Chairmen's Corner

Index:

Session Chair Instructions for in-Person Conference
Session Chair Instructions for Virtual Conference
PowerPoint Template for Conference Presentations
Provide your Chairman's Session Feedback via the website.
GSE Rules & Regulations

Session Chair Instructions for in-Person Conference

Before/At Start of Session

• Ensure that you know the session code and title and the speaker’s name, and that you are in the correct room (as sessions which are being recorded or which are shared with another stream may be in a different room)
• Check that the room notice is correct
• Check the projector with your or the speaker's laptop
• Check whether the speaker will take questions during or after the presentation
• Check whether a copy of the speaker's presentation is already on the conference website; if not ask the speaker if he/she is going to upload a file.
  Modify your announcement about this in the Session Introduction accordingly.
• Check whether the speaker wants a timing reminder countdown at 10 minutes and 5 minutes to go towards the end of his/her presentation

Session Introduction

• Announce to the audience which stream (e.g. IMS) and session they are in (giving the session code).
  If streams are sharing the session, give the name and session code for each.
• Remind the audience of a few rules - e.g. turn phones to silent, don't use noisy keyboards, etc.
• Tell the audience that this year they can provide session feedback either online or on paper feedback forms.
• Feedback should ideally be provided immediately after the session.
• We would prefer that they use the online method as it saves us having to enter the information ourselves and therefore quicker to provide the results, but paper forms are better than no feedback.
• For online feedback they should scan the QR code on the room notice or the last page of the presentation, follow the link from the session abstract page in the online agenda, or go to http://conferences.gse.org.uk/2015/feedback/nn where nn is the session code in uppercase;
  or they can complete a paper feedback form and return it to the chair.
• Explain that the best answer for Question 1 is 5 rather than 9!
• Remind them that here is a prize draw at the end of each day of all session feedback returned, beit online or on paper, with great prizes!
• Introduce the speaker
• Let the audience know the speaker's preference for questions
• If a copy of the presentation is available or will be available from the conference website:
  • Remind the audience that this will be available for download.

 Hand over to the speaker

During session

• Check for violation of GSE rules (e.g. marketing activities and/or prices given - see GSE Rules and Regulations - Code of Conduct below)
• Ensure the speaker is made aware if time is getting tight or he/she needs to speak up (use the printed signs provided)
• Count the number of attendees and record the information on the Chair Feedback form or on this webpage.

End of session

• Assist the speaker in taking questions
• Thank the speaker and lead the "round of applause"
• Give the speaker his/her thank you letter and draw his/her attention to the message on the envelope (which indicates that action is required)
• Remind the audience to complete feedback for the appropriate session code and that there is a daily prize draw!
• If the next session will be held in a different room, announce its location
• Enter Chairman's feedback for the session using either the website form or the paper form.
  Return the paper form if you have used one to the registration desk (these can be collected and handed in at the end of each day) or hand it to the runner who collects delegates' completed feedback forms.

Session Chair Instructions for Virtual Conference

Before Session

Gino Spolverino’s training video for Chairs can be found at …  https://vimeo.com/638415017/745f447737

• To prepare for chairing this session you must have obtained the Zoom link to the session (from the invitation from Gino or MyGSE BYOA agenda) AND have the WhatsApp group 'GSE 2021 Chairpeople' activated on your mobile device.  The WhatsApp group is being used to make Gino and others aware of any problems you have during the session.
• Ensure that you know the session code, title and the speaker’s name.
• 15 minutes before the session is due to start follow the link to the session. You will automatically go into the waiting room and Gino will admit you to the virtual room once you are there.  If this doesn’t happen use the WhatsApp group to alert Gino that you are waiting to enter.
• When you join you will be made host for the virtual room.
• Recording of the session will have already been started.
• Speakers have been advised to join the meeting 10 minutes before the start. Look for them in the waiting room and admit them to the virtual room.  If they are late hold attendees in the waiting room and do not admit them until the speaker(s) is set up and ready to present.
• By default, the speakers will be muted and you have the control to unmute them.
• Check that the speaker is setup correctly and that you can see and hear them and that they can share their presentation.  CHECK THAT IT WORKS before the session starts.
• Check whether the speaker knows that questions will be submitted by the chat facility for them to answer after the presentation.
• Check whether a copy of the speaker's presentation is already on the conference website; if not ask the speaker if he/she is going to upload a file.
  Modify your announcement about this in the Session Introduction accordingly.
• Check whether the speaker wants a timing reminder countdown at 10 minutes and 5 minutes to go towards the end of his/her presentation

Session Introduction

• Admit all participants from the waiting room into the virtual room.
• Announce to the audience which stream (e.g. IMS) and session they are in (giving the session code).
• Tell the audience that the session is being recorded and will be available after the conference.
• Tell the audience know that questions can be submitted by the chat window.
• Tell the audience they can provide session feedback online from the links on the agenda abstract page or from the BYOA agenda or scanning the QR code on the last page of the presentation.
  • Feedback should ideally be provided immediately after the session.
  • Explain that the best answer for Question 1 is 5 rather than 9!
• If a copy of the presentation is available or will be available from the conference website:
  • Remind the audience that this will be available for download.
• Introduce the speaker

 Hand over to the speaker and mute your mic and stop your camera

Or

If the presentation is by pre-recorded video follow the following instructions to share the video and audio...

1. Start or join a Zoom meeting. 
2. Click on Share Screen  on the meeting toolbar.
3. Select the program or desktop you wish to share. 
4. Select Share Sound in the bottom-left corner of the share selection window. 
5. (Optional) Select the down arrow ˅ just to the right of the Share Sound option to view audio options and switch between Mono and Stereo (high fidelity) audio options. 
6. Click on Share in the bottom-right corner to begin sharing with your device's audio included. 
7. Mute your mic and stop your camera

During session

• A few minutes into the session, post a message in the chat to all participants saying “Please feel free to post your questions and comments in the chat”, to encourage audience participation.
• Check for violation of GSE rules (e.g. marketing activities and/or prices given - see GSE Rules and Regulations - Code of Conduct below).
• Watch the Participants window and chat window.  The participants window for delegates joining late and need to be admitted.  The chat windows for questions, complaints or problems.
• Ensure the speaker is made aware if time is getting tight or he/she needs to speak up (use personal message in the chat window or if serious, unmute your mic and break into the session)
• Count the number of attendees and record the information on the Chair Feedback form or on this webpage.
• Towards the end of the session add a link to the feedback for this session in the chat window i.e. https://conferences.gse.org.uk/2023V/feedback/nn where nn is the session number.

End of session

• Unmute your mic and restart your camera.
• Assist the speaker in taking questions
• Thank the speaker and lead the "round of applause"
• Remind the audience to complete feedback for the appropriate session code
• Thank delegates for attending.
• Click ‘End Meeting for All’
• Enter Chairman's feedback for the session using the website form 

PowerPoint Template for Conference Presentations

The speaker under MyGSE + My Speaker Profile will find a link to the PowerPoint template to be used for conference presentations.  However, you will probably find that quite a lot of speakers don't like reading instructions and will ask you if there is a template.  Well, it can be downloaded from <here>. 

Provide your Chairman's Session Feedback via the website.

It is now possible for the chair of a session to provide their feedback and attendance numbers via the website as long as they have a userid and password for the admin site by using the following link - http://conferences.gse.org.uk/admin/chairmanfeedback.  If you are already logged with your admin userid and password the system will take you to the feedback page; if not logged in you will be asked to login and then be presented with the admin main menu. Select 'Chairman Feedback' from the left hand menu to go to the Chairman's feedback section.

GSE Rules & Regulations