DETAILED ZOOM GUIDE FOR SESSION CHAIRS

GENERAL RESPONSIBILITIES OF A SESSION CHAIR (SELECTED BY THE MIC CONFERENCE 2020 COMMITTEE)

  • Introduce the session, and then each author/paper-title before their talk;

  • Take chat questions from the Q&A panel during the​​ presentation;

  • Read the questions to the presenting author during the Q&A period with absolutely no delay on the allocated Q&A time slots;

  • Conclude the session and check attendance;

  • Make sure the time is strictly adhered to and does not extended past the allocated time (very important!!!)

 

DETAILED ZOOM GUIDE FOR SESSION CHAIRS

INITIAL ZOOM SETUP:

Please install​​ Zoom​​ in advance.

For a stable connection to the meeting, please check the​​ Zoom Webinar Best Practices and Resources.

How to join a session and​​ before the session start:

  • Confirm the tempus and session in the​​ Program​​ you are required to chair.

  • Using your personal password, join the relevant Zoom session by clicking the red button on the bottom.

  • The session will be started by the MIC host 10 minutes before the scheduled time, which must be observed strictly.

  • Please​​ join the session at least 10 minutes in advance,​​ test your​​ microphone​​ once joined so that the session can start sharply on time.

  • During the pre-session time slot, please kindly make contact with the speakers, individually or as a group, in order to​​ confirm personal details​​ (name, title, pronunciation). Greet the speakers - spread enthusiasm!

  • Agree on session times and format (Confirm starting time, length of presentation, audience questions at the end of each presentation). Sessions last 45 minutes​​ for 3 talks,​​ with the exception of​​ Session 6, Symposium 2 and 4 that last​​ 60 minutes including 4 talks. Therefore, presenters are given a​​ maximum of 12 minutes​​ for their presentation​​ plus 3 minutes​​ for questions and transition to the next speaker.

  • Confirm that presenters’​​ connection runs properly before the session. Technical problems may happen, and must be dealt with using flexibility, but always respecting the overall time slot allocated to the Session.

 

DURING THE SESSION:

  • Start the session on​​ time!

  • We recommend that you​​ turn on your video​​ to engage the attendees during the session introduction. This can be done by selecting video connection when joining a Zoom meeting.

  • Announce the session details: session title and number of speakers.

  • Quickly introduce individually each speaker: first and last name, affiliation, presentation title.

  • After introducing the session and the first presenter, we recommend you​​ turn off the video​​ so that the attendees can focus on the presenter.

  • You can manage the attendee by clicking on the "View all attendees" link under the Participants panel.

  • Keep to the​​ allocated time.

  • Don't rely on the speaker to check with you or to keep time:​​ signal at 1 minute before​​ the end.

  • If necessary, interrupt directly if​​ other cues are ignored -​​ remember the next speaker. But try to interrupt at an appropriate time.

  • Be prepared to assist the speaker if necessary.

  • Advise them if their voice is too low.

  • Manage the question time​​ (3 minutes at the end of the presentation),

  • Call for audience questions/comments.

  • Reduce or cancel question​​ time if presenter ran over his/her allocated time (total 15 minutes).

 

ZOOM WEBINAR BEST PRACTICES AND RESOURCES >>

MANAGING PARTICIPANTS IN WEBINAR >>

SHARING YOUR SCREEN >>

SHARING COMPUTER SOUND DURING SCREEN SHARING >>

SESSION CHAIR RESPONSIBILITIES FOR Q&A SESSION:

  • As organizers, we would like to ensure a smooth and productive virtual conference.

  • During the presentation, please keep track of the questions displayed in the Chat (see​​ Zoom Helper Center).

  • After the talk,​​ unmute yourself​​ to ask orally the questions according to the time they were first submitted. If there are no questions, please ask one of your own.

  • Sometimes the audience may need to clarify their question. In that case, it is upon the discretion of the Session Chair to unmute the attendee who placed the question to make clarifications.

  • Please be mindful of the Q&A time limits!​​ We cannot​​ introduce delays on the predetermined slots of each session.

  • Please collect the unanswered questions to follow-up.

 

CLOSING THE SESSION:

  • Conclude the session on time

  • Acknowledge all the speakers

  • Acknowledge the audience