Speakers, Moderators & Chairs FAQ

Do I have to pay?

No, you get to attend the two-day event for free, taking full advantage of other speaker's presentations, as well as the networking sessions.

What if I have to cancel?

If you must cancel your participation, Ethical Corporation would be grateful for your help in finding a replacement.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

What does moderating entail?

Speakers and moderators lead the main, plenary sessions, plus the roundtable and workshop sessions.

A moderator's main responsibilities are:

• To foster communications between participants before the conference, and ensure that all of the topics outlined in the programme are covered
• To gather participants' biographies – which should not exceed 100 words and should include name, job title, and a digital photograph – and forward them to the conference director straightaway
• To keep an eye on the clock during the sessions and prevent any divagation from the outlined topics
• To introduce the speakers at the start of the sessions
• To recap on what the topics were, and take any relevant questions from the audience.

Your mediation role is pivotal in keeping the panels exciting and engaging, so it's imperative that you are strict about the quality of topic pitches from potential speakers

Each speaker must stick to his or her allocated time slot to allow enough time for Q & A at the end of the sessions. Please note: PowerPoint presentations may be used in the in the plenary sessions, however, they cannotbe used in the roundtables and workshops. Speakers can bring handouts along to any of the sessions, and Ethical Corporation will photocopy them on a speaker's behalf, providing they are submitted no less than three weeks before the conference.

What does speaking entail?

A speaker's main responsibilities are:

• To cover only the topics agreed with the conference organiser and announced in the conference programme
• To contact all participants before the conference, discuss the presentation and make sure that the relevant programme topics are be covered
• To send your biography – which should not exceed 100 words and should include name, job title and a digital photograph – to the conference organiser as early as possible
• To stick to the allotted speaking time to allow ample time for Q & A at the end of the session

Remember that PowerPoint presentations for may be used in the plenary sessions, but not in the roundtables or workshops. They should also be brought in on a USB memory stick. Please feel free to bring handouts to all sessions, and note that if you send us your presentation material at least three weeks before the conference, we will be happy to photocopy it for you.

What does chairing entail?

Sharing through chairing

• Exude enthusiasm: There's nothing more engaging than watching someone speak with knowledge and passion. Highlight any hot topics to be discussed and share interesting statistics with participants to keep your presentation alive
• Familiarise yourself with the speakers: Contact the speakers before the conference and discuss the sessions and presentations with them
• Keep up the flow: Highlight and summarise key points from the sessions, and introduce new topics
• Lead Q & A after each session: Have two or three questions prepared, just in case of participant reticence in the opening stages
• Watch the clock: Remember to keep the sessions to schedule, announce re-convening times at the end, and discuss topics with delegates during the breaks
• Stay close to hand:Participants are reassured by the chairman's presence, so be in the conference room as much as possible

And then there were two!

Because the last two sessions of the conference tend to have fewer people in them, it is important, as Chair, to actively promote the final speakers.

A useful suggestion is to find out from the last two speakers what the most interesting points of their sessions are, and use them as leverage to buoy attendee levels.

Preparation, preparation

It's important that you contact each speaker before the conference to discuss presentation with them; encourage them to lean towards personal case studies and not generic theory as this will help breathe life into the subject matter, and make the presentations more interesting. Note that, on this point, we at Ethical Corporation also contact the speakers, but it can do no harm to reinforce the message.

Keep up the contact:Stay in touch with, and regularly update, the Conference Director so that you can develop the conference together and plan how each day will proceed.

Your Opening Speech

Please be at the conference an hour before it starts so that we can introduce you to the speakers and the AV technician.

Take time to chat to some of the delegates and speakers and get a feel for what people expect or hope to get out of the event.

Quickly scan the delegate list to see if there's anyone you can usefully 'hook into' your speech.

The Ethical Corporation Conference Director will introduce you as the Chair of the conference, at which point you will take over and introduce the conference.

Q&A Sessions and Panel Discussions - useful tips

Q&A Sessions

Have two or three pre-prepared questions to hand in case of hesitation or shyness from the audience.

Remind everyone in the audience to volunteer their own name, and the name of the company they work for, before posing a question.

After each session, keep the audience engaged by asking them, for example, what they thought of the approach, or if anyone had a similar experience to the speaker they'd like to share. This helps to keep the sessions interactive, and precludes a mundane series of questions and answers.

Panel Sessions

Speaker bios are already in the conference show guide, so only introduce the speakers very briefly:

Things to do:

Take control: Make sure no one person dominates a session for too long.

Keep the ball up: Make sure that you maintain a fluent momentum throughout the sessions. Don't allow things to stagnate, and be receptive to audience restlessness or reticence. Keep a series of questions close to hand in case the audience takes a while to warm up to debate.

Spotlight on our Sponsors

We like our sponsors to get maximum benefit from our conferences. As Chair, you are in a prime position to help promote their profiles. Therefore we ask that, as and when appropriate, you capitalise on any opportunities to do this.

During the opening speech, the Conference Director will take a moment to thank the sponsors and exhibitors, encourage people to visit exhibits and speak to the onsite sales people. Ethical Corporation would be grateful if the chair would repeat this invitation throughout the conference.

• What is a roundtable?
• What is a plenary session?
• What is a workshop?

When should I arrive at the conference?

