FAQ - Chairs

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Thank you very much for agreeing to Chair Session(s) in Theme 1 of WESC 2019.


With over 700 talks across 140 sessions, we are heavily dependent on our Session Chairs to ensure that everything goes smoothly, and so we have compile a short FAQ. I hope that you find it useful.


See you in Cork!



What exactly do I need to do?

  1. Please go to the room where your allocated session will be held 20 minutes before your session is due to start. There is at least a 30 minute break before each session starts to facilitate this.
  2. Meet your speakers in the room to discuss the session and identify any interesting points for discussion. It would also be good to double check speakers’ names, pronunciations and their affiliations. You should also encourage your speakers to check that any video links or other multimedia in their presentations is working.
  3. When the session is due to start, call order and briefly introduce the topic to be covered in the session before introducing the first speaker.
  4. Your main responsibility is to keep time. We will provide a bell which you can use to give the speakers a 5 minute and final warning.
  5. Encourage conversation. WESC is an open forum for discussion, please encourage audience members to get involved. Perhaps have a question for each speaker ready to help things to get started.
  6. WESC is not a trade show. We have told delegates that they can have one or two slides describing their business, research facilities, university etc. If they present more than this, please interrupt and ask them to move on. This is important, WESC needs to remain scientific. All abstracts have been peer reviewed for scientific content so we do not expect an issue, but please, be vigilant for sales pitches!

My session is a Mini-Symposium that I have organised. Does this make any difference in terms of expectations?

The only real difference is that you have complete freedom as to how you will use the 100 minute duration of your session. Please make sure that you communicate your expectations in terms of presentation length to your speakers if you have not already done so.

How do I know which session(s) I have to Chair?

You can download the latest version of the WESC 2019 program here. Chairs are listed for each session.

How do I find the room where my session(s) will be located?

There is a map on the Technical Program and there will be numerous signs and Student Helpers (Green Polo Shirts) on campus. The conference will be very centrally located and so it should not be a problem for you to find your allocated room.

How long should each presentation be?

Typically presentation slots are 20 minutes in duration. This time can be divided as the speaker pleases between presentation and discussion. The exceptions to this are as follows:

  1. If you have organised a Mini-Symposium. Then it is completely up to you how you use the 100 minute session. Please communicate your exceptions to your speakers if you have not already done so.
  2. If you have less than 5 speakers in your session. In this case, there is extra time for discussion. You can use all of this at the end of the session, extend each presentation slot or use a mixture of both options. It is entirely up to you. As long as we achieve an open forum for discussion, everything will be fine.

How do I tell the speakers when their time is up?

We will provide a bell to provide a 5 minute and final warning along with printed notices which you may wish to use.

What is there are any audio visual issues?

The student helper assigned to your room will be trained to resolve any issues. They will contact IT services if they cannot. If the student helper does not turn up, please inform the information desk in the Boole Basement, next to registration.

Do I need to register for WESC?

Yes. If you have not registered for WESC, you will not be able to enter the lecture hall or lunches. You can follow this link to register today.

I won’t be able to make the session that I have been allocated. What should I do?

At this stage, the organising committee are very busy in the final stages of preparation. Please make arrangements for a substitute Chair that you know is attending the conference. There is no need to tell us what arrangements have been made.

What if speakers have any questions for me on what they should do?

We expect that most questions will relate to setting up the presentations on the PC in the room. There will a Student Helper in a Green Polo Shirt in the room to assist. Answers to other questions that they may have should be found here.