Thank you for chairing a session at the 2021 Australian Earth Sciences Convention.
Please ensure you check the AESC Program prior to your session for any changes. You will also find the presentation details in the AESC Online Portal.
Below are some tips to assist you with the chairing process. We will schedule a rehearsal with you but please review the instructions thoroughly and jump into the portal prior to the session to make sure you are comfortable with accessing and using the Portal.
HOW IT WILL WORK
- Concurrent sessions will run for 1 hour.
- You will introduce the presenter summaries all at once.
- Session host will play the summaries as a combined video.
- For the balance of the hour a live Q&A session will take place with you and the presenters.
Prior to the convention
- All abstracts are available on the convention website.
- Please ensure you check who your presenters are, read the abstracts and watch the pre-recorded oral presentations in the online portal prior to the convention. Biographies of presenters are also available here but we will email you a copy.
- We will email you an outline of the schedule for your session.
- Have questions prepared for your presenters as a back-up for the live Q&A.
- Please read through the portal instructions prior to the convention to familiarise yourself with accessing your session. There will also be a scheduled rehearsal time with the conference organisers prior to the convention to run through how the session will run. To familiarise and make yourself comfortable with chairing the session we strongly recommend you attend a rehearsal. We will send you portal access login details prior to the rehearsal.
Before the Session
- Please login to the Portal 30 minutes prior to the start of the session. Your session host will launch the session at this time to allow you to join the session and test that your microphone and camera are working.
- Presenters have also been asked to be online 30 minutes before the session commences, you will be able to chat with them prior to the session verbally and if need be during the session via the presenter text chat.
During the Session
- Your session host (a member of the conference organising team) will begin the session right on the scheduled time. There is a countdown clock built in to the portal to assist you with keeping to time.
- Please reiterate at the beginning of the session to ask questions via the Live Q&A text option to the right of delegates screens. (It is also a good idea to ask them to type the name of the presenter that they are asking the question of at the start of the question – so as to make it clear for you who to direct it to when the time comes. E.g. “Tara – can you please explain…”.
- Please also advise the 1-minute summaries and full oral presentations are available to view at leisure in the handout section of the session.
- Check your session schedule for your presenters. We suggest introducing with the presenter name and organisation.
- Once you have finished the introduction, your session host will then play the pre-recorded 1-minute summaries as a combined video. You will not be visible or heard until it is time for the Q&A. You can of course still engage with delegates in the session via the discussion forum.
- If you need to speak with your session host, moderator, or presenters, there will be a “Presenter Chat” that you can use to type any questions you may have throughout the talk.
Running the Live Q&A
- At the conclusion of the 1-minute summaries, your session host will “push” you and the presenters on screen for the Q&A component of the session.
- Throughout the 1-minute summaries, you and the moderator will see any questions come through in real time, and can star/take note of the questions you will then ask the presenter once they are finished. If you believe there is an inappropriate question, you/the moderator have the ability to delete it.
- During the actual Q&A, you will read the question typed by the delegate to the specified presenter, they will then proceed to answer this verbally to the audience. The moderator will continue monitoring any new questions that come through so you can focus on engaging with the presenters.
- You can then tick the question that has been asked and answered, to avoid any confusion and avoid repeating the question.
Closing the Session
There is a clock counting down the time left in the session within the portal, in the top right of your screen. It is important to keep an eye on this throughout the Q&A session, so that when the time is winding down you allow enough time to thank your presenters, thank the delegates for their questions, and remind delegates they can connect with the presenters in the meeting hub if they wish, as well as advise them to return to the timeline for the next session.
It is important you keep to the hour dedicated to your session, so that it does not overlap with the next programmed session. Please check this carefully in the convention program.