How to Run Conference Question & Answer Sessions
You have been asked to host a question and answer session at a conference. During these sessions, the speaker and audience members interact to clarify issues. Many speakers measure the effectiveness of their presentations by the kinds of questions asked. A lively question and answer session might spark interest and enthusiasm among the audience members, increasing the likelihood that they will take the speaker's call to action more seriously. As host, you will coordinate the questions, control any potential problems and give everyone a chance to speak.
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Instructions
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Meet with the speaker before the presentation. If possible, ask the speaker if the question and answer session can be conducted two-thirds into the presentation. This will give the speaker time to deliver most of the content and allow the audience to acquire an understanding of the topic. If there are few questions, the speaker can launch back into his presentation and expand on previous points.
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Display the speaker's mobile number on the big screen and encourage audience members to text questions during the presentation. Alternatively, you could approach a few audience members before the presentation and ask them to prepare questions.
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Use a wireless microphone, whenever possible. Alternatively, you could ask questioners to line up behind a stationary microphone in the center of the room. Repeat each question to ensure that everyone has heard it, giving the speaker a few seconds to collect thoughts before responding.
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Prepare for difficult questions. Occasionally, the speaker will encounter irrelevant or inappropriate questions. Watch the speaker's body language carefully and move to the next questioner as quickly as possible. If the topic is a controversial, you might discuss possible strategies with the speaker before the presentation.
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Use the alloted time for questions. If you run out of time, ask the remaining questioners to leave their names, e-mail addresses and telephone numbers. Alternatively, the speaker can suggest that they call or e-mail any unanswered questions.
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References
- Photo Credit microphone image by Richard J Thompson from Fotolia.com
