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Duties of Session Chairs and Session Co-chair
The roles of a session chair and a session co-chair in conference organizing do not have significant differences. In reality, duties are the same and replaceable, they work together to ensure the success of the sessions. Here's a breakdown of their respective responsibilities:
The session chair holds the primary responsibility for overseeing and managing a specific session during the conference. They are in charge of ensuring a smooth flow of the session and engaging the audience effectively. Their key tasks include:
- Introducing the Topic and Emphasizing Importance (1 minute): The session chair introduces the topic of the session, providing a brief overview of its significance within the conference's broader theme or field of study. This introduction helps attendees understand the context and relevance of the session.
- Introducing the Authors (1 minute): Before each presentation, the session chair introduces the respective authors, sharing their backgrounds, affiliations, and qualifications (if any). This introduction establishes the credibility and expertise of the authors in their field of research.
- Acknowledging the Session Co-chair: As the session commences, the chairman takes a moment to recognize and introduce the session co-chair to the audience. This introduction emphasizes the co-chair's valuable role in assisting the session chair and contributing to the success of the session.
- Playing YouTube Links via Zoom Meeting (just in Online presentations): In addition to the previously mentioned responsibilities, session chairs may also be entrusted with the duty of playing YouTube links during their respective sessions.
- Selecting the Best Articles of the Session (collaboration with Co-chair): The session chair is responsible for identifying the best articles or presentations from the session. They assess the quality of research, originality, and contribution to the field to determine which articles stand out. Typically, two articles are selected per session to receive recognition.
- Engaging in Discussion: Following the presentation, authors and co-authors actively participate in the round table discussion. They should be prepared to answer questions from the audience, providing additional insights and clarifications on their research. Their engagement helps foster a productive and informative discussion surrounding the topic.
- Addressing Questions: During the round table session, the session chair or other attendees may pose questions to the authors and co-authors. It is their responsibility to respond thoughtfully and provide detailed explanations or evidence to support their answers. This not only enhances the understanding of their own research but also contributes to the overall knowledge exchange among participants.
- Asking Questions to Other Presenters: Authors and co-authors are also encouraged to ask questions to other presenters during the round table. This demonstrates their engagement with the broader research community and encourages a collaborative atmosphere. By seeking additional information or sharing insights, authors and co-authors contribute to a vibrant and intellectually stimulating discussion.
- Transferring the Names to the Conference Chairman: The session chair transfers the names of the selected articles and authors to the chairman of the conference. This ensures that the selected authors receive recognition for their outstanding work and contributions.
- Being Available Before the Scheduled Time: To ensure a prompt start, the session chair arrives at the session venue at least 10 minutes before the scheduled time. This allows them to prepare the room, coordinate with the technical staff, and address any last-minute issues.
The session co-chair works in collaboration with the session chair to support the smooth operation of the session. They share responsibilities and provide assistance as needed. The main tasks of the session co-chair include:
- Assisting the Session Chair (taking responsibility in case If session chair was not available in their respective session): The session co-chair supports the session chair in organizing and managing the session effectively. They may help with tasks such as speaker introductions, timekeeping, and facilitating discussions during the session.
- Collaborating with the Session Chair: The session co-chair works closely with the session chair to ensure that the session runs smoothly. They communicate and coordinate to divide responsibilities, address any challenges, and maintain a cohesive flow throughout the session.
- Transitioning Responsibility: Towards the end of the session, the session co-chair assists the session chair in transferring responsibility to the upcoming session chair. This involves sharing important information, guidelines, and insights to facilitate a smooth transition and ensure the continuity of the conference's proceedings.
- If the Session Chair is Unavailable: In cases where the session chair is unavailable to fulfill their responsibilities, it becomes necessary to transfer these duties to the session co-chair.
Both the session chair and session co-chair play crucial roles in creating a productive and engaging session for conference attendees. While the session chair has the overall responsibility for the session's management and selecting the best articles, the session co-chair provides support and assists in various tasks to ensure a successful session. Their collaboration contributes to the overall quality and impact of the conference experience for attendees.
Vital guidance to ensure a seamless execution of our conference:
- Session chairs are obligated to be present at least 10 minutes before the scheduled commencement of their respective sessions.
- Considering the intensive program, we kindly insist that authors start their presentations exactly at the stipulated time in the schedule.
- A YouTube link has been embedded into the PDF files. This might necessitate copying the link from each article and sharing it in the Zoom meeting. Here is a guide on how to share YouTube links in Zoom: https://www.youtube.com/watch?v=xX8GgFkw7Ls
- When intending to share any presentation, please ensure to activate the "share computer sound" option.
