Doing Science: Chairing sessions

Georgia Hardavella; Neil J. Saad; Daan Caudri; Simon Skoczynski; Anders Bjerg

doi:10.1183/20734735.003714

Tables

Table 1 Chairing sessions: pitfalls and advice

Problem	Most appropriate solution	First alternative option	Lifesaving alternative	Never
You are considerably less experienced in chairing than as your co-chair	Before the session, introduce yourself; be polite but self-confident. Remember that you have prepared yourself and the presented abstracts in detail.	Before the session introduce yourself and explain that your experience is moderate. Discuss the session plan with your co-chair.	Before the session introduce yourself and explain that you are stressed; it is the first time you chair. Discuss the session plan with your co-chair.	Panic and find an excuse not to chair.
Uncontrolled stress before chairing the session	Avoid improvisation; prepare yourself well for the task. Keep smiling and show enthusiasm if possible.	Have a fair amount of sleep on the night before the session to avoid tiredness.	Take a deep breath and get the job done. Stress often does not show.	Drink alcohol before the session.
The session starts later than expected	Explain the situation and allow the speakers and audience to decide whether the session should last as planned with a shorter break or shorten the session time if this is acceptable to the speakers.	Nicely ask all speakers before starting to adhere to time and explain to the audience that there will be less time for questions.	Make a new time plan. Give speakers and audience new instructions and time limits. Cut any breaks.	Be late. Make overly long comments. Cancel all time for discussion.
Diverse presentations/ incoherent session	Find connecting points to ensure the audience that the session was well planned. At the end, wrap the session up in an interesting coherent way.	Tell a short, interesting anecdote explaining why the session was planned in that particular way.	Make no comments. Avoid seeing the problem.	Make impolite comments or suggestions that the session was planned in a wrong way.
A telephone rings during the session	Before the session, ask all participants to turn off their mobiles phones.	React politely to the incident (without interrupting the speaker), look discretely towards the sound and try to make eye contact, maintaining a firm attitude.	Ignore it.	Answer your own telephone when you chair a session.
The session lasts longer than expected	Plan the session in advance, keep track of time regularly and include: presentations; questions; answers; and time you need to introduce speakers, open and wrap up the session.	Identify the reason. Presentation is too long: remind the speaker in a gentle but firm way to finish; interrupt if needed. Discussion is too long: encourage gently but firmly to continue further discussion at the break time.	React whenever you have discovered that you are not adhering to the time schedule.	Make unexpected long comments that are responsible for prolonging the session; do nothing to improve the time schedule.
There are no questions asked by the audience	Be prepared to carry on a discussion at any time Use provided slides and your own expertise Create additional questions while listening	Kindly ask your co-chair to carry on the discussion	Try to tell an anecdote connected to the presentation	Terminate the session before the scheduled time

Table 2 Summary

Any session	Read all abstracts Prepare questions in advance Think of a session outline Have clear rules on time (presentation and questions) and explain them to the presenters before the sessions starts Adhere to time Summarise findings Thank presenters, audience and co-chairs
Thematic poster session	Walk around all posters and introduce yourself An organised walk will stimulate an organised discussion
Oral presentation	Set the rules for the presentations from the start Have clear rules on time (presentation and questions) and explain them to the presenters before the session starts Adhere to time Introduce the session and wrap up efficiently Thank the speaker after each presentation
Poster discussion	Agree on major questions for discussion Separate “viewing” and “discussion” time Viewing time is similar to a thematic poster session Discussion time will discuss the major questions, like a mini-symposium