2. Considerations for effective chairing

Respectful timing

Make sure sessions begin and end at the expected times - this is important for inclusion and wellbeing as well as event flow. Ensuring speakers each have the expected amount of time available to speak and preventing overrun from earlier speakers sets a respectful tone.  

Clear communication

Clear, accessible communication from the chair is important for respect and safety. Please refer to section 4 on accessible communication for neurodivergent audiences. 

Set expectations

Communicate in advance with speakers about expected timings and access. Check on the day that speakers know their session length and current timings, and arrangements for questions as well as any technical issues. Reducing uncertainty can make speaking less stressful. 

To promote inclusion in the session, let delegates know the schedule and how they can contribute. Ensure instructions and guidance are clear and follow good practice guidance on accessibility in communication.

Setting an inclusive atmosphere

Welcome and acknowledge the importance of different perspectives and encourage input from all attendees. Create space for people who may feel less comfortable speaking up, but without forcing people to speak. 

Consider attendees’ immediate needs

Physical access and comfort

Please refer to section 8 and section 9 on accessibility of venues. This is vital. Also consider, where possible, making sure that the physical space is comfortable (such as, temperature or lighting, among others). Provide breaks when needed and encourage people to stretch or take a moment if they need to and ensure that this is built into the programme.

Be aware of emotional wellbeing

Be alert for indications that those attending the session might be stressed, disengaged or overwhelmed. A short break, or acknowledgment of how challenging certain content may be, may help.

Advance contact and preparation

Make contact with speakers in advance of the session where possible to understand any support needs they have for the session. 

During the session

Be attentive during the session for attendees’ needs. Be prepared to act on inappropriate content from speakers or attendees – where necessary agreeing with conference organisers what action will be taken. Check with the organisers on their policies with regards to poor behaviour.

Support respectful discussion

Consider whether deliberately provocative session titles or content are needed. Support respectful discussion in the session. Intervene calmly where necessary to stop disrespectful language or behaviour. Try to acknowledge different viewpoints while maintaining event integrity. Remind speakers and delegates if the session is being recorded or live streamed. 

Follow up with speakers

Speaking can be quite a vulnerable experience – check in with speakers afterwards and offer positive feedback where possible. Signpost to support services, such as appropriate helplines for delegates where sessions may have included difficult content.