Junior perspective: Henriette Heinrich
To chair a scientific session for the first time is usually a moment of pride but can also be a moment of trepidation in the life of a young researcher. Being asked to chair a session is often a sign that one’s work in the field has been noticed and it is felt that the researcher has enough experience and confidence to comment and guide an audience through the scientific work of others. The aim is to replicate meetings where experienced chairs cut their way through awkward silences, courteously keep speakers within their time limits and tactfully rephrase questions from the audience so that the nervous speaker can provide a satisfactory response.
Before the meeting – prepare
Young researchers will usually be asked to chair one or two sessions during a conference, often within their area of interest or expertise. Before enthusiastically agreeing, it is important to take a step back and make sure that you are indeed the right person for the task. In other words, do you know something about the overarching theme of the session to comment upon. If the session is entirely outside of your comfort zone or if you have a conflict of interest (or personality) with one or more of the speakers, have the courage to politely decline; but, in this case, it is usually courteous to offer reasonable alternative suggestions for chair. Normally, however, such an opportunity should be seized as it is just as much ‘self-advertisement’ as it is exciting. Once you have decided to accept the opportunity, preparation is paramount.
Session specifics and layout
The first thing to know is the theme and purpose of the meeting. Is this a scientific free-paper session, a session of expert speakers imparting knowledge, or both. Then it is important to appreciate the basic structure and timing of the session. These include the time allocated overall, the number of abstracts or talks being presented and the times allocated for each, including time for questions. Questions are usually left to the end of every talk, but on occasion they can be assigned to the panel of speakers for a discussion at the end. Regardless of the format, it is the chair’s duty to assign enough time for discussion.
Co-chair and speakers
Next is to identify the co-chair, if one is assigned (don’t be surprised if you find that you are the only chair!). Even if he/she is known to you, a brief internet search for a biography, with emphasis on his/her research profile, interests and recent publications is helpful to improve rapport. Similarly, explore the professional biography and scientific background of the presenters, as sometimes a brief summary will be required at their introduction. Also it is useful to determine in advance the level of experience of the presenter; if he/she is a medical student, junior researcher, an experienced clinician or professor with a previous experience of many years.
Pre-planning
The next step would be to access and read the abstracts very carefully. Talks are not always presented with clarity so an understanding of the concepts presented in the abstract would be helpful to aid comprehension. Always document two or three questions in preparation in order to maintain conversation flow during question time if the audience is not engaged.
At the meeting – meet and greet
Arrive at least 10–15 min before the session begins to familiarise yourself with the setup of the venue and the seating arrangements. Check your microphone and access to the screen. Introduce yourself to your co-chair. If it is your first time chairing a session ask your co-chair for guidance and support.
It is customary to divide the introduction of presenters and abstracts between you and the co-chair; agree in advance who should open and set the stage for the session. It is also useful to make arrangements for scenarios where for example, a presenter does not attend or runs over time. If possible, it would be nice to speak to the presenters before the session begins, as this can help set the tone of meeting as well as comfort the presenters (and yourself).
During the session – be bold
Once the session has begun, you or your co-chair need to introduce the session, and then every speaker, his/her affiliation and title of the talk, briefly and clearly. Take notes during the talk and formulate questions as these might differ from the ones you have prepared, especially if answers have been clarified during the talk. Such questions should be ready to avoid awkward silences and to maintain the flow of questioning. Feel free also to engage the younger researchers in the audience to ask questions. Overall, however, make sure that the session remains to time. For example, announce clearly the last question so that others are not disappointed.
After the session – feedback
Ask your senior co-chair and peers who attended the session for feedback. This will be highly valuable for chairing sessions more confidently in the future.
Senior perspective: Rami Sweis
Chairing a session is a common, expected duty for the senior clinician or academic. As described in the junior perspective above, pre-planning, delivery, induction of adequate questions and adherence to time limits are crucial roles. Maintaining a healthy, educational and interesting environment during the question and answer session while reducing aggressive interrogation or even conflict is also important. In addition, attention towards the needs of the more junior, sometimes less (or in-) experienced co-chair is helpful, with discrete guidance and advice where required, while at the same time resisting the temptation to ‘take over’ the session.
The primary task during the session as chair is to provide structure:
Meet your co-chair and presenters before the session begins. Tasks between the chairs can be assigned in advance to allow for a smooth and seamless session. This includes allocating the order of presenting the speakers, determining if there are any conflicts of interest in advance of being the lead chair for a talk, as well as the amount of time that will be required for questions. A decision should also be made in advance with regards to how to signal important time milestones (e.g. the 2 min and 1 min warnings). Where possible, meeting the speakers in advance is also usually helpful, especially if there has been a change in the order or presenter to allow for appropriate introductions.
