The primary role of panel chairs is to communicate with speakers and facilitate the panel session. ​

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• Chairs should arrive at the panel room 10-15 minutes before the panel starts. This is to:

  • Welcome the speakers and introduce yourself

  • Answer any questions

  • Take note of speakers’ pronouns and the pronunciation of their name

  • Ensure all speakers’ slides are uploaded. Speakers can upload their slides via USB; chairs should communicate with presenters before the conferences to ensure this is possible, or organise an alternative way of uploading speakers’ slides (e.g. via email).

• Chairs should remind speakers of the time limit, and communicate to speakers how you will inform the speaker(s) when they have 2 minutes left (e.g. via a large and clear time-keeping sign). 

  • Time allocations: 

  • In panels of five participants, each paper presentation has 12 minutes to speak (even if there are two speakers for one paper).

  • In panels of four participants, each paper presentation has 15 minutes to speak (even if there are two speakers for one paper). 

  • In panels of three participants, each paper presentation can have up to 20 minutes. 

  • Ensuring at least 20 minutes, ideally 30 minutes, for the Q&A (to commence at the end of the session, once all speakers have presented).

• At the start of the session, chairs should briefly introduce the panel and the individual speakers. Information about the speakers and their abstracts can be found in the book of abstracts.

• One of the most important tasks of the chair is to keep time to ensure sessions and breaks adhere to the programme schedule (at least 20 and ideally 30 minutes). Allowing speakers to go over their allotted time cuts into the time available for the Q&A, and is inconsiderate of the other presenters.

• During the Q&A, chairs should facilitate the discussion, including asking and taking questions from the audience.

• Chairs should encourage the audience to ask questions that provoke discussion and connections between the presentations. 

• Chairs should be mindful of facilitating Q&A sessions that are not dominated by one particular speaker or line of questioning; feel welcome to remind people that discussion can continue after the session in the breaks.

• When facilitating the Q&A, avoid using gendered pronouns to refer to participants asking questions if you are unsure of their preferred pronouns.

• Microphones may not be available during parallel sessions. We have encouraged participants for whom this presents an access barrier to, to discuss with chairs before panels start how the room can be configured in a more accessible way. For instance, by moving chairs closer to speakers, or asking colleagues asking questions during the Q&A to speak loudly and for the chair or speaker to repeat the question.

• Chairs should be aware of the EFRC’s participation guidelines: https://www.atgenderconference.org/participation-guidelines