AIFS 2026 Conference – Facilitator Guidelines
Thank you for volunteering to facilitate a session at the AIFS 2026 Conference.
Session Facilitators play a critical role in creating an engaging and inclusive conference experience. Your role extends beyond timekeeping; you help set the tone for the session, support presenters, encourage discussion and ensure delegates have a positive experience.
Conference details
Venue:
Melbourne Convention and Exhibition Centre (MCEC)
Level 1 at 1 Convention Centre Place, South Wharf, VIC
Dates: Wednesday 9 – Friday 11 September 2026
Your role
As Session Facilitator, you are responsible for:
• Preparing for your session in advance (more below)
• Welcoming delegates
• Introducing presenters
• Keeping presentations and discussions on time
• Managing audience questions and discussion
• Supporting a respectful and inclusive environment
• Responding calmly to unexpected issues
• Ensuring the session concludes on schedule
Understanding Session Formats
The AIFS 2026 Conference features several different session formats. As a facilitator, understanding how each format operates will help you manage timing, speaker transitions and audience engagement.
Symposium
A symposium brings together multiple presenters to explore a common topic from different perspectives. Presentations are delivered consecutively, followed by a facilitated discussion, audience Q&A, or panel conversation. Facilitators should help draw links between presentations and manage discussion to maximise audience engagement.
Oral Presentations
Oral presentation sessions feature a series of individual presentations on related topics. Each presenter is allocated 20 minutes including time for questions. If time allows at the end of all presentations in the session additional questions can be asked. Facilitators are responsible for introducing each speaker, keeping presentations on time and managing audience questions.
Lightning Talk
Lightning talks are short 5-minute, focused presentations designed to share key ideas, findings or innovations in a concise and engaging format. Presenters have a strictly limited speaking time, with questions typically held until the end of the session (after all the lightning talks are complete). Facilitators should monitor timing closely and ensure smooth transitions between speakers.
Before the conference
Familiarise yourself with the session
Prior to the conference, please:
• Review the session abstracts and presenter biographies in the conference program
• Familiarise yourself with the session topic and presenters
• Prepare 2–3 questions for each presentation to assist discussion if audience participation is limited.
Contact presenters
Please contact your presenters before the conference to introduce yourself.
• Confirm session format and timing.
• Encourage them to arrive at the session room at least 15 minutes before commencement.
Building rapport in advance helps presenters feel comfortable and contributes to a more engaging session.
On the Day
Before the session
Please arrive at your session room at least 15 minutes prior to the scheduled start time.
• Introduce yourself to presenters.
• Confirm pronunciation of names.
• Confirm presenter order.
• Answer any last-minute questions.
• Verify presenters have checked their presentation in the Speaker Preparation Room, ready to go in the room.
• Ensure microphones and AV equipment appear operational.
At the start of the session:
• Welcome delegates and introduce yourself.
• Briefly explain the session format – Oral presentations, Symposium or Lightning Talks
• Advise delegates when there will be time for questions and invite them to submit them via the Event App or ask in the room
• Mention any housekeeping announcements provided by conference organisers.
• Introduce speakers using their name, organisation and presentation title.
Tip: Avoid reading lengthy biographies. Refer delegates to the Conference App for full speaker profiles.
Managing Session Timing
Keeping to time is one of your most important responsibilities.
Please advise presenters that they will receive:
• 5-minute warning
• 2-minute warning
• Stop signal
• Facilitator timing cards will be supplied.
Do not allow presentations to run over time, as this impacts other presenters and delegates moving between sessions.
Facilitating Questions and Discussion
To encourage engagement:
• Advise delegates that questions can be asked either in the room or submitted through the Event App.
• Encourage attendees to introduce themselves before asking a question.
• Monitor app-based questions throughout the session where possible and incorporate these into the discussion.
• Repeat questions from the audience and the Event App where necessary so all attendees can hear.
• Use prepared questions if discussion is slow to begin.
Tip: Some delegates may feel more comfortable submitting questions through the Event App rather than asking them aloud. Where time permits, aim to balance questions from the room with those submitted via the app to encourage broad participation.
Supporting safe discussions
Many conference sessions explore complex issues affecting children, families and communities, including topics involving lived experience.
As Facilitator, you should:
• Provide appropriate warning for sensitive topic where appropriate
• Foster respectful discussion.
• Ensure all audience members have an opportunity to contribute.
• Redirect inappropriate or disrespectful comments where required.
• Maintain a welcoming and inclusive environment.
If a presenter has not arrived
• Continue with the session using the remaining presenters.
• Leave the missing presenter's time slot until later in the session where practical.
• Do not extend presentation times for other speakers.
• Notify conference staff as soon as possible.
Managing unexpected issues
Occasionally issues may arise, including:
• Technical difficulties
• Audience disruptions
• Room capacity concerns
Remain calm and professional.
Conference staff and AV technicians will be available to provide assistance if required.
Closing the session
At the conclusion of the session:
• Thank presenters and delegates for their participation.
• Ensure the session concludes on time to allow room turnover.
Facilitator Checklist
☐ Review session abstracts and speaker biographies
☐ Contact presenters before the conference
☐ Prepare discussion questions
☐ Arrive at room 15 minutes early
☐ Brief presenters on timing signals
☐ Welcome delegates and introduce speakers
☐ Keep presentations and discussion on time
☐ Facilitate respectful audience discussion
☐ Thank presenters and delegates
☐ Finish on schedule
If for any reason you are delayed or unable to facilitate your session, please email us at AIFS26program@dgglobal.com.au
