Are you chairing a session?

What is expected of you before the event?

As a session chair, you are expected to take ownership of your assigned session and act as the focal point for the session speakers, providing guidance and feedback in the run-up to the session.

1. Check the deadlines

Check here for the event deadlines.

2. Review the content and prepare the session

Sessions are built using submitted abstracts or by inviting speakers and can have different formats.

In the business and policy part of the programme, panel discussions are the norm, and PowerPoint presentations are usually not expected. Session chairs can suggest formats and should inform speakers of whether they are expected to give a presentation when contacting them.

In the technical and scientific part of the programme that is built with selected abstracts, PowerPoint presentations are usually expected from all speakers. Shortlisted presenters in technical and scientific sessions are expected to submit a comprehensive draft (as close as possible to a final version) of their presentation by 3 December.

Session chairs are expected to review these and provide feedback by 15 December and inform the WindEurope secretariat if the oral slots can be confirmed or if the quality standards are not met – in which case the invitation to present could be rescinded and a reserve activated.

Session chairs are expected to:

• Draft/update the session description;
• if applicable, define the order of the presentations within the session.
• if applicable, set the presentation timings & duration and enforce these during the session:
  • Factor in Q&A time when deciding on the number and length of presentations per session.
  • when reviewing presentation files, ensure that the length of each presentation is appropriate for the agreed time slot and ask the presenter to shorten (or extend) their presentation if needed.
  • on stage, keep track of time and make sure the presenters stick to the allotted time. A timer will appear on the screen to help both chair and presenter to keep track of time.
• Hold a preparation call at least a month before the event (earlier if possible).
• Review draft presentations and provide feedback and guidance to presenters.
• Chair the session onsite.

Session chairs should set up a coordination call with all speakers in their session. If some speakers cannot join the group call, session chairs should have bilateral conversations with them (per email or phone).

The WindEurope conference team will connect you with your speakers and can assist you with setting up the session preparation call.

The call should:

• Discuss the session and (if applicable) the content of the presentations.
  • for presentations: agree on the title of each presentation. If the presentation is based on an abstract, the title of the presentation will by default that of the abstract. If the title changes, inform the conference team by email ([email protected]);
  • agree on the topics to be discussed during the session and determine the running order of the presentations and/or if there are no presentations, the order in which specific topics / questions will be addressed;
  • Request speakers to send a few prepared questions they would like to be asked, should the Q&A or discussion run out at some point.
  • Inform the conference team of any subsequent changes to the running order.
• Recap on the practical aspects of the session (stage setup, AV setup…). The WindEurope conference team will be able to assist on this.

Check here for the event deadlines.

• Provide feedback to the speakers on the content and structure of the draft slides.
• As a chair you can check the presentations that are uploaded to the presenters’ portal.
  • To login to the conference portal, click on the green button “Sign In with WindEurope SSO”.
  • If you have a WindEurope SSO account, fill in your username and password. It is the same credentials you have used for a paying registration to a recent WindEurope event, or to access the members’ area if you are a member.
  • If you don’t have an account yet, you will need to sign up, it only takes a few minutes. Your credentials remain valid for future WindEurope events.
  • Make sure to register with the same email address that you use to communicate with WindEurope, otherwise the system may not recognize you.
  • Following your login, you will be redirected to the portal home page.
• If you consider a presentation is not suitable, please inform us and we can withdraw the speaking slot if necessary.

What is your role during the event?

1. Run your session briefing(s)

An onsite pre-session briefing will be organised before each session and is mandatory for all speakers and chairs to attend.

Unless specified otherwise, it will start 30 min before the session and will take place in the speaker room. It’s an opportunity to meet your fellow speakers and (if applicable) co-chair before the session starts.

You will be expected to:

• ensure all speakers are present
• discuss any outstanding points
• remind the speakers about the agreed time limits
• remind the speakers to switch off their cell phones
• make speakers & conference team aware if any changes were made in the running order agreed on the preparation call
• recap on stage arrangements and logistics

After the briefing, the WindEurope conference team will escort speakers to the session room to get equipped with microphones.

2. Absent speakers

• If there are any absent speakers in your session, please check with the WindEurope conference team first before cancelling the presentation. We will try to assist in finding a replacement if possible.
• If the speaker’s absence is confirmed, please fill in the remaining time by allowing slightly more time for the other speakers’ presentations, initiate a discussion between the speakers and/or allow more questions from the audience.

3. During the session

For session taking place in the conference auditoria, all presentations will be loaded from a central server, so no change will be possible once in the session room. Assistance will be available in all rooms (one hostess and an AV technician) to address any technical questions.

• At the beginning of the session:
  • shortly introduce yourself to the audience
  • explain the focus of the session and the order of presentations
  • clarify whether you want to allow time for questions from the audience at the end of each presentation, or after all the presentations have been made
  • inform the audience of the audience interactive tool if you decide to use this during your session
  • introduce each presenter and their presentation focus very briefly before their presentation
• Once the session has started:
  • make sure speakers respect their allocated speaking time. A timer will be available to speakers, but signal the speaker when his/her time is almost up
  • if a presenter goes overtime, don’t hesitate to interrupt and ask the presenters to conclude
  • encourage the audience to ask questions and/or ask questions to the speakers yourself. Tip: ask speakers to send you a couple of questions they’d like to be asked ahead of the session
• Close the session with a short summary or closing remarks and an appropriate thank you to the participants and audience. Make any announcements to the audience that you have been given by the WindEurope conference team.

Boost your moderation skills

This webinar was recorded to help session chairs and moderators at WindEurope events to prepare for their sessions, refresh and improve their moderation skills, learn new tips and deliver impactful sessions. We hope you’ll find it useful!