What To Expect As A Session Chair Everything you need to know to confidently lead your session
Session chairs play an important role in the success of the RSS Annual Meeting. This page is designed to help you understand your responsibilities, prepare for your session, and create a positive experience for presenters and attendees. Whether you are serving as a chair for the first time or are a returning volunteer, these guidelines will help ensure your session runs smoothly and stays on schedule.
Your Role as a Session Chair
Session chairs play an important role in ensuring a smooth and professional experience for presenters and attendees. Responsibilities typically include:
- Welcoming attendees and opening the session.
- Introducing each presenter.
- Keeping presentations on schedule.
- Managing transitions between speakers.
- Facilitating audience questions and discussion.
- Maintaining a respectful and engaging environment.
Time Allocation for Each Speaker
As the session organizer, you may choose the time allocation for your speaker(s) and if a question and answer period will be included in the allotted time. Please provide a specific time allocation for each session participant to ensure that each person knows how much time they have to present and how much time will be available for questions/discussion. Do not allow the combined time for presentation and questions to exceed the allotment. This extra time deprives other speakers of the opportunity to fully present their work.
Presentation Equipment/Software
Each session room will be equipped with a laptop, projector, and microphone. Prior to their presentation, presenters will visit the Speaker Ready Desk, which will be located near conference check-in. There they will upload their slides with the assistance of a team member. They can upload as early as they would like but, they must upload at least 1 hour prior to the start of their session time. Presenters will not be able to load their slides in the session room, they must load them in advance in the Speaker Ready Desk.
Before the Annual Meeting
- Review the final program for your assigned session(s).
- Note the date, time, room, and presenters.
- Contact presenters in advance to introduce yourself and discuss timing expectations.
- Familiarize yourself with conference presentation guidelines.
- Notify the Program Chair(s) and the Business Office if a session chair change is needed.
During the Session
A simple step-by-step checklist:
- Arrive 10-15 minutes early.
- Meet presenters and confirm pronunciation of names.
- Review presentation order and timing.
- Begin the session on time.
- Keep speakers within allotted time limits.
- Reserve time for questions if scheduled.
- Thank presenters and attendees at the conclusion.
Managing Time
This is often the biggest challenge for session chairs.
- Give presenters a warning when they are nearing their time limit.
- Politely intervene if a presenter exceeds their allotted time.
- Keep the session on schedule out of respect for presenters, attendees, and subsequent sessions.
Quick Reference Guide
Frequently Asked Questions
A presenter does not show up. What should I do?
- Wait briefly and then move to the next presentation.
A presenter’s slides will not display.
- Contact conference staff or AV support.
A session ends early.
- Encourage discussion among attendees.
A session runs behind schedule.
- Adjust Q&A time and keep presentations moving.
Quick Reference Checklist
✅ Review the program
✅ Contact presenters before the meeting
✅ Arrive early
✅ Introduce speakers
✅ Keep time
✅ Facilitate Q&A
✅ Conclude the session on time