- It would be beneficial to have a concise introduction for each article or simply introduce the authors, followed by the video presentation. If an author is unavailable, we will proceed with playing their video. The author's absence will be reported to the chairperson after the conference.
- To enhance the conference's quality, please aim to pose one thought-provoking question, comment, or suggestion on how to progress, or any brainstorming idea that you deem suitable for the authors.
- Please restrict your queries and comments to the round-table discussions scheduled after each set of four presentations. The responsibility of effectively managing the time rests with the session chairs and co-chairs.
- If any technical issues arise, “Session Moderator” is available to assist you.
- Session chairs and co-chairs are encouraged to communicate via personal email to strategize for a smooth conference. If a session chair is unable to attend, they should notify their co-chair, who will then assume their duties.
- The session chair and co-chair of each session should select the standout presentation based on research merit and actual contribution to academia. During this selection process, please focus on presentations that significantly contribute to the field and demonstrate substantial research and findings.
- Please collaborate with the conference organizers to gather feedback and suggest improvements for future online conferences.
- A follow-up with presenters and attendees is recommended, expressing gratitude for their participation and sharing any additional resources or information as needed.
1- According to the program of the conference each session that you will chair would be classified into three main parts:
A). Introduction by the chair – to explain the importance of the topic and/or topics of the articles which are supposed to be discussed in the session, introducing the authors just names and affiliation (from the conference book). You may need to just have a fast crosscheck to be sure that all the authors or at least one author from each article are available.
B). Playing the author's presentation by sharing a YouTube link.
C). In each round table ask some brainstorming questions from the authors of each article. So please make sure that in the round tables to ask any questions that you would like to ask.
2-At the top of each session, there is a zoom meeting bottom, if you hit the bottom in the given time, you will be able to enter the meeting.
3-Our session Moderators will get the responsibility of recording the session. So, you may just need to focus on the academic part of the conference.
4-In case if the author were not around, we shall just play their video and pass it to another presentation.
5-There are some authors who didn’t submit their video presentations. If they were around, you can ask them to share their screen to present their PowerPoint presentation.
How to share the video presentation using the program of the conference?
Please see the following link the instruction: https://youtu.be/ORdAcTOh6YY
To be able to start the next session on time please make sure to start your session on time.
How to ask authors to share their presentations? * (in case if they don’t have their YouTube link)
After activating the above-mentioned bottom just once then you will ask the author to share their own PowerPoint. (in case if they don’t have their YouTube link).
Benefits of being a session chair or co-chair in a conference:
- Recognition and Appreciation: Session chairs and co-chairs are acknowledged for their contribution to the conference organization and management.
- Certificate of Participation: They receive a certificate recognizing their role as a session chair or co-chair.
- Mentioned in Conference Materials: Their name and affiliation are prominently displayed in conference materials, including the website, abstract book, and full book proceedings.
- Networking Opportunities: They have the chance to connect with fellow researchers, professionals, and experts in their field.
- Enhanced Professional Reputation: Serving as a session chair or co-chair adds to their professional credibility and reputation.
- Leadership Experience: Serving as a session chair or co-chair provides valuable leadership experience.
- Exposure and Visibility: Being a session chair or co-chair increases their visibility within the research community.
A keynote speaker in a conference is an invited individual who delivers a high-profile presentation at the opening or a significant session of the event. They are typically recognized experts or leaders in their respective fields and are chosen to provide a notable and impactful address to set the tone, inspire attendees, and provide valuable insights. Keynote speakers often possess a wealth of knowledge and experience, and their presentations aim to provide a comprehensive overview, highlight key trends or advancements, and offer thought-provoking perspectives on the conference theme or subject matter. They play a significant role in shaping the conference experience, energizing participants, and contributing to the overall success of the event.
The main duties of a keynote speaker in a scientific international conference include:
- Delivering an Engaging Keynote Address: The keynote speaker is responsible for delivering a compelling and informative presentation on a topic of expertise. They are expected to engage the audience and provide valuable insights, highlighting the significance and relevance of their research or field of study.
- Sharing Cutting-Edge Research or Knowledge: Keynote speakers often present the latest advancements, research findings, or innovative ideas in their respective fields. They have the duty to share their knowledge and contribute to the overall advancement of the scientific community.
