Guidelines: Presenters and Chairs

Session Presenter Guidelines: The role of the session presenter is central to the success of the participant experience. These guidelines are suggested for enhancing quality for all conference attendees.
             
Presenter preparation before the Conference:
  • Discuss, with your fellow presenters, the session format, speaking time, placement of question-and-answer portions, and connections among your topics; if possible, consult with your Session Chair as well.
  • Consider how you will encourage the ideal of an Academic Community that respects and even asks for each other’s differing ideas and opinions in this session, which should be a safe space for people to talk.
  • Advise the conference organizers in advance if you have any unusual technology requests; all breakout sessions will occur in “smart” classrooms.
                       
Presenter actions at the Conference:
  • Check in at the Registration Table and obtain your nametag. If you are unable to attend the conference, please inform the conference organizers by email or telephone.
  • Determine, at Registration in advance of your session, the means for accessing Tech Support.
                       
Presenter actions at the Session:
  • Arrive at the room 10 or 15 minutes before the session begins, to become familiar with space and equipment
  • Introduce yourself to the Chair and verify the session format, including order,  placement of question and answer portions, or any special circumstances.
  • Become comfortable with other Presenters; be clear about session format and your respective roles.
  • Encourage your audience by speaking about the session’s Academic Community ideal of a safe space for ideas.
  • Limit presentations responsibly within your specified allotted time and following time limits set by Chairs.
 
   
Session Facilitator/Chair Guidelines: The role of the Session Facilitator/Chair is instrumental to the success of each session; please utilize the session’s time to guide participants toward the anticipated goals and purposes of the session.
                       
Preparation before the Conference:
  • Become familiar with presentations by reviewing abstracts before the session.
  • Inform the Registration Desk should a panel Presenter cancel, or should other changes occur.
  • Contact presenters prior to the session, if practicable; possibly request a short bio for introductory purposes.
  • Consider requesting presenters’ text and speaking notes beforehand, to better enhance the proceedings.
  • Plan what you will say at the start about the session being an Academic Community–a safe space for talking.
  • Prepare a few questions that might stimulate audience participation and interaction.
                       
Actions at the Conference Session:
  • Arrive at the room 10 or 15 minutes before the session begins, to become familiar with space and equipment.
  • Meet with presenters shortly before the session to verify session format and confirm personal introductions.
  • Speak with presenters about the ideal of Academic Community–in which everyone in the room respects and even encourages a variety of opinions and ideas in a safe space for talking.
  • Insure that all Presenters clearly and comfortably agree to the format,  speaking order, and respective roles.
  • Determine the time of follow-up discussion, most commonly (but not always) after all presentations are finished. 
  • Notify presenters regarding the planned time limits; please resolve with them how to enforce these limits.
                       
Actions during the Session:
  • Open the session with introductions; strongly limit your own speaking time as Facilitator/Chair; facilitate appropriate time periods for Presenter time, audience contributions, questions, and answers.
  • Announce to all the goal of being an “Academic Community” with all ideas are respected, encouraged, and safe.
  • Manage and enforce time limits professionally, diligently, and firmly by gracefully reminding presenters.
  • Facilitate dialogue that promotes respectful, productive interaction with varying viewpoints and healthy conflict.
  • Intervene judiciously to move session forward by linking ideas proposed by Presenters and other contributors.
  • Enable a moderated question-and-answer session; summarize key ideas and proposed follow-up actions.
  • Thank Presenters and participants, graciously and copiously, at the end.                

D. August J. (Darryl Johnson), April 1, 2013. Rev. 11/13/19