Session Chair Responsibilities

In-person and virtual session chairs play an important role by providing presenter introductions, keeping time, and moderating audience questions. APS is grateful to the volunteers who assist in facilitating these sessions. All chairs are asked to create a profile in the Speaker Console of the mobile app and virtual platform. This will assist in creating engagement among all attendees.

Responsibilities and instructions

As a session chair, you should keep the session to time and foster a welcoming environment by adhering to the following instructions:

• Review the sessions or mobile app prior to your session to see if there are any changes.
• Start the session on time.
• Please adhere to the time listed in the schedule so that simultaneous sessions are as closely synchronized as possible. Many attendees move from session to session in order 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 Anaheim or the virtual help desk in the platform, and a member of the APS management team will be contacted to assist you.
• Explain the session timing to the audience prior to 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 the speakers and the audience to use microphones for a more inclusive experience 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.

More information