# Conference session-chair briefing and one-session run sheet

This editable worksheet is in **English**. Copy it for one session. The organizer completes the confirmed facts and decision routes with the chair, then issues a named revision. The chair uses it for live moderation; production keeps its own cue-by-cue run of show and AV keeps its file/playback record. The worksheet does not grant the chair authority over speaker content, recording permissions, venue rules or specialist incidents.

Event: ____________________  Session ID: ____________________  Session title: ____________________

Programme version/date: ____________________  This run-sheet version/date/time zone: ____________________

Room or online session URL (shared through the event's approved channel): ____________________

Session start/end, local time and time zone: ____________________  Room access time: ____________________

Session chair / contact: ____________________  Backup chair / how activated: ____________________

Programme decision maker / contact: ____________________  Production/show caller / contact: ____________________

Room AV operator / contact: ____________________  Remote-question monitor, if used / contact: ____________________

Event-approved recording, audience-question and conduct instructions or link: ____________________

Access services and assigned operator contact, if applicable: ____________________

## Confirmed speaker and timing grid

Use the programme's current speaker order. Allocate talk, transition and Q&A time for this session; do not copy another event's default minutes. Include a discussant or panel segment as its own row.

| Order / item ID | Speaker and confirmed name pronunciation | Exact public title / programme version | Planned start–end | Talk duration | Chair introduction / transition | Q&A allocation or question method | Slide or AV handoff reference | Attendance / change confirmed |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Opening / S-00 | Chair | Session title | | | | Format and questions explained | Room ready ref | |
| 1 / S-01 | | | | | | | | |
| 2 / S-02 | | | | | | | | |
| Q&A / S-Q | Chair / discussant | | | | | In-room / remote queue owner | Microphone route | |
| Close / S-C | Chair | | | | | Wrap-up and next item | Handoff to next room user | |

Total allocated time: __________  Remaining buffer, if any: __________  Checked against published end time by: __________

Speaker order or title corrected? Programme owner approved revised version: __________  Chair received it at: __________

## Chair's agreed operating rules

- Timing signal and who shows it: _______________________________________________
- Signal points selected for this session: ________________________________________
- Chair's agreed response if a speaker passes the slot: _____________________________
- Where and how questions are taken: after each talk / at the end / other: _____________
- Who chooses questioners and repeats questions for the room or stream: ______________
- Who monitors remote questions and how they reach the chair: ______________________
- Who decides an order change, speaker replacement or extended pause: _______________
- Who calls a room/AV hold and how the chair is told: _____________________________
- What the chair may announce about recording or photography: _____________________
- Where to route an unresolved conduct or specialist concern: ______________________

If any rule is undecided, mark it **pending** with its owner; do not let the chair invent authority during the session.

## Before the audience enters

- [ ] I have the current programme and this run-sheet revision, with the same speaker order and titles.
- [ ] I confirmed attendance, names, pronunciations, short introductions and question format with speakers or their contact owner.
- [ ] Speakers know their allotted time, transition and visible timing signal.
- [ ] Production/AV identifies the actual playback operator and current file package; I do not substitute an unapproved deck.
- [ ] I know how the room microphone and in-room question queue work.
- [ ] If remote questions are offered, the monitor and handoff channel have been tested by their owner.
- [ ] I have the event-approved announcements, access-service contact and escalation route.
- [ ] The backup chair knows when and how to take over.

Checked by chair: __________  At: __________  Open item and decision owner: ____________________

## Live chair card

Opening: welcome, identify the session, state the agreed format and question method, then start the first item. Use the exact public names and titles from the current programme.

| Item / planned finish | Actual start | Timing signal given | Actual finish | Q&A started/ended | Variance and action / owner |
| --- | --- | --- | --- | --- | --- |
| | | | | | |
| | | | | | |
| | | | | | |

For a time overrun, use the agreed cue and chair response. If a speaker is absent or AV fails, contact the named decision maker; do not silently reorder the programme or use an unapproved file. For a question that cannot be resolved in the available time, state the handoff route and close at the agreed time.

Closing: thank speakers and audience, give only approved next-step announcements, and hand the room or online session to the named operator.

## Exception and post-session handoff

| Issue ID / time | Observed change or failure | Session/programme impact | Decision made by / at | Chair announcement, if any | Owner for follow-up | Next-room or programme contact informed / at |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |
| | | | | | | |

Actual session finish: __________  Next user of room/channel: __________  Handoff time: __________

Outstanding speaker, AV, access-service or audience issue passed to: ____________________

Chair feedback for future briefing: ____________________________________________________

Organizer acknowledged issue log by/at: ______________________________________________