In-person and virtual session chairs play an important role by introducing presenters, keeping time, and moderating audience questions. APS is grateful to the volunteers who assist in facilitating these sessions.
Responsibilities and instructions
As a session chair, you should keep the session on time and foster a welcoming environment by adhering to the following instructions:
- Review the sessions or mobile app before your session to see if there are any changes.
- Start the session on time.
- Please adhere to the scheduled times so that simultaneous sessions are as closely synchronized as possible. Many attendees move from session to session to hear specific papers.
- Briefly introduce yourself and the session.
- To foster an inclusive environment, remind all presenters and attendees to adhere to the APS Code of Conduct. To report Code of Conduct violations, visit EthicsPoint or call (844) 660-3924. You can also reach out to the APS Information Desk in Denver or the virtual help desk on the platform, and a member of the APS management team will be contacted to assist you.
- Explain the session timing to the audience before the start of the session.
- Introduce each presenter and start the timer. Be sure to verify the presenters' pronouns, either by looking at their nametag, if they have chosen to display their pronouns, or by asking each presenter their preferred pronouns.
- After each presenter’s presentation time has elapsed, the allotted Q&A timer will begin. During the Q&A segment, ask speakers and the audience to use microphones to make the experience more inclusive for all attendees. Some may find it difficult to hear those not using microphones, even in small rooms.
Talk times
Please ensure that session presentations stay on time and allow for audience questions and answers.
Contributed
- Twelve minutes total: 10 minutes of presentation and two minutes of Q&A.
- Alert the speaker at the eight-minute mark.
Invited
- Thirty-six minutes total: 30 minutes of presentation and six minutes of Q&A.
- Alert the speaker at the 25-minute mark.
Withdrawals
If you are unable to moderate your assigned session, please contact APS Abstract Help immediately so that a replacement chair can be provided. If you would like to suggest a replacement chair, please provide the chair’s name, affiliation, and email.