How to introduce a conference session


firstly, an opening segment where you welcome the audience and speakers, introduce yourself and the topic of the session and make any formal announcements; secondly, the individual talks whereby you briefly introduce each speaker/talk and hand over to the speaker;

Introducing the session

As a chairperson, you must introduce the session before you introduce the first speaker. Let the audience know what the session is about, how it relates to or differs from other sessions at the conference, and how it is going to take place.


How do you introduce a talk in a conference?

firstly, an opening segment where you welcome the audience and speakers, introduce yourself and the topic of the session and make any formal announcements; secondly, the individual talks whereby you briefly introduce each speaker/talk and hand over to the speaker;

How to write a good Conference Session Description?

Your conference session description will only consist of a few sentences so make each one count. According to Conference Sessions Descriptions That Whet the Appetite, you need to “address the WIIFM (What’s In It For Me?) benefits.”

How do I prepare for a session?

Before the session starts, inform each speaker how much time they will have for their talk and that you will use a sign to signal when there are 5 minutes and 1 minute left. At the beginning of the session, inform the audience about the format in terms of timing and when questions will be taken. Be strict with the speaker.

How do you start a business meeting for beginners?

Start the meeting on time. Your opening words (IEEI). Confirm the agenda. Review the ground rules. Review the parking boards. Make introductions if needed. The start can take as little as five minutes and as long as forty-five minutes or more depending on the size of the group, the length of the meeting, and the steps you use.


How do you welcome session chair in conference?

Welcome to session [session name or number] of [conference name]. I am [your name] and I’ll be chairing this session, which will run from [start time] until [finish time]. There will be six talks and every speaker will have 15 minutes for their presentation, followed by 5 minutes for Q&A.

How can I start a seminar session?

Starting your seminar plan as early as possibleEstablish your goals and objectives. First, write down your seminar’s purpose. … Put together a rough budget. … Select a date. … Decide on your event format. … Research speakers, locations, and vendors. … Start your sponsor search. … Finalize speakers. … Organize financials.More items…•

How do I chair an online conference?

Chair: make a deliberate startMute yourself if not speaking.Turn phones to silent.Have videos turned on (see below)Use the raised hand facility to ask questions.Turn off notifications (e.g. email notifications) so they are not distracting.Remind people about data security if screen sharing.

What skills do you need to chair a meeting?

A good Chair needs to demonstrate a broad spectrum of skills, including: diplomacy, attentiveness, decisiveness, adaptability, assertiveness, and impartiality. One of the most important skills you will require to become a good Chair is that of ‘active listening.

How do you address a conference?

Long Welcome Speech for Conference My name is …………. & it’s a pleasure to welcome you all to the 20th Annual Conference of ……………….. We are grateful to Mr……………… the head of the organizing committee, the members of the organizing committee & all the volunteers who have arranged such a beautiful program.

How do you welcome the audience in a presentation?

Hello, everyone. I’d like, first of all, to thank the organizers of this meeting for inviting me here today. Good morning everyone and welcome to my presentation. First of all, let me thank you all for coming here today.

What do you say when chairing a meeting?

1:1920:19Chair a Meeting in English – Useful English Phrases for MeetingsYouTubeStart of suggested clipEnd of suggested clipYou could say if I could have your attention please. Could I have your attention please goodMoreYou could say if I could have your attention please. Could I have your attention please good afternoon everyone you can also put two of these phrases.

How do you end a conference session?

Closing a MeetingIt looks like we’ve run out of time, so I guess we’ll finish here.I think we’ve covered everything on the list.I guess that will be all for today.Well, look at that…we’ve finished ahead of schedule for once.If no one has anything else to add, then I think we’ll wrap this up.More items…

How do you conduct a session chair?

Be subtle and make sure that everybody understands the structure for the session.Bring a clock and remember to note when each talk starts so that you know when it should finish.Bring a sign. … Inform the speakers and the audience. … Be strict with the speaker. … Be strict with the audience. … Be strict with yourself.More items…•

What makes a good chairperson?

Good communicator and listener A good chairman is a good communicator. They need to be able to articulate their vision and goals clearly, and they need to be able to listen to others’ ideas and feedback. They should be open to hearing other people’s opinions and be willing to make changes based on what they hear.

What does a chairperson do before a meeting?

The chairperson welcomes everyone to the meeting, and then starts the meeting at the appropriate time. They must introduce each section of the agenda as they move through it, and they must ensure that the participants of the meeting stick to the agenda, without getting sidetracked.

What are duties of a chairperson?

