The chair is responsible for introducing each paper and the authors as well as the discussant(s). The chair is also responsible for managing the time for each presentation, making sure no author exceeds the allotted time, and ensuring that the discussion is polite and productive. Please allow an equal amount of time for each presenter, followed by comments from all discussants, and audience discussion.
Chairs may recommend papers to the MPSA for research awards. The Chair will also help with the questions that may be posted by virtual attendees through Zoom chat and assist with basic technical challenges that presenters may experience (there will be tech support staff who are available for this as well). A higher level of comfort using Zoom or experience teaching online is key.
Before the Conference
- Use the online conference program to review the schedule and lineup for your session.
- Reach out to your panelists via email and introduce yourself. Inform your panelists of the time that they will be allotted to speak during the 90-minute session (e.g., if there are five presenters, 10 minutes each; if four presenters, 13 minutes; if three presenters, 14 minutes). When presentations are completed, there should be 20 minutes for comments from all discussants, and a final 15 minutes to end the session with audience discussion or Q&A. You can find the email addresses for your panelists by logging in to view the online conference program, navigating to your session, and clicking the name of an individual panelist to open their “Person Summary” page. Please note that email addresses will only be visible on the “Person Summary” page if you are logged in.
- Remind your authors to upload their papers to the online conference program. You can also request that presenters distribute their papers to the rest of the panel via email.
If you are chairing a roundtable, there will be no papers to upload or distribute. You should still reach out to your panelists to introduce yourself, briefly describe how the roundtable discussion will be structured, and if there are specific topics or questions you would like panelists to speak to.
Hybrid Conference Responsibilities
Chairs will help to facilitate the hybrid conference format by overseeing the virtual Zoom meeting room during the session. Please consult our Zoom instructions if you are not comfortable with the Zoom platform.
In an effort to create the best hybrid conference experience for all participants (whether in person or virtual), all participants must follow hybrid instructions. As a reminder, presentations are being recorded.
Instruction for Chairs
- Follow the order and timing listed in the conference app or print program and make sure virtual attendees are included.
- Introduce the session and all speakers (both virtual and in person).
- Instruct virtual audience to use the Zoom chat for questions and monitor the chat for questions or comments.
- Instruct presenters and discussants to stay in the camera frame during presentations and repeat questions from the audience for virtual attendees.
- Instruct presenters to share screens in Slideshow View.
- Zoom sessions will close automatically at the scheduled session end time.
- Provide a two-minute warning prior to the scheduled end time and do not end the Zoom meeting prior to the automatic end of the session.
Technical support will start Zoom sessions at the scheduled start time. If there is a delay, the Chair should follow the directions below to start or reconnect the Zoom session. Need help with technical issues? Contact on-site technical support at (312) 617-1066.
To start/restart the Zoom session on the conference computer, do the following:
- Log in to the conference on the conference computer by opening a Google Chrome browser and using the URL and login credentials provided on the printed instructions in the room.
- From the conference homepage, navigate to the Zoom Hosting Assignments.
- Select Start Zoom Session on the session assignment page. If that option is not available, select Join Zoom Session.
- After starting the Zoom session, you may see a “Sign in” button at the top right-hand corner of the Zoom browser. DO NOT click and sign in again as this will remove you from the conference platform.
What should I do if the discussant doesn’t show up for the session?
All discussants in the conference program have confirmed their participation and are expected to perform their roles. If there is an emergency that requires last-minute cancellation, discussants should make every effort to email the written comments that they would have given, so that the chair and panelists can read and discuss those comments during the session. In the event that the discussant(s) does not arrive for the session, and has not communicated their absence to any of the panelists, panelists should still present their papers and exchange feedback with one another. After the session, please inform the MPSA of the discussant’s absence by emailing the Conference Director (speelmon@mpsanet.org).
What should we do if the chair is absent?
All chairs listed in the conference program have confirmed their participation and are expected to fulfill their role. In the event of an emergency, chairs should make every effort to notify session participants in advance and designate a replacement.
If the chair does not arrive and has not communicated their absence, the first discussant should step in to serve as chair. For Lightning Talk sessions, where there are no discussants, the first presenter should assume the role of chair.
The acting chair should follow the hybrid conference instructions posted in the room and may refer to additional guidelines for chairs here.
Chair responsibilities include:
- Introducing each paper, its author(s), and the discussant(s).
- Introducing each paper and the authors as well as the discussant(s).
- Managing time to ensure all presenters stay within their allotted slots. As a guideline:
- 5 presenters: 10 minutes each
- 4 presenters: 13 minutes each
- 3 presenters: 14 minutes each
- This should be followed by approximately 20 minutes for discussant comments and 15 minutes for audience Q&A.
- Ensuring that discussion remains respectful and productive.
After the session, please inform the MPSA of the chair’s absence by emailing the Conference Director (speelmon@mpsanet.org).
Looking for additional resources for the conference and/or your visit to Chicago?
View Author Guidelines, Discussant Guidelines, Lightning Talk Guidelines and FAQs, Poster Guidelines and FAQs, and Instructions for the Hybrid Conference and Virtual Attendees.
Explore Travel Resources, On-site Details, A/V Details and Tech Support information, Local Dining options, Family Resources, and Health and Emergency Services locations and contact information.