At the PAMLA conference, presiding officers and chairs play an essential role in ensuring that sessions run smoothly, inclusively, and on time. Presiding officers and chairs have unique and specific roles throughout the planning and organizing of the conference, all of which can be found here. The guidelines below outline the at-conference duties of both roles, providing practical advice to help foster professional and engaging discussions.
PAMLA encourages presiding officers who are also presenting, and those presiding over more than one session, to include additional session chairs when possible. This helps more members learn how to chair effectively, develops future PAMLA leaders, and prevents last-minute scheduling problems. Having both a presiding officer and a chair in a session also enriches the experience for presenters and attendees, creating stronger discussions sessions.
Presiding officers may chair up to two sessions in total, or present one traditional paper and chair one session. Those presiding over multiple sessions should work with PAMLA Executive Director Craig Svonkin to identify additional chairs for their other sessions (director@pamla.org).
When a session splits into multiple sessions, PAMLA requires presiding officers who are also presenting to find a chair to assist them. The presiding officer and chair work together as a team to ensure the session runs smoothly. They may divide responsibilities as they wish, but the following general duties apply.
Presiding Officer Duties:
- Contact panelists before the conference to confirm attendance, provide timing/presentation details (about 20 minutes per paper for three-person panels, 15–16 minutes for four-person panels), and answer questions.
- Coordinate with panelists and chairs regarding AV needs (all rooms except for Golden Gate will have LCD projectors). Encourage presenters to arrive early to test equipment.
- We will have no reliable Wi-Fi, so please encourage presenters to download any images or clips in advance rather than relying on Wi-Fi.
- Edit the session description and ensure all paper titles and abstracts are accurate.
- Encourage presenters to attend related sessions and other PAMLA events, using the online conference schedule.
- Attend all sessions you preside over to oversee and assist as needed. Step in if a presentation runs significantly over time or if any serious issue arises.
- In rare cases of disruption or inappropriate behavior, de-escalate calmly or contact the registration desk or Craig Svonkin (text “Emergency” to 626-354-7526).
- Assist the chair during discussion by asking questions that invite participation and keep the conversation constructive.
- Report any cancellations, no-shows, or session issues to Craig Svonkin right away.
- For standing sessions, hold an election for next year’s presiding officer at the end of one of your sessions. Those running to take on presiding officer duties must be current, paid PAMLA members, have deep knowledge in the topic area, and be committed to attending next year’s PAMLA conference (November 12-15 in Seattle). Notify Craig Svonkin of the results and include attendance numbers in your post-conference report.
Chair Duties:
- Arrive early to greet panelists, remind them of their allotted time, check AV setup, and confirm presentation order and timing.
- Begin the session on time, welcoming everyone to the session and introducing each panelist. Review panelist bios beforehand and confirm correct pronunciation of names.
- Keep track of presentation time and give clear, polite warnings (five minutes remaining, two minutes, time’s up). If necessary, intervene firmly but courteously to ensure equal time for all speakers.
- Moderate the post-presentation discussion, encouraging participation from the audience and ensuring all panelists have a chance to respond. Redirect questions if they become inappropriate or overly aggressive.
- Collaborate with the presiding officer to record attendance (the total number of attendees for the session, including you and the panelists), and assist in reporting information to PAMLA after the conference.
By following these guidelines, presiding officers and chairs help make the PAMLA conference a collegial, inclusive, and professionally rewarding experience for all participants. If you have any questions, please contact PAMLA Executive Director, Craig Svonkin: director@pamla.org or 626-354-7526.