Chair Instructions

SESSION LAYOUT 

Please refer to the session schedule which has been emailed to you for timings.  

Presentations will be a mix of pre-recorded presentations and live Q&A Sessions. The Chair will be responsible for BRIEFLY (1 minute) introducing each speaker before their presentation commences. The Co-chair will then facilitate Q&A with each speaker after their presentation concludes. Depending how the session is running to time, we recommend the co-chair asks only 1 question of each presenter.  

Please keep in mind there is a 15 second delay from the broadcast to the audience.  

 TECHNICAL REQUIREMENTS 

  • Computer (Mac or Pc)   

  • Google Chrome browser (recommended)

  • Headset with microphone or good quality computer speakers and microphone  

  • Mobile phone with headset (where computer audio is not satisfactory, or as a backup)   

  • High speed internet connection (capable of at least 2mbps up and down). Most internet connections support this.   

  • Two screens are preferable if possible.  

 

Preparing for your session 

Audio-visual technicians and ASN Staff are there to help speakers who require assistance with any technical difficulties. 

 

This event is a virtual version of a traditional in-person event. The delivery of the event is produced like broadcast TV, and you will be ‘on-air’ so the audience will see what’s behind you and can hear anything that’s happening around you. Here are a few tips in preparing for your live chairing role:  

  • Wear smart casual clothing (not sweatshirts, ‘hoodies’ or at-home lounge-wear unless appropriate to the Session)  

  • Pull back or place any hair away from the face and remove hats or other obstructions so the audience can see you   

  • Have a plain, blank wall, behind you if possible  

  • If a plain, blank wall isn’t available, make sure you are located somewhere where things like a bed, kitchen, bathroom etc. are not visible  

  • Ensure there isn’t any movement happening behind you, as people or animals walking around are a distraction  

  • Be alone in the space, away from loud noises  

  • Have your camera at face height if possible so the Delegates aren’t looking up your nose or down at your forehead  

  • Check your microphone and speakers before recording or joining the call 

You will receive a calendar invite to join the Virtual Broadcast Studio (StreamYard) at 15 minutes prior to the start of your session to test your audio, camera and internet quality, as well as familiarise yourself with the platform, co-chair and speakers.

Speaking to the Audience  

Chairing at a virtual event can be a new experience for people, without an audience or interaction it can feel very different to chairing in-person.  

Some helpful hints for speaking to a virtual audience:  

  • Speak clearly and loudly  

  • Keep a consistent steady pace  

  • Look into the camera when possible rather than at the screen – the camera is the audience 


BEFORE THE SESSION 

  • Speakers will have been briefed on how to join the speaker portal, with their presentation ready to share screen if presenting live. ASN Events and the AV technicians will check that all speakers are present in the speaker back-end portal 15 minutes before the session commences. 

  • Familiarise yourself with the session sponsors if there are any (refer to the program for these details).  Please acknowledge them at the start and end of the session.    

  • Check the content of the session so you can introduce it. The bios and photos of speakers who have submitted them are available by clicking their name within the session in the Conference program here: http://cosa-2020.p.asnevents.com.au/days/2020-11-11 

  • Please log-in 15 minutes prior to the start of the session and familiarise yourself with the platform layout & introduce yourself to the AV technician. 

  • As speakers arrive, introduce yourself to them, and check pronunciation of their names if necessary. 

  • The AV technician will run through the process of switching between presenters, chairs and presentations once everyone is logged in to the back-end portal. 

  • ASN Events staff will notify you in advance of any last-minute session changes or specific housekeeping information that may need to be announced during your session. 


GOING LIVE

The ASN technician will make sure everyone is ready and then will begin the broadcast.  

First a holding slide that says ‘We’re going live now’ will display. 

  • This indicates you have 60 seconds until your camera will be live to the audience.  

    If you are opening the session

  • When you see your face appear on StreamYard on the main computer, you are now live to the audience! 

  • (You will also a see a red ‘LIVE’ icon in the top left corner indicating that that everything in that main window is live to the audience) 

  • Introduce yourself as the chair. 

  • Acknowledge the sponsors/exhibitors as per the program/run sheet. (To be sent closer to the date) 

  • Encourage questions to be submitted during the presentations via the Public Session Chat. 


AT THE START OF THE SESSION 

  • Introduce yourself to the audience as the Chair/s of the session. 

  • Acknowledge the support of any session sponsors. The support of our sponsors is critical to keep this meeting going, so please do not forget to do this. 

  • Please ask the audience to submit questions via the ‘Ask Question’ button below the live stream and assign it to the appropriate presentation. Please note there is a 15 second delay from the broadcast to the audience.  

  • Introduce each speaker by name, institution and subject area of the presentation. There is no need to announce all authors of the abstract, or the full title as they will be listed on the first slide and in the online program. Introductions will need to be kept very brief to ensure session stays on time.  

  • KEEP STRICTLY TO TIME DURING Q&A. Due to the virtual nature of the event it is very important that the Co-chair ensures the Q&A components of the session do not run over time. 

  • The Co-chair will be responsible for directing relevant questions submitted below the live stream to the presenter. Have your own questions ready only if no questions come from the audience. If a talk finishes early, please keep the discussion going, and invite further questions. Do not let question time run on, instead, suggest that audience members use the delegate-to-delegate direct chat function within the online platform to contact the speaker/presenter directly. 

  

IF THINGS GO WRONG 

Whilst we do not expect there to be any issues, rest assured that if any problems arise the AV technicians and ASN staff will be online to assist.  

 

The transition and start/stop of these presentations will be managed directly by the AV technicians. 

 

If during Q&A the presenter has an issue with their microphone or internet activity we recommend moving to the next presentation and revisiting Q&A for that speaker later in the session. This will prevent any unnecessary pauses during the session. 

  

AT THE END OF THE SESSION 

  • Thank the speakers and session sponsors (if applicable) and encourage participants to view and comment on the online e-Posters found through navigating the left side menu. 

  • Close the session on time and make any housekeeping announcements if necessary – we will inform you of any that arise.