Please ensure the speakers and chair have your mobile number so that they are able to contact you once onsite at the Conference in case of any last minute changes.

We ask you to meet your speakers at the Speaker Presentation Room at least 30 minutes prior to the session commencing to run through any last minute details. Please then make your way to your session room at least 15 minutes before the scheduled start of your session so that the audio visual technician in the room can connect any required microphones and conduct any necessary sound checks.

Your session room will be setup and run as per the details confirmed in the session room setup form. 

To ensure a consistent start to each session, please make your way to the lectern and complete the following in order. Further details for each item are outlined below.

• Welcome everyone to the session (please note a Welcome to Country is not required as this will be provided during the Conference's opening session) 
• Thank the sponsor of the session (if applicable) and read out a promotional blurb about the firm/organisation
• Introduce yourself as the Chair 
• Introduce the presenters
• Introduce the session topic 
• Advise if live polling and/or live Q&A will be used throughout your session
• Remind Western Australian delegates to scan the QR code on the screen to record their attendance at the session

During the session we ask that you focus on keeping the presenters to time. The smooth running of the Conference program depends on all presenters keeping to the allocated time, and that your session adheres to the overall scheduled time. The audio visual team will have setup a screen facing the stage where the presenter will be able to see a countdown of time remaining for their presentation. We also ask that you monitor this also and make your best effort to finalise the speakers presentation if they are running over time.

At the conclusion of the session we ask that you: 

• Thank the presenters
• Thank the sponsor 
• Encourage delegates to make their way to the next activity (eg session, catering break, etc.), reminding WA delegates to scan out of the session using the QR code on the screen at the front of the room or outside the room

SPONSOR ACKNOWLEDGEMENTS

If your session is sponsored, we ask that you read out the promotional blurb provided by the Conference Office. This should take no longer than 30-60 seconds so as to not impact on the overall session time.

At the conclusion of the session, please once again thank the sponsor. 

INTRODUCING AND THANKING THE PRESENTERS

The Session Chair is asked to introduce presenters using the biographies that will be provided by the Conference Office two weeks prior to the Conference. A printed copy of these will also be available on the lectern on the day of your session, and digital copies can be found in the Conference app which will be launched one week prior to the Conference. Please keep introductions very brief because of time limitations. 

In lieu of providing speaker gifts, the Conference will be making a charity donation. Details on the selected charity will be confirmed closer to the Conference. 

INTRODUCE THE SESSION TOPIC

We ask that you briefly introduce the session topic; you may wish to refer to the Session Overview provided in advance which is available to Conference delegates on the website and in the Conference app.

ADVISE OF ANY SESSION TECHNOLOGY

If your session has live Q&A or live polling, delegates should be advised of this at the commencement of the session. Questions and responses to live polling can be submitted within the sessions area of the ‘Program’ icon in the app.

If applicable to your session, it is the role of the Session Chair to moderate the question and answer component of your session. You will be provided with an iPad in the session room where you will be able to see the questions that have been submitted; we then ask that you read these out to the presenters at the time agreed to in your pre-Conference communication with presenters (e.g. at the end of each presentation, or at the end of the session). You may wish to prepare one or two questions, in case there are no questions from the floor.

DELEGATE SCAN IN/OUT OF SESSION

All delegates can track their session attendance by self-scanning within the relevant session in the app. A QR code will appear on the slide at the start and end of the session, and will also be available on the door outside the room. Delegates can scan this by going into the relevant session in the 'Program' icon in the app, selecting 'Check-In' then scanning the QR code on the screen at the front of the room, or on the screen outside the room. They should follow the same process to 'Check-Out' of the session. Please remind delegates of how to do this. 

Session Chair Briefing Notes:

Pre-Conference  |  At the Conference  |  Arrival at the Conference  |  Speaker Preparation Room  |  Audio Visual Equipment  |   Media  |  Assistance