Main duties of the chairpersonTo provide leadership. … To ensure the Management Committee functions properly. … To ensure the organisation is managed effectively. … To provide support and supervision to the chief officer and senior team. … To represent the organisation as its figurehead.

How can I host a seminar?

7 Tips for Hosting a Successful SeminarChoose the right venue.Target people who you think will be interested.Provide proof of your expertise.Successful seminars are visually engaging.Encourage audience participation.Rehearse your seminar.Give out your contact details to take away.

What are the examples of seminar?

Examples of such seminars include personal finance, web marketing, real estate, investing or other types of seminars where the participants gain knowledge or tips about the topic of discussion.

How do you conduct a seminar in the classroom?

Public speaking can be daunting, but practice and preparation can minimize many of these anxieties. To give your best seminar, start by understanding the organizer’s expectations in terms of time and content. Organize your seminar as a series of talking points, intermixed with interesting visuals and activities.

How do you write a session description?

Your session description should explain not only who should attend and what you will talk about, but also what conferencegoers will get out of sitting through your session. These statements should go in the latter half of your description and are what participants can expect to achieve.

What is the role of chairperson in a conference?

It involves much more than simply introducing speakers and handling questions from the audience. Being an effective chairperson requires forethought, preparation and attention to detail.

What to do if speaker ignores time warnings?

What should you do if a speaker ignores your time warnings and simply keeps on talking? As the session chair you are responsible for reining them in. You can start by just standing up. If your physical presense doesn’t work then say “time’s up”. If that still does not get the speaker to stop, then you can repeat yourself somewhat louder. If that still does not have the desired effect, you can resort to something along the lines of “We’ve reached the end of your time slot and we need to move on to the next speaker.” Then, addressing the audience, “If anybody has questions for the speaker, I encourage you to ask them during the break.”

What is Q and A in a presentation?

The Q&A session serves two purposes: the speaker gets feedback on her presentation and the audience has the opportunity to receive answers to their specific questions, digging deeper into the topic.

How long is a 20 minute talk?

So, for example, a session consisting of six 20 minute talks will have a duration of two hours. There’s little or no wriggle room: if you want the session to end on time, then every talk needs to be kept to time.

Is it a good time to remind the audience to turn off their phones?

This is also a good time to make any housekeeping announcements. You should remind the audience to either turn off or mute their phones. Although you will have discussed timing with the speakers beforehand, this is a good time to reiterate, which serves the dual purpose of also informing the audience. Good afternoon.

Do you start a conference session after the other one has ended?

The majority of conference attendees will be in the other talk, so it does not make any sense to start your session until the other one has ended and people have had a chance to move. When you do (finally!) start your session, mention that it has been delayed and that all talks will consequently be shifted back.

Can you be more flexible with a session chair?

Find out what session you will be chairing. Ensure that you will be available! The assignment of session chairs is generally more flexible than speaker slots, so don’t hesitate to ask for another slot if the one that you have been assigned is problematic.

1. Introduction

To start, make sure to introduce yourself and anyone you’re calling in with. Also, introduce participants that are not in your office if they’re unfamiliar to the group.

2. Get to the Point

Next, open by giving a brief summary as to why you’re meeting, and what you hope to accomplish during the call.

3. Plan Speaking Order Ahead of Time

Plan out the order that each person will speak in, if you know who you need to hear from. Perhaps even email out an agenda ahead of time so there’s no uncertainty about who speaks in what order. That way you can avoid dead air, talking over each other, and generalized confusion that can disrupt the call.

4. Steer Discussion Successfully

You may be able to plan the overall order in which topics are spoken about, but you can’t immediately control the conversation as it unfolds. Instead, you have to shape the flow of the conversation in a polite way.

5. Give a Summary of the Call

At the end of the call, give a summary of what your group has accomplished. Highlight how the call brought your team closer to the goal you set in Step 2. And remember to list any tasks that need to be accomplished in the future. Give a tentative date for when you’ll meet again. Also, thank everyone for their time.

What is the role of a chair in an academic conference?

Any of these three roles are excellent ways to begin the process of building a reputation as a good colleague an d an intelligent scholar. And that is the main goal here – to begin building your reputation and your career.

How many times should you practice your talk?

You should have practiced your talk (whether with or without overheads) at least ten times before you show up in the room. Six of those should have been to the mirror or wall in your house before you left and three of those should be in your hotel roo m.

What is the main task of a discussant?

Being a discussant. The major task of a discussant is to provide focused and useful constructive criticism and suggestions for their papers. Identifying coherent cross-paper themes. It is usually difficult to find anything that binds the papers together, but try to find something.

