The session chair plays a vital role in the success of a professional conference. In this position, the chair serves both as a timekeeper who manages the schedule and logistical details, and as a facilitator who guides meaningful discussion around the session’s theme.

Below, we’ve outlined two sets of responsibilities for session chairs: the general, routine “housekeeping” tasks, and the more substantive responsibilities involved in fostering thoughtful, engaging dialogue.

These guidelines apply equally to chairs of both organized and volunteered sessions, as well as those leading panels and roundtables.

Housekeeping

The session chair should contact all members of their session—including paper presenters and discussants—as soon as the Preliminary Program is available on the website (typically in late December). It is the chair’s responsibility to ensure that all participants are informed of the following:

• The date and time of the session
• The names of other participants and their presentation topics
• The total time allotted for the session, as well as the time designated for each paper
• The general expectations for how the session will be conducted
• Any additional details specific to the session or its topic

In addition, the session chair has important responsibilities to the SfAA Office. The chair should promptly notify the SfAA Office of any participant withdrawals or changes in attendance. The chair is also responsible for coordinating any special requests for equipment or facilities made by session participants (see details below).

Session Length & Time

Each session is allotted 105 minutes. The session chair is responsible for convening the session at the scheduled time and maintaining the published order of presentations. A brief delay of up to five minutes is permissible to allow for seating and final preparations. However, waiting beyond five minutes will shorten the time available for each presenter.

As a reminder, please ensure presentations follow the order listed in the program. Many attendees move between sessions to hear specific speakers. Out of order presentations remain one of the most frequent concerns reported by participants.

Once the session begins, the chair is responsible for managing each speaker’s time. Time should be distributed fairly among all presenters to allow for audience questions and discussion. In sessions with fewer participants, the chair may allocate additional time to each speaker as appropriate.

Sessions must conclude at the time listed in the meeting program. If additional discussion is needed, it should continue outside the meeting room to avoid delaying the next scheduled session.

Session Format

While the session chair’s primary responsibilities are to manage time and maintain the order of presentations, chairs are welcome to take a more active role in guiding the session’s flow and fostering meaningful discussion. Many chairs choose to offer closing remarks, summarize key themes, or highlight the broader implications of the work presented. They may also use questions and comments from the audience as opportunities to prompt further reflection or suggest possible directions for future research.

The traditional session format is straightforward: papers are presented, followed by a question-and-answer period. However, session chairs are encouraged to consider alternative approaches that might enhance engagement and participation. This could include moderated discussions, brief audience polls, or inviting panelists to respond to one another’s work.

Any changes to the session format should be discussed and agreed upon by all participants in advance to ensure a smooth and cohesive experience for both presenters and attendees.

Contact Point

The session chair serves as the primary link between the session participants and the SfAA Office. Chairs are responsible for sharing important information from the SfAA Office and Program Committee with their session participants and, in turn, relaying any updates or concerns from participants back to the Office.

If a session participant withdraws or is unable to attend, it is essential that the session chair promptly notifies the SfAA Office. Likewise, if the Office becomes aware of any withdrawals or schedule changes, that information will be communicated to the session chair to help maintain an accurate and updated program.

Dialogue Assurance

As a session chair, your core responsibilities include introducing each participant and managing the timing of their presentations. Some chairs will gather additional information to enrich their introductions such as relevant background about a speaker or how their presentation contributes to the session’s theme.

A key challenge for a session chair is guiding the session’s cohesion by helping the audience see how individual presentations connect to one another and the Program Theme, a task made easier with a solid understanding of the session’s content and its place in the overall program.

During the session, you’ll facilitate the discussion or Q&A by recognizing audience members, directing questions to presenters, and using the opportunity to rephrase unclear questions or distribute them strategically to highlight key themes and differing perspectives.

Beyond the session itself, you may find opportunities to foster continued engagement. This could include encouraging participants to stay in touch, collaborate in future sessions, or even work toward publishing the session’s content. If early-career professionals are involved, you also have the opportunity to support their development by providing mentorship and guidance.

With preparation, insight, and a clear understanding of your session’s focus, you can ensure that your role as chair enhances the experience for both presenters and audience members alike.