Open the session by welcoming audience and speakers, announcing the topic title or theme and introducing yourself and your co-chair. Thank any sponsors by name (and/or industry) with complements for their generosity. And, where required, thank the organisers of the venue or meeting. Finally, make sure that facilities and emergency exits are clarified and confirm that all mobile phones are switched off. Formal announcements like allocation of abstract prizes to be awarded should be mentioned, particularly where audience voting is required.
Question answer style can differ depending on the venue layout. Confirm if this will be by stand-alone microphones or with the help of runners with microphones, and encourage all those asking questions to introduce themselves first and to be succinct.
In this day and age, sometimes live twitter feeds are running simultaneously and questions can appear on a screen. This needs to be clarified in advance and introduced to the audience so that those who do not wish to come to the microphone, or where the feed is broadcast elsewhere, everyone can have the opportunity to engage, even if anonymously. Where audience voting is being encouraged, the system should be understood in advance and instructions delivered clearly, so that time is not wasted.
When the session begins, every speaker should be introduced clearly by appropriate salutation, name, affiliation as well as the title of their talk. Any difficult-to-pronounce names or speech titles should be confirmed with speakers in advance wherever possible. If an introduction is required, such as for an invited keynote speaker, his/her biography should be made available or sought in advance and confirmed with the speaker so that mistakes or inappropriate information is not announced.
Conduct the question and answer session professionally, with minimal pause and without awkward silences. This ‘art’ can be overcome with prior preparation of adequate questions, engaging the audience by asking for ‘a show of hands’ regarding a perspective, or even inviting a learned member of the audience for their opinion on the topic at hand or for a question. Humor is usually welcome, but this should be lighthearted and while considering sensitivities within the audience. In other words, always avoid topics that might implicate gender, race or religion, and never with sexual innuendos, quips or remarks that could be considered rude or condescending in the slightest.
At the end of the session, it is sometimes customary to summarise the talks, highlight the message and a number of important learning points. It is useful to have this pre-prepared based on reading the published abstracts. This should then be followed by closing remarks, which should include another thank you to the audience, speakers and sponsors.
Running over time
Running the session on time is always a challenge, particularly when the speaker is dynamic or slow, or where the audience is engaged in healthy debate. Still, it is imperative to stick to the allotted timeframe so that subsequent speakers are permitted equal opportunity. There are some exceptions however, such as when a subsequent speaker has alluded to his/her talk requiring less time than is assigned, or if a preceding talk finished early. This would be particularly advantageous in the case of an invited, international, eminent or very senior speaker, who might run over time. To reduce the likelihood of interrupting keynote speakers, tactfully arranging for their talk to take place before a planned break (e.g. lunch, coffee), but only to allow for the addition of a small amount of additional time, no more than 5 min; after all, breaks are there for a reason. Clarifying with speakers that timescales will be announced electronically (e.g. the green, amber and red system), or by discreet gesture of time remaining can help avoid embarrassing gesticulations. Although one way to overcome small breaches is to reduce question time or suggest that questions be saved to the break, there will be occasions when speakers need to be cut short. This can be embarrassing but all manoeuvers to suggest that the speaker accelerate need to be made well in advance to avoid abrupt terminations. Even when running on time, questions from the audience can be prolonged, sometimes multi-tiered and rambling. It is imperative not to let such questions take precedence in order to allow for others to also have the opportunity and to reduce boredom. In this case, do not hesitate to ask the person delivering the question to be brief, and even reduce or simplify the question to a single tier and suggest that further discussion can take place during the break. Sometimes the chair rephrasing the question for the speaker might help. The key is always to be polite yet assertive.
Conclusion
Chairing a session is a challenge for the chair and co-chair. It is not just about understanding the concepts in question and pre-planning; performance on the day is paramount. The key is to maintain control of the audience politely yet with confidence. It is about making sure everyone of the speakers receives the same introduction, opportunity and respect, regardless of their position, affiliation or point of view. It is also about engaging the audience so that they remain alert, interested and active. Awkward silences should be avoided as much as rambling over time. Also, healthy debate should never be permitted to digress into unpleasant commentary and personal jibes. The chairs should behave like conductors of an orchestra and keep the session running on time and in rhythm.