Please aim to arrive approximately an hour before your session. If you have a PowerPoint presentation please remember to bring it on a USB stick.

Are the meals included?

Yes, all refreshments and conference lunches have been carefully selected to offer you the best in banqueting.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

What is a Keynote/Panel Session?

Panel sessions and keynotes are plenary discussions on a variety of subjects that take place in the main conference room. Representatives from three or four companies take the sessions, with a chairman putting questions to – and taking questions from ­– delegates at the end.

These sessions are a chance to demonstrate your knowledge, expertise and industry experience to a room full of senior-level decision makers. They also provide your products and services with an unparalleled level of positive exposure in front of a captive and relevant audience.

Please note that these sessions are mainly available to CEOs and sponsors.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

What is a Roundtable?

Roundtables are interactive informal sessions designed to stimulate intense debate between a dozen or so delegates. Each roundtable lasts for around an hour, and is led by an industry expert. Some of the more relevant sessions are rotated to ensure participants don't miss out on the most important discussions.

Places on each 'roundtable' are limited to 15 people. To make sure you sit in on the topics of most interest to you, it's essential that you sign up two weeks before the event.

Because of the dynamic nature of the roundtables, PowerPoint presentations are not recommended. However, speakers are welcome to bring hand-outs if they think they will be of benefit to the session.

What will the delegates learn?

These sessions are designed to examine topical issues through active discussion. They embrace controversial debate, and encourage you to interact as much as possible to maximise your learning experience.

Roundtables are an extremely effective and popular method for thrashing out ideas with your fellow delegates. Because spaces are limited to just 15 per session, you shouldn't wait to sign up. Secure your place now to make sure you don't miss out on the topics that matter most to you.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

What is a workshop?

Workshops are similar to roundtables, but because there's no limit on numbers, the groups typically get between 30 and 60 delegates in each.

Due to the increasing number of delegates, the two most popular roundtables will be converted into workshops. The workshop sessions will be decided three weeks before the conference, and are based on expected attendance levels.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

Can I bring a colleague for free?

No, your pass is specifically for you. However, any colleagues you invite will benefit from a generous discount. Contact the conference organiser for details. Please note that this offer is not to be used in conjunction with any other offer.

Can I offer any discount to my colleagues?

Yes, You are entitle to offer a discount to any of your colleagues. Please not that this offer is not in conjunction with any other offer.

When will colleague get confirmation of their registration?

If you register online, a confirmation will be sent to you by email. We will then send you an invoice within 48 hours, along with all of the relevant information. If you register over the phone or by post, a confirmation will be sent to you by email within 48 hours

If you don't receive your registration within 48 hours, please contact our Ethical Corporation Conferences department at conferences@ethicalcorp.com.

When should my colleague pay for the conference?

To guarantee a fast and efficient check-in, payment must be made well in advance of the conference. Cheques should be made payable to First Conferences Ltd. If payment has not been received before the event, a credit card guarantee will be required at the check-in time.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

How should my colleague pay for the conference?

In order to guarantee that your check-in process is fast, efficient and all lines are avoided please make sure your payment is received by First Conferences Ltd in a timely manner. If your payment has not been received before the event a credit card guarantee will be required at the time of check in.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

Can my pass be transferred to one of my colleague?

No. If for some reason you are unable to attend the conference, it cannot be transferred to another person.

Once you register at the event, your pass is strictly for your own use and you cannot reassign, transfer or lend it to any other person, even if they are from the same company.

Please email Ethical Corporation Conferences at customerservices@ethicalcorp.com if you require any further information or assistance.

What is a Speed Networking session?

Best described as bite-sized chunks of intense interaction, Speed Networking is a great opportunity to meet a high number of other delegates. Speed Networking is fast and fun, and when it ends you should have no fewer than 40 business cards.

How does it work?

Line up around a set of designated tables and introduce yourself to the person directly in front of you. Exchange business card and then move one seat to your right! The session is designed to get you as many key contacts as possible to follow up after the conference finishes.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

When and how can I purchase the conference report?

Simply send an email to Ethical Corporation for a request order, or fill in an order form at the conference venue registration desk. You can expect your order to arrive two-to-three weeks after the conference date.

N.B. Because advanced orders determine whether or not the conference gets recorded, it is vital that you send your request order to us early.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

When will I receive the link to access all the notes and presentations online?

We will have note takers in each session to record and summarise the key findings of each group. The conference notes and presentations will be hosted on the Ethical Corporation conference website after the event. Ethical Corporation will send you an email with the link to access the presentations, and notes one week after the conference. This service is for attendees only.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

How many attendees will be at my conference?

Ethical Corporation conferences attendance numbers range from 100 to 350 delegates.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

How can I get to the venue?

Hotels phone numbers and maps are listed on each conference website.

Please contact Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

Please note: The cost of the hotel accommodation and travel is not included in the registration fee. Ethical Corporation secures special room rates at each hotel. You will be sent detailed information about this when your registration is confirmed.

What should I wear?

The dress code at the conference is business casual.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.

Additional Requirements

If you have a disability, specific dietary, or other a special needs, please let us know at the registration stage so that we can accommodate your requirements and make your experience of the conference as comfortable and enjoyable as possible.

Please email Ethical Corporation Conferences at conferences@ethicalcorp.com if you require any further information or assistance.