- Setting the Tone for the Conference: The keynote address sets the tone for the entire conference. The speaker's passion, expertise, and ability to captivate the audience influence the overall atmosphere and engagement level of the event.
- Inspiring and Motivating Attendees: Keynote speakers have the responsibility to inspire and motivate conference attendees. They may share personal stories, anecdotes, or success stories to encourage and ignite enthusiasm among the participants.
- Providing a Big-Picture Perspective: Keynote speakers often offer a broader perspective on the field, highlighting its significance, impact, and future directions. They provide a comprehensive view that helps attendees understand the context and importance of the research being presented at the conference.
- Stimulating Intellectual Exchange: Keynote speakers are expected to generate meaningful discussions and foster intellectual exchange among conference participants. They may pose thought-provoking questions, challenge existing beliefs, or encourage interdisciplinary collaborations.
- Acting as a Role Model: Keynote speakers serve as role models within their fields. Their achievements, expertise, and passion inspire aspiring researchers and attendees, encouraging them to pursue excellence in their own work.
- Engaging with Attendees: Keynote speakers often participate in panel discussions, Q&A sessions, or networking events, allowing attendees to interact with them directly. They are encouraged to engage in conversations, answer questions, and provide guidance and mentorship to interested individuals.
Overall, the primary duties of a keynote speaker in a scientific international conference involve delivering an engaging and informative presentation, sharing cutting-edge research, inspiring attendees, and fostering intellectual exchange. Their role is vital in setting the stage for the conference, motivating participants, and contributing to the overall success of the event.
Duties of Chairman of the confernce:
The chairman of a conference is a designated individual who assumes a leadership role and takes responsibility for overseeing and managing the conference proceedings. They provide guidance, make important decisions, and ensure that the conference runs smoothly according to the established agenda and objectives. The chairman often serves as the public face of the conference, representing the organizing committee and interacting with participants, speakers, sponsors, and other stakeholders. Their role involves coordinating various aspects of the conference, including program development, session management, logistics, communication, and problem-solving. The chairman plays a critical role in creating a conducive environment for knowledge exchange, networking, and collaboration among conference attendees.
The main duties of a chairman in this confernce are:
- Leadership and Decision-Making: The chairman plays a crucial role in providing overall leadership and direction for the conference. They make important decisions in consultation with the organizing committee, ensuring the conference runs smoothly and achieves its objectives.
- Planning and Coordination: The chairman is involved in the planning and coordination of various conference activities. This includes setting the conference theme, developing the program schedule, coordinating with keynote speakers and presenters, and ensuring all logistical arrangements are in place.
- Collaborating with Committees and Teams: The chairman works closely with different committees and teams involved in organizing the conference. This may include the scientific committee, program committee, sponsorship committee, and logistical team. They provide guidance, delegate tasks, and facilitate effective collaboration among team members.
- Communication and Public Relations: The chairman represents the conference to external stakeholders, such as sponsors, partners, and the media. They are responsible for maintaining effective communication channels and promoting the conference to attract attendees and support.
- Chairing Conference Sessions: The chairman may have the responsibility of chairing certain sessions during the conference. This involves introducing speakers, managing the session's schedule, moderating Q&A sessions, and ensuring a smooth flow of presentations and discussions.
- Opening and Closing Ceremonies: The chairman often plays a key role in the opening and closing ceremonies of the conference. They may deliver an opening speech to welcome participants, set the tone for the event, and highlight its significance. In the closing ceremony, the chairman may deliver closing remarks, express appreciation to participants and sponsors, and provide insights for future conferences.
- Problem-solving and Crisis Management: The chairman is prepared to handle any unforeseen challenges or issues that may arise during the conference. This includes resolving logistical problems, addressing conflicts, and making quick decisions to ensure the smooth running of the event.
- Evaluation and Feedback: After the conference, the chairman may be involved in evaluating its success, gathering feedback from participants, and identifying areas for improvement. This information is valuable for future conference planning and to enhance the overall conference experience.
- Financial Management: The chairman oversees the financial aspects of the conference, including budgeting, fundraising, sponsorship management, and ensuring proper financial controls are in place.
- Vendor and Venue Management: The chairman is responsible for selecting and managing vendors, such as caterers, audio-visual providers, and exhibition organizers. They also oversee venue selection, negotiations, and logistics coordination.
- Ensuring Compliance and Ethics: The chairman ensures that all conference activities adhere to ethical guidelines, codes of conduct, and any legal or regulatory requirements. They promote a culture of integrity and respect throughout the event.