How to avoid being asked to be on a panel?

Being flaky and making excuses is the surest way to avoid being asked to be on a panel. Also, at all times, make sure you are respectful of others on the pan el and in the audience. It is never appropriate to get angry or nasty at a conference, even if others are acting that way.

How many points can you make in a presentation?

You should always be creating a 10-15 minute presentation (I have never heard of someone being granted more than 15 minutes), which means that you can make 2 or 3 major points to your audience. You can not make the 9 or 10 points that you make in your paper, so pick the most important ones.

Should I memorize the intro?

Most people find it best to memorize the introduction. If all goes well after the intro, you can move onto the outline. Don’t ever read your presentation. If you write it out word for word you need to memori ze it so if flows.

Teach my team to lead exciting, engaging & effective meetings!

So to really engage your participants, and set your meeting up for success, put yourself in their place and be sure to answer those two questions before facilitating the rest of the meeting. To help ensure that the two questions are answered well, Leadership Strategies uses the abbreviations I.E.E.I.


We recommend that meeting facilitators use words like the following at the beginning of meetings.


The excite segment is the part of IEEI that is most often overlooked by meeting leaders. The excite segment answers the question, “Why should I care?” Without the excite, you may have people in the room, but are they really at the table?


The goal in empowering participants is to ensure that they are clear on the power they have while in the meeting. When people feel empowered, they tend to be less hesitant to participate in discussion and more willing to offer their thoughts and ideas.


After delivering the opening, consider getting the participants immediately involved. Why? The involvement step engages everyone quickly and prepares them for the rest of the meeting.

How to conclude a welcome speech for guests?

That said, after the previous steps, you should now start coming up with a conclusion. In concluding your speech, you should once again thank the guests. After that, you should introduce the next speaker or performer.

Why do you give an opening speech at an event?

Of course, one of the purposes of giving an opening speech at every event is to welcome the guests. Convey how thankful the organizers are for their acceptance of the event invitation. Also, do not forget to thank them for sparing time for the program.

How to give a grand opening speech?

1. Start With a Compelling Introduction. The first words that come out of your mouth when you hold the microphone are a defining factor in the quality of your speech. In writing this segment, ensure to incorporate a hook.

What is the purpose of an opening speech?

An opening speech is a talk that people give to welcome guests and give a brief overview of what will happen in an event. People give this type of speech during formal and informal gatherings. Just as the name states, the purpose of an opening speech is to open programs.




Before The Conference

  • There are a few things that you can do before the conference starts to ensure that you are well prepared.

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Before The Session

  • Arrange to meet with all speakers at least 15 minutes before the session starts. Impress upon them that this is a non-negotiable requirement. This will enable you to do the following: 1. check that all presentations are loaded or that individual laptops work with the projector; 2. remind the speakers of the time constraints; 3. agree on signals which will be used to indicate 5 minutes, 2 …

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Opening The Session

  • Start on Time!
    Probably the most important role of the chairperson is timekeeping. Get off to a good start by always starting a session on time! It doesn’t matter if people are still drifting into the room. If the session is scheduled to start at 08:30 then it should start promptly: neither sooner nor later.
  • Welcome
    It may be necessary to get the audience’s attention, in which case you can start with a simple “Ladies and Gentlemen, may I have your attention, please?” Welcome the audience. Mention how many speakers will be presenting, the expected duration of the session, any changes to the prog…

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Introducing The Speakers

  • The chairperson needs to introduce each speaker at the beginning of their slot. My opinion is that the depth of the introduction should scale with the length of the presentation. For a short or lightning talk, it’s sufficient to just mention the speaker’s name and the title or subject of their talk. Use your judgement for anything between these two extremes but, if in doubt, err on the side of …

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  • Normally there will be a Q&A (Question and Answer) session following each talk. Sometimes the Q&A will be deferred to the end of the session and will involve all speakers, although this is relatively uncommon. The Q&A session serves two purposes: the speaker gets feedback on her presentation and the audience has the opportunity to receive answers to their specific questions…

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Managing Time

  • Keeping control of timing is perhaps the most important task for the chairperson. You need to ensure that the session starts and ends on schedule. You also need to make sure that every speaker gets their allotted time (and that no speaker steals time from other speakers). Make no mistake: this can be challenging! Generally a session will be precisely long enough for the sched…

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Closing The Session

  • If necessary, make any announcements. Thank the speakers for their contributions and the audience for their attendance. Initiate another round of applause.

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Contingency Plans

  • Lots can go wrong during a session. The chairperson needs to ensure that whatever happens the session keeps going and stays on schedule.

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