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Guidelines for Chairmen

We realize the responsibility of this role, and have decided to put a couple of pointers together to assist in this task.

The challenging task of being a chairman…

Outstanding chairmen understand that there is more to the job than introducing speakers and making a few ‘futile’ attempts at enforcing time limits. Here are the major challenges they set for themselves;

• Motivate speakers to do their best
• Set a positive productive tone for the session
• Give focus to the session with concise overviews and summarise yet remain more in the background than your speakers
• Involve the audience
• Stay in control of the session by enforcing timing, turn taking, and civilized tone
• Ask good questions to move the session along
• Clear up misunderstandings and ambiguities
• Redirect discussions that stray from the topic
• Make the whole occasion special

How do you keep the session lively but under control?

How do you keep the momentum and fulfill the promise of your strong start?

• Support each speaker
• Organise question and answer sessions at the end of each talk and/or session – make sure everyone can hear the questions and answers
• Stimulate the discussion
• Enforce timing rules – inform speakers about the remaining time, using prearranged signals then bring the talk to the end if the speaker doesn’t manage to end on time.

Closing the session in style…

Your last job is to close the session in such a way that people feel as good as possible about it, and end on a high note.

• Thank presenters and the audience for their participation
• Summarize, using your notes on talks an discussions from the sessions
• Close on main messages of value to audience

Just to be aware - A couple of common complaints about a conference we have received;

• The chairman makes no real contribution beyond announcing speakers and talk titles
• Time limits are not enforced, so that some speakers are unfairly cut short
• There is no common theme to hold contributions together
• A few people dominate the discussion, often in ways that are of no interest to the audience
• People can’t hear the questions so don’t understand half the answers
• There are a few good questions, but neither the chairman or the speaker makes enough effort to encourage them

How can we avoid these complaints?

PREPARATION – Start early to prepare yourself and to get participants to prepare

QUESTIONING & SUMMARISING – Keep discussions moving with focused questions and timely summaries that reestablish common themes

RESPONSIBILITY – Make it your job to attend to all aspects of the session; from co-coordinating content to setting rules and a professional tone

What about panel discussions?

Some events will close off with a panel discussion. Create some quality questions for group discussions incase delegates are not responsive, or some speakers on not available for this session. It is always good to be well prepared for this time of the conference, to get the interaction of the delegates going and to end the event on a high note!

If there is any other way we can assist you in preparing for this day, please do not hesitate to contact us!

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