Chairperson preparation
Information in this section of the handbook is for moderators/chairpersons specifically. These guidelines include instructions on how to prepare and manage your assigned sessions.
GRX26 is built around a bias for activation, every session should leave the audience with something to act on. As a Chair or Moderator, your job is straightforward: keep the session moving, create space for good questions, and close with a clear takeaway.
Your role
- Chair: Introduces the speaker(s) and facilitates Q&A. The focus is smooth session management.
- Moderator: An active participant who shapes the session narrative, draws out key themes, and connects ideas across speakers.
- Facilitator: Leads Collaborative Conversations and workshops, guiding table discussion toward actionable outcomes.
What can I expect on the day?
- Arrive at least 30 minutes before your session starts, speakers will meet you then and a GRX26 team member will brief you
- Move to the lectern to introduce each speaker, then return to your seat in the audience
- Open with a 30-second intro, briefly frame the session theme, then introduce each speaker by name, title and organisation. No lengthy biographies needed
- Keep time, you will be given coloured flash cards to signal 2 minutes remaining and time’s up
- If a speaker cancels or runs short, adjust timing as you see fit, start the next speaker early or extend Q&A
Managing Q&A
- An iPad will be set up in your room, nothing to download, just pick it up. A team member will show you how it works on arrival
- Plenary sessions: audience questions come through the iPad, read them aloud and direct to the relevant speaker
- Concurrent sessions: audience members ask questions verbally via standing microphones in the room
- Speakers cannot see questions on the iPad, so read them out clearly
- Select questions that deepen discussion or surface something the audience can act on
- Close the session with a clear takeaway or provocation, something the audience can do with what they’ve heard
“How To” guide to show how to manage Q&A
Room setup
Each room will have:
- A projection screen and data projector
- Lectern
- Foldback monitor
- Clicker and microphone options (headset, handheld or lectern)
If there’s a technical problem, prompt the speaker to continue while the technician resolves it.
