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Teneo Events Best HR Confernce

Chairing Guidelines

The Chairpeople are the

HEART and SPIRIT

of our

HRcoreEVENTS

Chairing HRcoreEVENTS involves more than reading bio's out loud or interrupting speakers when their

time is up. Creating a sense of coherence throughout the diverse presentations is key, bringing the

speakers closer to the audience by introducing them warmly and ensuring that transitions run smoothly.


Wrap up the sessions in a way that leaves everyone feeling that the presentations, networking, interactive sessions and that the entire event added value to their work. If the audience is shy, offer some key take-aways or start the Q&A with a question of your own.

 

Here are some ideas that can guide you and I’m here (michael.nielsen@teneoevents.eu) in

case you need any help.

___  Tips & Instructions

COMMUNICATE

  • Start the meeting. Make any necessary introductions.

  • Opening: Do a brief 10-15min opening introduction of the conference (basic welcome, market overview, trends,…)

  • Set the scene.  State the objectives of the event.

  • “Break the ice”

  • Introduce each session & speaker; let the audience         know what the session is about, how it relates to or       differs from other sessions and be very brief about the speakers CV.

  • Facilitate questions, debate and discussions 

 

CONTROL

  • Keep speakers and sessions ON TIME - sticking to             the agenda

  • Allow flexibility and freedom of expression

  • Keep to the agenda

  • Always have a question ready when the                presentation finishes      

CHARM

 

  • Allow your own humour and personality to come through

  • Draw out quieter members and discourage those              who are monopolising the meeting.

  • Be prepared to highlight issues that no one else will,         and to be the one who always has to ask the strange and provocative questions.

  • Use clear/plain English - no slang:  participants come from various countries and don't all have a high level of English.

  • Making it an enjoyable experience – be courteous,              be polite, but be questioning

CLARIFY

  • Ensure everyone understands what is being discussed.

  • Drawing out, summarising and highlighting relevant aspects

 

DEALING with ISSUES

  • Speaker not showing - replace by another session      (we will let you know)

HOW IT WORKS

​​

  • Two weeks before the event, you will receive an invitation to setup a Zoom meeting between               co-Chairs to discuss preparations etc.

 

  • You will also be invited to join a very quick (1min.)      'technical session' a week before the event: to test     your connection, webcam, sound, firewall,...                 For this, you will have to download the                            Application of Microsoft Teams

  • You will then receive a login number and               'speaker link' to join the event on D-day.                      The 'speaker link' will give you access to the    'backstage' of the event.

  • We will welcome you 'backstage' and double check everything is in order 30min. BEFORE THE EVENT.

  • Presentations (Video, Power Point or PDF) will be uploaded onto Microsoft Teams.

  • Participants will be invisible and muted but speakers  will receive questions through the Chat.

  • If you encounter issues that you believe might be   caused by FIREWALL restrictions, those can be          fixed in a few steps by your IT administrator            adding in your company’s allowlist, the ports needed:        More Firewall info. here

  • As always, I will keep you updated regularly and        ready to answer your questions & doubts, Michael

TECH RESOURCES

  • Use Internet (ethernet) cable connection if possible,     not wi-fi

  • Test Connection before going live on www.speedtest.net

       Must be > 5 Mbps​

  • Lights in front of you, not behind

  • Do not use wireless Earphones

  • Camera with Resolution > 720p, Aspect ratio  16:9

  • Clean out any Distractions ( computer pop-ups )

  • Use Google Chrome 

___ Timeline Specifics 

Week before

Chairpeople and producer have a 20min. update on  the event.  

Day Before       

Confirm Agenda, Speakers and # of Participants: check any late changes

Day 1   

See ‘Tips & Instructions’ above

Day 2 AM

Conference opening sum up of 1st day, introduction of the 2nd day.

Remind delegates to fill in the evaluation forms, chat and play in the App (Quizzes, Polls,…)

End of Conference

Sum up the 3 days (take-aways, lessons learnt, missing topics,…)

Remind delegates that they will receive the presentations and email addresses of each participant after the event.

Promote next event.

Thank everybody:  the speakers, the organisers, the AV team, and, of course, the attendees themselves

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Spain

VAT #: ESB64554777

info@teneoevents.eu

Booking Hotline: +34 93 412 0177

 

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