Whether you’ve been invited to be a conference chair for one session or an entire event, you should know that being an effective moderator is much more than just introducing speakers, helping with audience Q&A, and timekeeping.
The most successful and memorable conference chairs are those who can manage a seamless flow of relevant dialogue, inject personality, foster engagement, and help the attendees leave the event feeling enriched.
In fact, as a conference moderator or chair, YOU hold the power to elevate the ENTIRE event experience!
So, whether you’re a practised moderator, or are stepping into this role for the first time, I hope the following guidance and tips will be useful!
Prep Ahead
Like with any public speaking engagement, thorough preparation ahead of your conference chair role is vital.
Familiarise yourself with the agenda, speakers, and topics so you are in the know, and can mediate informed discussions.
Moreover, offering your own insights on the topics can enhance your value as a moderator.
By offering fresh perspectives and ideas, you not only boost your credibility but also make the discussions more engaging for the audience.
It’s far more interesting and compelling to watch a chairperson actively contribute to the conversation than simply recite questions and passively listen to responses.
– Just be conscious not to steal the limelight from the speakers!
To help prepare, you could reach out to presenters beforehand to understand their key arguments and any specific questions they’d like to be asked.
Note: if you’re collaborating with an experienced conference producer, they should assist in facilitating introductions and supporting this process.
Ensure you have a clear understanding of the event’s objectives and reinforce these throughout by tailoring your approach.
Use Flashcards
Experienced conference chairs use prompt cards, a notebook, or an iPad to reference notes and questions as needed during the event and session(s).
Avoid using A4 paper or anything too thin, as it can create interference with microphones and can flap around when you’re holding it.
In my personal opinion, I don’t think it looks great when speakers or chairs refer to notes from their phones or laptops so I would also advise against that.
Set a Positive, Upbeat Tone
As the conference chair you have the unique role of setting the tone for the entire event or session.
Start with a warm welcome that establishes a sense of collaboration, inclusivity and enthusiasm.
Clearly articulate the purpose of the conference, what you hope everyone will have gained by the end of it, and your role as the chair / host / moderator/ facilitator.
Encourage the audience to engage actively and respectfully throughout the sessions.
Keep the energy in the room upbeat and enthusiastic!
Facilitate Riveting Discussions
During panels, fireside chats, debates, Q&A sessions etc., your role as conference chair is to keep the conversation flowing smoothly.
Pose thought-provoking questions to speakers and encourage diverse perspectives and audience interactions.
Actively listen to responses, paraphrasing, summarising, or injecting your own insights when necessary and appropriate to ensure clarity.
Manage time effectively and allow each speaker adequate opportunity to contribute while staying within the allotted schedule.
Navigate Hiccups
Inevitably, challenges may arise during the conference, such as tech issues, time constraints, or disagreements among participants.
These hiccups are usually out of your control.
But it is important to remain calm and adaptable.
Swiftly address any issues that arise, but keep the focus on constructive dialogue and problem-solving.
Maintain a professional demeanour throughout.
Be Yourself
Some of the best conference chairs and moderators I’ve witnessed in action are authentically themselves.
Just because conferences are typically professional business environments, doesn’t mean you should leave your personality at the door.
Audiences are most engaged and involved when they witness authenticity on stage, so stay true to yourself.
Infuse your unique sense of humour and character into your role!
Promote Belonging
An esteemed moderator will create an environment where all voices are heard and respected.
Be mindful of diversity in representation and ensure equitable participation across genders, backgrounds, demographics, and perspectives.
Encourage speakers to consider inclusivity in their responses and don’t be afraid to challenge any biases or assumptions that may arise during discussions.
Empower the Audience and Speakers
As a moderator your role is to empower both the audience and the speakers to share their insights and experiences openly.
Foster a collaborative atmosphere where ideas can be exchanged freely, and everyone feels valued and heard.
Don’t dismiss anyone if you don’t agree with them or feel like their contribution was not relevant.
Acknowledge and appreciate inputs from all attendees to create a sense of community and camaraderie.
Give Valuable Wrap Ups
As the conference or session draws to a close, recap key takeaways and insights from the session(s) to reinforce the event’s objectives.
You could mention your own personal highlights and the learnings you’ve gained.
Thank speakers, sponsors, and attendees for their participation and support.
Encourage further discussions and networking beyond the event and ensure you close with a positive and upbeat tone!
—
There you have it, by adopting these strategies and approaches to your next conference moderation or chairing role you will be remembered as a superb conference chair who elevated the overall experience!
Don’t be surprised if you get invited back for similar opportunities!
Thank you for reading, I hope you have found this article useful.
Tilly x
For additional reading, this is also a helpful guide.
For more conference speaking tips, check out these articles:
