicians available to assist with any enquiries.
How will Q&A work?
All Q&A will be handled in-person within each room – with questions and answers being vocalised in the room.
No Q&A will be possible in the forum app.
If an audience member calls out a question whilst seated, you must repeat the question so everyone can hear. Chairpersons/speakers must always speak into the microphone.
What is expected of me as a chairperson?
It is IMPORTANT that all chairpersons download the forum app to effectively manage their assigned session.
The app will show the following information:
- Session information including the title of the session, speaker names, presentation titles and presentation lengths
The chairperson is expected to manage the session, and this includes but is not limited to the following actions:
- Introduce the session
- Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title is sufficient)
- Facilitate Q&A with the audience
- Ensure the session runs to rime and does not exceed the allocated time
- Close the session and thank speakers/audience
Discuss with your co-chairperson how you will divide the role within the session. For example, one may choose to open/close session while the other may choose to facilitate Q&A.
Important note: All sessions must run to time. It is the chairperson’s responsibility to stop the speaker if they exceed their time limit.