Dear session chairs,          

Thank you so much for your willingness to chair a session during our AHEA Conference! Your help in communicating expectations and adhering to them will ensure that all the sessions run smoothly. We are counting on you to enliven the discussion by 1) introducing each speaker, 2) ensuring adherence to the time allocations, 3) asking stimulating questions, and 4) troubleshooting as needed. 

PLEASE DOUBLE CHECK YOUR ASSIGNMENT IN THE PROGRAM.

Here are the guidelines for your consideration:

GUIDELINES

1. The official languages of the conference are English and Hungarian; all sessions should be conducted in the language of the abstract. Where some presenters may present in Hungarian, get a feel for the audience, if everyone speaks Hungarian no need to interpret.  If not, a brief synopsis of the abstract and discussion would be very helpful.

2. The schedule of papers must be strictly observed! Do not start a paper earlier, as some audience members might switch between sessions and arrive for a particular paper.

3. For this same reason, papers should be given in the order in which they are listed in the program.

4. Guide speakers to adhere to their time:

• 30 minutes each in 90 min. sessions with 3 speakers; typically, each presentation lasts 20 mins. followed by 10 mins. of Q&A

• 60 minutes total in roundtables with 3 speakers. Typically, a panel of two or three speakers makes introductory remarks. The audience is then invited to make comments and question the panel.

Before your session

• Identify yourself to your speakers ahead of time during the conference.

• Locate your room in advance and make sure you are familiar with the IT setup. Each room will have a laptop and a projector. Presenters should not try to connect their own laptops.

• Remind your presenters to pre-download their presentations onto the computer in the room. This can be done well in advance, in the morning or during coffee breaks, etc. 

• Arrive early

At the start of the session

• Introduce each presenter at the start of their own presentation. Give the title of the paper, presenter(s), affiliation(s), and a single sentence about their area of specialization. You can find short biographies in the abstracts online and in the printed booklet, but no need to read detailed bios.

• Inform all speakers that the time limit will be strictly enforced and tell them what method you will use to remind them. For example, in a 30-minute session, first wave your hands after 15 minutes; then signal a 2-minute warning. To get the speaker’s attention, either wave your hand and signal 2 minutes or show a paper with 2 minutes on it.

• Be sure the speaker can be heard. If they are not loud enough, ask them to raise their voice.

Conducting the Session

• Keep moving on a lively, enthusiastic basis.

• Keep it on schedule.

• Do not start the next paper before its scheduled time, as some people may arrive from other sessions.

• During each presentation, jot down one or two questions for the speaker.  This will help if the discussion needs a nudge, and/or to involve a speaker that isn't as engaged by the audience. If there are no questions, ask the speaker to further elaborate on a point in their presentation.

Closing Your Session

• Thank everyone for their participation.

• Encourage participants to connect and network.

• Write to each paper presenter thanking him/her for participating on behalf of yourself and AHEA.

On behalf of the Program Committee, we thank you for your contributions as a Chair!