Information for Session & Workshop Chairs

Posted on August 3, 2017

Thank you for serving as a Session Chair for the 2017 Annual Conference!

The sessions and workshops are the heart of the conference.  With more than 120 speakers and presenters that means you – the Session Chair(s) – are one of the most important parts of a successful conference.    The Conference Committee and your program coordinator are committed to helping you in any way we can to make your session or workshop as smooth and easy as possible.

We know that a well-prepared Session Chair can help ensure that the speakers are ready to give high quality, trouble-free talks and that the audience appreciates the entire session.  Your program coordinator can guide you through the logistics, and also help with anything you need in making your session successful.  You are the leader of the session and the point of conduct between the Conference Committee and your speakers.

During your session or workshop you introduce speakers, ensure the session proceeds according to schedule, and facilitate any dialogue between the presenters and the audience – all while maintaining a friendly and relaxed environment. Many presenters (and chairs!) are nervous before their presentations, so it falls to the chair to put everyone at ease –the more prepared you and your speakers are, the easier it is to feel comfortable when your session starts and the presentation begins.

We’ve put together Tips for Session Chairs, with tips from other successful conferences and events.  It’s a great list of helpful hints to make your session go smoothly, and hopefully it will ease your workload!

Last but not least, please take a moment to read AMIA’s Code of Conduct.  The Annual Conference enables members to build professional networks, receive continuing education, and discover new products and services for professional use. To provide all participants – attendees, speakers, exhibitors, staff, and volunteers – the opportunity to benefit from the event, we are committed to providing a harassment-free environment for all, regardless of gender, sexual orientation, gender identity, gender expression, disability, physical appearance, ethnicity, religion, or other group identity.

Key Deadlines – Please deliver all content directly to your program coordinator via e-mail

  • August 14 . The first list of program titles is on line – these are based on your submission title
  • August 16 . The first preliminary program is online – this will use the abstract from your submission and any changes submitted by August 15.
  • August 25 . Session dates and times are locked.
  • August 28 .  Deadline for revisions to your speakers or abstract for next web update.
  • September 11 . Deadline for revisions to your speakers or abstract for next web update.
  • September 25 . Deadline for revisions to your speakers or abstract for next web update.
  • October 13 . Final deadline for all changes to the printed Program for the conference.  No changes to the online or printed program after this date.
  • October 25 . Deadline for speaker bios and photos.
  • November 14 . Final website update.


Remember, your Program Coordinator is available to answer questions, offer suggestions and help  you in any way s/he can to ensure a smooth and successful session.