Briefing Notes - Pre-Conference

Pre-Conference

Pre-Conference we ask you to:

Be the point of contact for presenters in relation to the session format, content and setup
Liaise with the presenters in your session to shape the session
Provide the Conference Office with your session overview
Provide the Conference Office with your session room setup requirements

Further details on each of the above can be found below.

POINT OF CONTACT

As a Session Chair you are an ambassador for the Conference and for Hobart and we would actively encourage you to reach out to all involved in the session as soon as possible. It may be that you do not know each other; if you do not know the people involved, then please ask Trevor McKenna to introduce you.

We ask that you liaise with the presenters in your session regarding the format, content and setup of your session. You will be their point of contact in this regard in the lead up to – and onsite at – the Conference. The contact details for the presenters in your session will have been provided to you by the Conference Office.

For any other queries regarding their participation in the Conference (e.g. registration or logistics queries), presenters have been advised to reach out to the Conference Office directly.

SHAPING THE SESSION

The Organising Committee is keen to present sessions in a fresh, interesting and innovative way and wherever possible using a variety of techniques appropriate to the topic so we encourage consideration to how this may be conveyed in your session.

We suggest you arrange either a virtual meeting or teleconference for all participants.

In your discussion with your presenters, you have the opportunity to help shape and produce the session, considering the order of presenters, the format, when questions will be taken, if the speakers want to use any interactive technology such as live polling, etc. Details you may wish to consider are:

The objective and structure of the session
The contribution of each presenter
How the session time will be divided between each speaker
How you want the presenters to be seated, e.g. in the front row and come up to the lectern one at a time, seated at a head table, or seated in armchairs on the stage
How you will manage questions, e.g. will each presenter take them at the close of their presentation or collectively before the end of the session?
How the presenters will present, e.g. are they considering any role plays, audience interaction via live polling using the Conference app, etc
Preparation of PowerPoint slides for use during the presentation, e.g. will slides be used at all? Will each presenter have their own slide deck or will there be a shared slide deck? Are there video files to be shown?
If you would like specific music played as delegates walk in to, and out of, your session (and if so, which songs)
If you would like to provide a paper and/or other accompanying documents (to be available to delegates in the Conference app)
Presenters have been sent information directly in relation to requests for a photo and bio, a dedicated registration link, the preparation of their PowerPoint presentations and their papers. We ask that you remind your presenters of the deadlines when you meet.

SESSION OVERVIEW

We ask that you prepare a brief overview of the session (approx. 100-300 words) which will serve as an introduction to the focus and objectives of the session. This will be published in a ‘Session Overviews’ document that will accompany the program grid, to assist delegates with determining which session they would like to attend at any given time. Please provide this to the Conference Office via the Session Room Setup Form (further information below) by no later than 5pm AEST Friday 4 September 2026.

SESSION ROOM SETUP

There are some options available in relation to the stage setup and how the session will run. It is important the Conference Office receive this information in advance so we can liaise with the venue and audio visual team accordingly. We ask that you discuss these options with your presenters then nominate the preferences on the session room setup form linked in your email with these briefing notes by 5pm AEST Friday 4 September 2026.

Session Chair Briefing Notes: