Session Chair Instructions

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SESSION CHAIR INSTRUCTIONS

New roles for online sessions

Thank you for serving in this most important role in the 2020 DSI Annual Conference! With the online format, Session Chairs have a few additional responsibilities. As Session Chair you will be responsible for managing your assigned session. This job will require you to act as moderator, facilitator, host and technical advisor. You may also be a presenter. We are sure you are up to the task!

Your job is to manage the session. The session opens to the Presenters and Session chairs 20 minutes before the session begins. Here are detailed instructions:

20 minutes before the session start time:

  1. Visit your session page on the agenda.
  2. Click the Manage button in the upper right corner.
  3. Click Start as you are the primary speaker with responsibility for “starting” the session.
  4. The other presenters should be joining you here.

This will launch the Zoom meeting application and enter you into a pre-presentation area. During this time, you will be able to see and hear the other presenters and they will be able to see and hear you. However, the attendees will not be able to see or hear you, nor will they be able to see anything you screenshare until one minute before the scheduled start time. This is when attendees will be allowed in.

Use this time to:

  1. Greet the presenters, notify them of order of presentation and ensure all presenters are ready. You may want to ascertain if they will be sharing their screen for their presentation with a video or ppt. or have previously uploaded a video.
  2. Ask presenters to verify that the sound levels and microphones are working.  You will note that the microphone icon on the bottom left of your Zoom control panel will show green when it is receiving input.
  3. Check that you are able to share your screen and presenters can do so as well. NOTE: on Mac computers you may need to adjust your security settings.

At T-1 minute, attendees will be able to enter the Zoom room. You may wish to screenshare a slide indicating that you will be starting soon, or greet your audience and let them know you will be starting soon. We have attached a choice of two slides you may use for this purpose, while you are waiting for all attendees to join the meeting.

When ready, click Record to Cloud. This will start the recording of the session. Please start on time!

Introduce yourself and begin session. Introduce each presentation and presenter. Allow them to share their screen for their presentation. Monitor time for each.

Each presentation time should be 12 minutes or less if you have 4 presentations in your session. This will give you a solid 20 minutes for Q&A, as well as time for introductions and setup time for each presenter. If less than 4 presentations, you can adjust presentation time. Please keep the presenters on time. If possible, let them know when they have 5 minutes and then 1 minute left.

Once a presentation has begun, monitor the Chat feature for questions and comments.

Once all presentations are concluded, open the Q&A and moderate questions.

Please take note if any presenters did not show. Report these to DSIconference@cyberservice.com.

Should you have any technical issues, contact DSIconference@cyberservice.com.  Remember, this is a Zoom meeting. If presenters have challenges, think how Zoom works.  If the conference platform is not functioning properly, you can always jump into your own personal Zoom meeting and provide the link to all attendees via the Chat feature. We do not anticipate you having to do this, however it is a fall back if nothing else works.

We are providing you with 2 attachments.

The first are two screenshare slides to choose from. We encourage you to use one while you are waiting for attendees to come into the room. The 2nd is a virtual background we encourage you to use during your session. Upload this image prior to the conference. During the session, click the up-arrow next to the “Start Video” button on your Zoom toolbar to access the virtual background feature. Choose the DSI Annual Conference uploaded image.

 

SUMMARY FOR SESSION CHAIRS

At least 20 minutes before the session start time:

  1. Visit your session page on the agenda.
  2. Click the Manage button in the upper right corner.
  3. Click Start as you are the primary speaker with responsibility for “starting” the session.
  4. The other presenters should be joining you here.
  5. Perform microphone and share screen checks.
  6. Confirm order of presentations and time allotment.
  7. Share screen of DSI Session slide until ready to start session.
  8. At T-1, attendees will enter room.
  9. Start session on time. Click Record to Cloud. This will star recording of session.
  10. Open session with opening comments. Introduce first presenter.
  11. Moderate Chat.
  12. Moderate Q&A.
  13. Report number of attendees to DSIconference@cyberservice.com.

We encourage you to utilize the DSI 2020 Conference Zoom background during your session!
Questions? Contact Vivian Landrum, DSI Executive Director at vlandrum@bauer.uh.edu.