Guide for session chairs
Firstly - thank you very much indeed for agreeing to be a chair/co-chair of a session at the
ICMGP. With 7 parallel sessions over 5 days, each with 7-8 papers, we really do need to have
full control over our sessions to make this work!
To make things easier, we have produced these guidelines to help everyone have a smooth
running session.
1
Before you start
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There are two co-chairs for each session. You may split the duties between you
however you feel most comfortable. You may chair half a session each or one may act
as a time-keeper and question-asker while the other carries out the introductions. We
don't mind, as long as you are happy and it all works smoothly.
Presentations will have been uploaded onto the automatic system prior to the session.
IT IS NOT POSSIBLE FOR ANYONE TO UPLOAD A PAPER AT THE
SESSION. IT IS ALSO NOT POSSIBLE FOR ANYONE TO USE THEIR OWN
LAPTOP. If anyone arrives with a data-stick then they must be sent to the
registration area ASAP.
There is least one student assistant present in each room to help with logistics on the
screen, laser pointers, forward buttons, microphones and so on. Depending on the
room size, they may have to walk around with a roving microphone for questions
from the audience.
On your table should be a session with a sheet confirming the speakers are all present.
The conference organisers will do their best to fill any gaps in the agenda due to noshows or cancellations. If there is a last-minute gap, then you cannot move the
whole agenda forward - you must find a clever way to fill the gap - perhaps by
encouraging some ad-hoc discussion on the topics covered so far.
There will be judging of presentations during the week.
As a session chair one of your duties will be assist in the judging process using the
score sheets provided. The completed sheets will be collected by the student assistant
at the end of the session.*
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2
Opening the session
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Sessions MUST start promptly. If the session starts late then each paper will need to
be cut short to pull the timing back into line.
Briefly introduce yourself, your co-chair and then the first speaker. Ideally this should
take less than 1-2 minutes. Each speaker has 15 minutes MAX - including
introduction and questions at the end. And so they should only speak for 12 minutes.
You may want to remind them of this as they commence.
DO NOT READ OUT ANY SPEAKER BIOS IN FULL. DO NOT READ OUT
THE TITLE OF THEIR TALK WORD FOR WORD. This will eat into their
presentation time. Introductions should be short and sweet, for example : "Our next
speaker, Joe Bloggs from Aardvark University in Outer Mongolia will be giving us a
brief introduction to mercury in shoe polish. The floor is yours, Joe!"
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3
Session timing
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7 parallel sessions of 8 speakers is a major challenge. Delegates will expect to be able
to room-hop to the speakers they want to hear. This means sticking to the schedule as
closely as possible.
The timing is tight. Either you or the student in the room must monitor the time. The
lectern is fitted with a traffic light warning system which both you and the speaker
can see. The orange light will flash/come on after 10 minutes to indicate that the
speaker has 2 minutes to finish. The red light will come on at 12 minutes and the
speaker MUST finish. This will leave time for questions.
If someone is running over time - it is your duty to cut them off. It is unfair to let
someone talk over into someone else's time. This is their fault, not yours and so you
are entirely justified in cutting them short. If necessary, stand up and thank them for
their talk and ask them to take a seat. If there is time at the end of the session, they
will be able to add some more words then.
If speakers finish within time, you should be able to take one or two short comments
or questions. You may need to think up one yourself if the audience is quiet.
Remind the audience that you are seeking short, clarification questions - not rambling
comments. There is ample time during coffee breaks and poster sessions for people to
ask more of the speakers.
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4
Closing the session
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Before closing your session, and after thanking all your speakers and co-chair, please
check to see if there are any house-keeping notices or other information to be given
out to the delegates.
Please ensure that any judging notes are handed to the student to return to the
conference organisers.
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Once again, thank you for your help!
Best wishes
Lesley, Warren and Helen
*There are several awards including:
Best student water related presentation
Best Student RSC (analytical, monitoring and assessment)
Best student 11th ICMGP (any field)
Dow Innovation in Mercury Science nominations
Forms are on the desk. Please hand completed forms to student helper who will deliver them
to the appropriate committee member.
Please leave these instructions on the table – not to be removed!