For BCUR14, each session normally consists of 4 papers. The speakers have been instructed to make sure their presentation does not exceed 12 minutes, in order to allow for time for questions on each paper and to allow for time to swap between speakers.
The job of the chair is to ensure that this timing is adhered to; it is really important to be strict as otherwise an overly long paper at the beginning of a session squeezes the time available for later speakers. So, how can you chair a session effectively? The following points are not in order of priority, but may be helpful:
In advance of the session:
* be familiar with the abstracts of your four speakers and any biographical and personal information you have access to; it may be helpful to write the details down, so you have them to hand when chairing
*arrive 10-15 mins early, to check the layout of the room and ensure that you are set up for recording. A recommended layout is to have tables for a panel set up in front of the screen.
*display the BCUR opening slide-provided
* be there to greet the speakers! Introduce yourself to the speakers, and ask how they want to be introduced ( if you have your piece of paper with the details, add that information).
* with the help of the deputy chair ( whose main task is audio-visual support and logistics), set the presentations up. We recommend to drag the presentations on the desktop.
* brief the speakers about how you intend to chair. You need to ask them to make eye contact with you, and explain the signals to them. We will have a white card that reads 2 mins, a yellow card that reads Time almost up and a red card that means stop now.
* get the speakers to sit in the front row, so maybe reserve that space for them.
*if your session involves pre-recorded content and the need to skype for questions, we will make sure you have additional technical support.
During the session:
* You open and close the session, and you chair the papers, so your first task is to start the session by welcoming the delegates ( hi everybody, my name is ____ and I am the chair for this session. We will take questions after each paper, and there will of courste be an opportunity for you to talk to the speakers at refreshment breaks. First speaker for this session is _____ who will be speaking to us about his/ her research on xyz. Speaker, take the floor). This is just a suggested introduction, but if you are at all nervous, write it on an index card or similar and read it.
* time the speaker and if necessary, use the traffic light system with the cards to keep the session to time.
* at the end of each paper, the chair leads the applause (clap!), and thanks the speaker, while the deputy chair handles the IT and lines the next speaker up
* introduce the next speaker
*For questions, ask the delegates to state their name, their university affiliation, and to state clearly who the question is for. Don’t allow more than 2 questions in a row for the same speaker, and make sure every speaker gets a question. If necessary, YOU ask that question ( I recommend you have a back up question up your sleeve along the lines of ‘ how did you decide on pursuing this project’, something like this which can be made to apply to every delegate).
What to do if a paper is withdrawn?
Concluding the session:
* thank the speakers
* introduce to the delegates what is next, so tell them about breaks/locations and where to go next.
* either the deputy chair or another member of the support team will stand at the door and act as human signpost
* remember to select the best presentation/presenter from your panel and pass the response to Martin.
Gabriele Neher (@gabrieleneher)
#BCUR14 traffic light system for keeping papers on time
bcur14nottingham 
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