Chair's Guide - AusMedTech

Chair Dashboard

Event Details

Action Items

Registration Hours

Speaker Preparation Room

Registration desk will be located in the Crown Ballroom Foyer.

Tuesday 19 May 9:30 am – 5:30 pm
Wednesday 20 May 7:30 am – 4:30 pm
Thursday 21 May 7:30 am – 5:00 pm

Timings may change.

Speaker preparation room will be located in the Meeting Room M4.

Please ensure you arrive at least 30 mins prior to your presentation. Please check in at the speaker’s preparation room and upload your presentation with the AV technician.

Tuesday 19 May 8:00 am – 4:00 pm
Wednesday 20 May 8:30 am – 4:30 pm
Thursday 21 May 8:00 am – 5:00 pm

Your Session

PLEASE NOTE: It is very important to keep strictly to the session time in the program. Sessions must not run over, as this impacts the ones that follow.

Session Discussion

Timekeeping

On the day

For your session planning meeting/email, we recommend you:

Confirm session length (45 minutes).
Agree on a session format (panel discussion or presentations + Q&A).
Allocate time: 5 mins chair intro, 5 mins wrap-up, 20–30 mins Q&A.
Ensure speakers know their presentation length and session direction.
Review speaker bios (sent one week prior; copies also provided on the day).
Request presentations in advance to check relevance and timing.
Prepare a few starter questions for Q&A/panel discussion.

Adhering to allocated times is essential to maintain the flow of the program.

Please ensure you have a watch or phone readily available for timekeeping.
Chairs are authorised to conclude presentations or commentary that exceed the allotted time.
Subtle cues are recommended to assist speakers in managing their time, for example:
- One tap on a glass indicates two minutes remaining.
- Two taps indicate that the presentation should be concluded.

At session start, proceed to the lectern, welcome delegates, and invite panellists to the stage.
Provide brief introductions (approx. 5 minutes), note any changes/apologies, and outline the session.
Remind participants to use microphones and identify themselves when contributing.
Allow time for audience Q&A; a student volunteer will assist with microphones.
Conclude with a 5-minute wrap-up highlighting key points.
An AV technician will manage slides and audio; please check in with them before your session.
Panellists will be seated in tub chairs with individual microphones and water provided; for comfort, we recommend trousers or long skirts.

Chair's Quick Guide

Keep Time

Track start/finish times
Use watch/phone
Move on if speakers run over

Set Expectations

Remind speakers of time limits & cues
Confirm Q&A process before session

Introduce Briefly

Yourself, session, and each speaker
Keep intros concise (≈5 mins total)

Control Q&A

You select questioners
Step in if discussions run long

Be Prepared

Arrive early & check AV
Ensure slides are loaded
Have 1–2 questions ready

Presentation Requirements and Authorisations

Presentation Guidelines

Technical Specifications

Presentations must be prepared using Microsoft Office PowerPoint compatible with the Windows Operating System.
Please bring your presentation with you on the day. We recommend you have a backup copy in case there is an issue with the first copy.
Familiarise yourself with the room set-up and audio-visual equipment in the speaker preparation area. This will allow you adequate time to work with the technicians to set up your requirements.
Lectern and microphone will be available for individual speakers. Handheld mics will be provided for each panellist during the panel discussions.

All presentations should be created and designed in 16:9 screen aspect ratio (wider image display). This will ensure your presentation uses the whole screen.
Off-line rather than on-line techniques should be used to present websites.
Speakers will not have to turn the microphone on or off, the Audio Technician assigned to the room will control volumes from the control panel.
The in-house audio-visual equipment must be used.
Please contact AusBiotech if you are preparing your presentation from a Mac or if you want to use a different solution than PowerPoint as we would have to check compatibility with our AV provider.
All videos must be embedded directly into your PowerPoint presentation. Please ensure your file is saved in PPT format only (no downloads or PDFs).

Session Recording and Reproduction Authorisation

With your permission, AusBiotech may record your session for promotional purposes. Please indicate your consent during the speaker registration process. Your registration link has been sent via email.

Presentation Release Authorisation

With your permission, AusBiotech may distribute your presentation PDFs to attendees after the conference. Please indicate your consent for this during the speaker registration process. Your registration link has been sent via email.

Download PowerPoint Template

You can download the PowerPoint template with conference branding and optimized layouts for your presentation below. We recommend you use the template; however, you are welcome to use your own branded slides if you prefer.

Media and Social Media

Media Engagement

Accredited journalists will be present at the conference and may attend and report on sessions, including yours.

As a speaker at the AusBiotech International Conference, you may be invited to participate in media engagements coordinated by the public relations agency engaged by AusBiotech Ltd. to help promote the event and its programming.

Please note that all comments to the media are made in your personal capacity and should not be presented as representing the views of AusBiotech.

Social Media

We would greatly appreciate your support in promoting the conference across your social media networks. Please find a generic speaker social media tile below. Once you complete your registration, we will send you a custom speaker tile featuring your headshot and details to share with your network.

Frequently Asked Questions

How do I register for the conference?

All chairs and speakers receive a complimentary registration for the conference. You will have received a unique registration link via email. Please contact the Program Team if you need the link resent.

How long is my presentation slot?

Concurrent sessions are allocated 45 minutes, which includes time for a Q&A session with the speakers.

How do I contact my panellists?

Your session panellists’ details and contact information have been emailed to you. If you are unable to locate the email, please reach out to the AusBiotech Program Team for assistance.

Do the presentations need to be submitted in advance?

You may bring the presentation on the day and provide it to the AV technician in the Speaker Preparation Room. Please ensure you arrive at least 30 minutes before your presentation to allow time for setup and testing.

What should I do if I am running late or have an emergency on the day?

We understand that last-minute changes can occur. If you are unable to attend on the day, please contact Kirsty Howell immediately on 0419 187 567 or inform your session chair as soon as possible.

Contact Us

Our Program Team is available to assist with any questions or concerns you may have.

Chair’s Guide