Chairing Sessions at Academic Society Meetings

One of the big surprises for me when I was a new doctoral student was the role of chairing a session. I had never before attended an academic conference let alone chaired a session. Yet there I was one day being asked to be a chair. On the advice of my supervisor, I said yes. And that was the start of over a quarter of a century of chairing sessions.
 
I make no claims about being a superpower when it comes to chairing sessions. Stated simply, I am not an expert. However, I have made a number of observations about chairing based on what I have seen others do, what I have done, and what I wish I had done. 
 
With that in mind, what follows are some bullet points of my thoughts on dos and don’ts of this unique and important opportunity in the life of academics.
 
What also follows below assumes an in-person meeting. However, much of what is said can be adapted to an all-online conference. 

• Getting Asked to Chair

 
If you are a student and are asked to chair a session at a conference that you are attending, your first (and only) response should be “yes.” Of course you can say “no,” but why miss a golden opportunity to gain experience in your craft, meet other scholars, make friends, and demonstrate your abilities to possible employers?
 
If you know executive members of societies that you belong to, feel free to contact them and volunteer your services as a chair. Sometimes it is hard to find willing people to chair, and that initiative will probably be welcome.
 
Ask the organizers how they expect the meeting to go, and, if there is anything special that they would like to make sure happens. Most importantly, find out if you are to give a formal response to the papers (probably not the case, but ask just to make sure). 
 
Look at past meetings to get a sense of the type of papers and presenters. 
 
Ask about the online aspect of the meeting. If that is a part of it, make sure you know the technology in advance. And do not try to learn the technology on the fly – ask what they will use and learn it beforehand.
 

• Before Chairing

 
Dress appropriately (better to dress up than down).
 
Read the conference schedule and be aware of time and location.
 
Go and watch some sessions if you have never been to an academic conference.
 
Attend other sessions of the conference so that you get a sense of what has been happening throughout the event. In other words, don’t just show up to chair and embarrass yourself by not being aware of what has been going on before your session.
 
Go to the session room ahead of time so that you can find it when you need to (and prevent being late due to being lost).
 
If possible, contact presenters ahead of time and exchange cell numbers (in case of emergencies, etc.).
 
Read up on presenters, and if possible, check faculty websites, publications, etc.
 
If necessary, ask presenters how to correctly pronounce names.
 
Show up early to make sure that all is well with technology (eg. PowerPoint, Zoom, recording, lighting, microphone), seating arrangements, and podium/table at front.
 
Show up early to meet-and-great presenters and those in attendance.
 
Bring a watch or cell phone timer. Remind presenters of time restrictions and let them know how you will be informing of time limits.
 
Show no favorites for the “famous” in your session.
 

• While Chairing

 
Introduce yourself (a sentence or two) and welcome each presenter.
 
Set a tone you feel is right for the occasion.
 
Honor presenters.
 
Avoid being a jester. Certainly, be an enjoyable and winsome host, (after all, academic conferences can be insufferably boring), but also use the time as chair to demonstrate your prowess and gravitas as an academic.
 
Thank those in the audience for their attendance.
 
Brefly but clearly explain process/schedule/time.
 
Demonstrate interest when presenters are speaking – pay attention, take notes, and do not look at your phone.
 
Sit in a line of sight of presenters (or beside presenter if at a table), for it is hard to keep people on time if they can’t see you.
 
Make sure everyone stays on time (and make a plan to make that happen). This is one of your most important jobs – do what you have to do to make it so!
 
Be ready with a question to get the question period ball rolling.
 
Don’t let anyone dominate questions and try to ensure a fair distribution of questions.
 
Protect presenters from obnoxious questioners and do not allow gotcha questions (especially if questions submitted in advance).
 
Keep to the rules of the meeting (eg. if online, only take questions from those who watched the video)
 

• After Session Ends

 
Thank those who attended.
 
Ask for audience to express appreciation – usually applause is most common (throwing money is appreciated, but very rare).
 
Thank each presenter personally after event.
 
Hang around and be the last to leave.
 
Tidy up and organize the room so that the next session does not have to clean up after your session.
 
Make sure people exit the room on time if there is a meeting immediately following the one that you chaired.
 

• Final Thoughts

 
Remember that the event is not about you. You are a servant to make sure that the experience of the presenters and attendees is a good one. 
 
Chairing sessions is an important part in the formation of relationships, dissemination of ideas, and gaining critical feedback, so embrace it and work hard at it.
 
Take advantage of getting to know presenters and those in the audience.
 
Do not throw people under the bus – as much as possible take the blame for anything that goes wrong.
 
Remember what it was like at your first paper presentation, and make people feel welcome and comfortable.
 
Take advantage of the opportunity to recruit members for your society.
 
Remember that the role of being a chair is so important that some societies only allow seasoned scholars to do it. 
 
Let the organizer(s) know that you would be glad to chair next year. Also let the planners know you would be happy to help organize next year’s meeting, and/or even join the executive of the society.