Thank you for volunteering to be a chair for conference sessions at OCA this year!
As a Chair, you are responsible for ensuring that a session runs smoothly, professionally, and on time. The Chair manages the flow of the session, introduces presenters and helps address any logistical or technical issues that arise.
You should create a welcoming environment for both speakers and attendees while ensuring that the session schedule and conference guidelines are followed.
The guidelines below provide additional information to help you understand your responsibilities as a session chair. If you have any questions, please please contact OCA Conference Coordinators Melissa Cumberbatch (mcumberbatch@cscc.edu) and Seth Smith (ssmit100@cscc.edu).
Responsibilities Before the Session
Review the Session Program
Before the session, you should:
- Familiarize yourself with the names, affiliations, and presentation titles of all
speakers. - Confirm the presentation order.
- Understand how much time has been allocated for questions and discussion.
- Identify any special requirements for the session, such as panel discussions,
multiple presenters, demonstrations, or audience participation.
Check the Room and Technology
Before attendees arrive, you should check that:
- The room is open and appropriately arranged.
- The presentation equipment is available and functioning.
- Microphones (if applicable), screens, clickers, and other equipment are working.
- Presentations have been uploaded or are accessible as required.
- There is a working method for speakers to advance their presentations.
- A clock or other reliable method of monitoring time is available.
Starting the Session
You should begin the session promptly and welcome the audience.
The opening should generally include:
- A welcome to attendees.
- The name of the session.
- A brief introduction of yourself. Your name, institution, and that you are the chair of the session is sufficient.
- An explanation of how the session will run.
- A reminder about presentation and question times.
- An introduction of the first speaker.
Introductions should be concise so presentation time is not lost.
Managing Time and Counting Attendance
One of your most important responsibilities is keeping the session on schedule. You should:
- Start and finish the session on time.
- Monitor the length of each presentation.
- Give speakers appropriate time warnings.
- Ensure that one speaker does not significantly reduce the time available to others.
- Protect time allocated for questions and discussion.
At a reasonable time during the session, please count the number of people present in the room (both a number for presenters and a number for audience). Please deliver this number to the conference coordinators at the Registration Desk when the session is complete.
Managing an Overrunning Presentation
If a speaker exceeds their allotted time, you should provide a polite but clear reminder.
You should apply the same expectations consistently to all speakers.
Introducing Speakers
Before each presentation, you should briefly introduce the speaker.
An introduction may include:
- Speaker’s name.
- Position and institution.
- Presentation title.
Example: “Our next speaker is Dr. [Name], [position] from [institution]. Their presentation is entitled ‘[title].’ Please join me in welcoming Dr. [Name].”
Managing Questions and Discussion
You may be responsible for facilitating the question-and-answer period and ensuring that discussion remains constructive and within the available time.
This responsibility may:
- Invite questions from the audience.
- Encourage participation from a range of attendees.
- Monitor the remaining time.
If the audience is initially quiet, you may help start the discussion by asking the speaker a prepared or relevant question.
Bringing Q&A to an End
When time is nearly finished, you should make this clear:
“We have time for one final question.”
At the end:
“Thank you for the excellent questions and discussion. Unfortunately, that is all the time we
have. Please join me in thanking our speaker(s).”