- Participant Registration and Support: The chairman oversees the registration process for conference attendees, ensuring a smooth registration experience and providing support to participants with queries or concerns.
- Promoting Diversity and Inclusion: The chairman plays a vital role in promoting diversity and inclusion within the conference. They ensure equal opportunities for participation, create a welcoming environment, and consider diverse perspectives in the selection of speakers and topics.
- Reviewing Abstracts and Paper Submissions: The chairman may be involved in the review process of abstracts and paper submissions. They work with the scientific committee to ensure a fair and rigorous evaluation of the submissions and assist in the selection of presentations for the conference.
- Monitoring Conference Progress: Throughout the conference, the chairman monitors the progress and implementation of various activities, ensuring that everything is running according to plan and making necessary adjustments if required.
- Networking and Relationship Building: The chairman actively engages with attendees, speakers, sponsors, and other stakeholders to build and strengthen relationships. They facilitate networking opportunities and encourage collaboration among participants.
the moderator of a session in an online conference is responsible for overseeing and ensuring the smooth running of the session, managing technical aspects, facilitating participant engagement, and maintaining a respectful and productive environment. They play a crucial role in keeping the session organized, on schedule, and resolving any issues that may arise during the session.
Moderators in an online conference may have the following additional tasks:
- Recording the session: Moderators can be responsible for initiating and managing the recording of the session, ensuring that it is captured for future reference or distribution. The recorded videos will be collected by the chairman at the end of the conference.
- Sharing on social media: 2 minutes before the starting the session moderators will allow to share the meeting online on (youtube or Facebook) to increase visibility and engage a wider audience. In this way it will be easy also do download the recorded videos. Make sure to add the name of the session, date, and hours to the video.
- Time management: Moderators help enforce the session's time limits, ensuring that each speaker stays within their allotted time. They may give time warnings or reminders to keep the session on schedule.
- Informing session chairs: Moderators act as a liaison between the session participants and the session chairs. They provide updates, reports, or any necessary information to the chairs regarding the session's progress and any issues that may arise.
- Muting participants: Depending on the session format, moderators may periodically mute all participants, typically during presentations or when there is a need to limit background noise or distractions. Participants can request to unmute themselves if they have a question or comment.
- Handling unethical behavior: Moderators have the authority to address and manage any unethical or inappropriate behavior during the session. This can include warning participants, removing disruptive individuals from the session, or taking other appropriate measures to maintain a respectful environment.
- Assisting with technical issues: Moderators provide technical support to participants who encounter difficulties during the session. This can involve troubleshooting audio/video problems, guiding participants on how to use certain features or tools, or directing them to technical support resources.
- Monitoring and managing chat or discussion forums: In online conferences, there are often chat or discussion forums where participants can interact. Moderators may oversee these platforms, ensuring that conversations are respectful, relevant, and on-topic. They may address any questions or concerns raised in the chat and provide clarifications if needed.
- Coordinating with other session personnel: Moderators collaborate with other session personnel, such as technical support staff, co-moderators, or interpreters, to ensure seamless coordination and communication throughout the session.
- Providing session reports: After the session concludes, moderators may be responsible for preparing session reports or summaries, highlighting key points, and capturing any important insights or discussions that occurred during the session.
- Session Photos: Moderators may take some screenshots from the meeting during the presentations and share them with the chairman after the conference.
- Managing screen sharing and multimedia: Moderators can assist speakers with sharing their screens or multimedia content during their presentations. They ensure that the right content is displayed at the appropriate time and troubleshoot any issues related to visuals or media playback.
- Handling unexpected disruptions: In the event of technical glitches, power outages, or any unforeseen disruptions, moderators act as problem-solvers. They communicate with participants, speakers, and technical support to minimize the impact and resume the session as smoothly as possible.
the moderator of a session in an online conference is responsible for multiple tasks. The moderator's role includes recording the session, sharing it on social media platforms, managing the session's time, informing session chairs about the session's progress, muting participants when necessary, handling unethical behaviour, assisting with technical issues, monitoring chat or discussion forums, coordinating with other session personnel, providing session reports, taking session photos, managing screen sharing and multimedia, and handling unexpected disruptions.
* How to Mute Everyone on a Zoom Meeting?
Please see the following link in this regard: https://www.howtogeek.com/669789/how-to-mute-everyone-on-a-zoom-call/
* How to share the video presentation using the program of the conference?
Please see the following link for the instruction: https://youtu.be/ORdAcTOh6YY