CHAIR INSTRUCTIONS

Thank you for assisting with the Lorne Infection and Immunity 2025 Conference. Please read the instructions below to help prepare for your session. 

BEFORE THE SESSION 

Decide how you and your co-Chair will run the session. It is important that both Chairs share the limelight. 

Check the live program for any changes to speaking time or order of speakers. Note that the times indicated in the program are speaking times and inclusive of Q&A; each session is timed to allow for questions at the end of each talk.  

There are four durations for the different presentation types: 

45 minutes total: 30 minutes for presentation and 15 minutes for Q&A 
25 minutes total: 20 minutes for presentation and 5 minutes for Q&A 
15 minutes total: 12 minutes for presentation and 3 minutes for Q&A 
3 minutes total: 3 minutes for presentation and no Q&A 

Please make sure all speakers stick to the time allocated. 

  • Meet the speakers - introduce yourself, get to know their affiliations, check pronunciations  

  • Meet the technician who will be there to assist 

  • Familiarise yourself with the AV equipment and technical requirements 

IMPORTANT: It is very important that Chairs adhere to the program timings so sessions do not run over time and there is enough time for other presenters to have questions.
Between you, decide which chair will introduce which presentations and field questions and which chair will manage the stop clock for those presentations. 

AT THE START OF YOUR SESSION 

  • Make any announcements that are provided to you. 

  • Thank any sponsors related to your session. If there is no sponsor for your session, thank conference sponsors as a whole. 

  • For your information and as a reminder to presenters, all Science Bites presenters have been advised that: 

  • They should sit at the front of the room during their session to enable quick access to the lectern. Please check that presenters comply with this request before the session starts. 

  • A timer will be used on the day to ensure that all speakers get their 3-minute time frame. Notification will be given 20 seconds before the 3 minutes is up. 

  • Anyone not finished within the time allotted will be kindly asked to stop their presentation.  
    Please be reminded that no questions are to be asked at the conclusion of Science Bites talks.  At the start and end of your session, you can remind the audience that Science Bites presenters can be found alongside their poster during Thursday evening’s poster session. 

CHAIRING YOUR SESSION 

  • The Mantra Lorne AV team will ensure all technical requirements are available at the venue, and will be on-site to assist you. 

  • Please be present in the room at least 20 minutes (during the break) prior to the start of your session.

  • Once you arrive, familiarise yourself with the stage and technology. 

  • Lorne I&I 2025 is a face-to-face meeting, though a small group of delegates will be watching sessions online via Zoom. They will only be able to hear the presentations and see slides. No Q&A will be taken by those watching via Zoom. 

  • When introducing each speaker, be sure to verbalise a clear handover cue, this will enable the Technician to transition to the speaker’s slides, while the speaker comes to the stage. E.g. “And now, over to our speaker and their slides …” 

  • When asking questions to a presenter, ensure you both stand directly at the lectern to ensure you are heard through the microphone.

  • The most important thing is to keep your session running strictly to time. 

  • For chairs of concurrent sessions, please be particularly mindful about keeping to time as delegates may swap between sessions for different talks.

  • Chairs of the Hartland and Hertzog Orations should further consult these websites for background information:  

  • https://viin.org.au/news/the-hertzog-oration  


COLLECTING QUESTIONS DURING THE SESSION  

  • It is recommended to have a question ready to ask the presenter in case there are no audience questions. 

  • Encourage questions regularly (checking time allocation). if there is not enough time, suggest attendees can network with the speaker directly in the break coming up. 

  • Again, please stay to time so that other presentations and sessions are not impacted. If sessions flow into break times, delegates looking to network and exhibitors wishing to engage with delegates are unhappy: this can result in sponsors choosing not to support the conference in years to come. 

  • Help cultivate an environment where all participants feel comfortable to engage; this could include choosing a question from a female delegate first, research has shown that this promotes further female participation 


ONCE THE SPEAKER'S PRESENTATION HAS BEEN COMPLETED:  

  • A Q&A holding slide will appear, cueing you and the speaker for the live Q&A session. 

  • It is recommended to have a question ready to ask the presenter in case there are no audience questions submitted. 

  • At the conclusion of your session, please: 

  • Remind delegates to engage with exhibitors in the Conference Centre and participate in the exhibitor competition, both to win a prize and to support the conference's charitable cause. 

  • Remind delegates to join in the social activities planned and tell them when the next session will commence. 

  • Thank the speakers and wrap up the session.