Session chair responsibilities

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 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.

Special instructions for virtual session chair

The meeting's virtual sessions serve as a welcoming global hub for physicists from around the world, and an opportunity to present their work. Chairing a virtual session follows the same format and policies as in-person sessions, with a few extra steps to ensure a smooth online experience.

Please follow these steps to chair your session:

• Log in to the speaker console to confirm your assigned sessions. Note: Session times in the speaker console display in your computer's time zone.
• On the day of your session, join the speaker console from a quiet location (office or hotel room) 30 minutes before the start time.
• When you arrive, the Zoom technician will brief you on session notes and will be available to handle technical issues that may arise.
• If your session has two co-chairs, we recommend splitting duties: one chair manages Q&A, while the other monitors and enforces talk times.
• After each talk, attendees may submit questions by typing them into the chat or by raising their hand. For raised hands, either you or the Zoom technician can unmute their microphone so they may speak.
• Virtual audiences are sometimes quieter than in-person. If questions are limited, please consider asking a question yourself or encouraging other presenters to pose one to stimulate discussion.

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.

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