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.

1. Deadlines

Check here for the event deadlines.

2. Session preparation and content review

A session is built using submitted abstracts or by inviting speakers.

Session chairs should:

• Draft/update the session description;
• Define the order of the presentations within the session, or the flow of the session if it is a panel discussion.
• Set the presentation timings:
  • Factor in the time between presenters (if presentations are given).
  • Factor in Q&A time when deciding on the number and length of presentations per session.
  • To keep sessions on schedule, chairs must keep the presentations within the allotted time.
    • Ensure prior to the event that the length of each presentation is appropriate for the agreed time slot.
    • Ask the presenter to shorten (or extend) their presentation if needed.

3. Set up a session preparation call as early as possible with or without WindEurope’s Conference staff’s assistance:

• Start bilateral conversations and/or set up a coordination call with all your speakers. The conference team can assist you with setting up the session preparation call. => Note: The conference team will provide you the contact info of your speakers.
• Discuss the session and the content of the presentations.
• Determine the running order of your session.
  • Inform the conference team of any subsequent changes to the running order.
  • 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.

4. Follow up with the speakers on the deadlines

Check here for the event deadlines.

5. Review the presentation slides:

• 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 are 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)

The briefing is mandatory for all speakers and chairs to attend; it starts 30 minutes before the session in the speaker room. A conference team member will send you a calendar reminder for this.

• opportunity to meet your speakers before the session starts
• ensure all speakers are present
• discuss any outstanding points
• remind the speakers about the time limits that will be imposed
• remind the speakers to switch off their cell phones
• make speakers & conference team aware if any changes were made in the running order
• recap on stage arrangements and logistics

After the briefing, a conference team member will escort you to the session room.

2. Absent speakers

• If there are any absent speakers in your session, please check with the conference team first before cancelling the presentation.
• 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

The AV team launches all presentations from a central server, so no change will be possible once in the session room. Assistance is available in all rooms 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, keep the presentations in the allotted time:
  • 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
  • cut short any presenters who run over the allotted time
  • stimulate questions from the audience and/or ask questions to the speakers yourself
• 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 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!