Workshop Chair

Role Description


  • Organise the workshops, reporting to the conference Programme Chair
  • Coordinate a “workshop team” with one or two other members
  • Attend fortnightly (or so) online meetings with the rest of the committee
  • Liaise with talks chair to ensure theme and handling consistency
  • Liaise with the sponsorship chair to take over handling sponsored workshops
  • Along with the Programme Chair, decide when workshops will be held whether as a dedicated time slot, or within the general conference.


  • Prepare workshop call for submissions and submission instructions


  • Review and propose selected workshops to the programme chair that fit with the chosen themes of the conference
  • Notify applicants of the outcome of the review process and collect confirmation of attendance from presenters of accepted workshops
  • Collect details of sponsored workshops
  • Publicise workshops on website: abstract, title and prerequisites
  • Liaise with workshop presenters (both submissions and sponsors) to define the infrastructure requirements (e.g. network access, ports, AV equipment, etc) for each workshop
  • Arrange presenter mentoring if requested
  • Liaise with logistics chair to coordinate workshop registration bookings for attendees
  • Draft a schedule  for workshops and allocate rooms with the Logistics and Programme Chair
  • Prepare workshop materials: prepare VM and load to USB (or cloud storage if that is the solution adopted) and provide stationery, AV equipment etc, as needed
  • Liaise with local IT support  to make sure the venue network meets all workshop requirements (e.g. ports, connectivity) and also to arrange local IT support is on site during the conference
  • Prepare workshop related instructions/responsibilities for volunteers together with the volunteer chair
  • Ticket reservations: provide info to allow these to be made for workshop presenters

During the conference

  • If possible, arrive at the conference venue the day before the conference to prepare and liaise with the rest of the conference committee and volunteers
  • Set up workshop rooms (e.g. room layout, distribute materials), the evening before the workshops are occurring
  • Along with volunteers, ensure smooth running of the workshops: introduce workshop presenters, ensure that workshop attendance does not exceed limits, mediate tech support requests during workshops (pass them on to local IT or AV support)