Instructions for Moderators

  1. Please bring your own watch or clock and arrive to your session room 15-20 minutes prior to the start of your session. Check that all speakers are present and their presentations are loaded before the start of the session. Consult speakers about any questions regarding pronunciation of names. 

  2. Please START the session on time, even if it appears that not everyone is there yet. It is your job to keep the session running on time. There will be time cards in the room to assist you in communicating with the speaker.
  3. Announce any cancelled talks. You can use the time from a cancelled talk for questions but please do NOT move the program forward when a paper is cancelled. 
Keep track of all cancelled talks on the paper list provided to you in the room and give it to the volunteer at the end of the session. 

  4. Check the sound and projector system and discuss back-up plans with the audio-visual volunteer in case of failure. 

  5. Check the lights and projection, adjust as needed. Try to have dim lighting in the back of the room that can be left on during the presentation. This aids note-taking and safe movement of people in and out of the room during talks. 

  6. Encourage speakers to leave a few minutes for questions at the end of their talk and provide simple but effective time checks: e.g., use a visual or vocal signal when there are 3 minutes remaining, stand-up when there is one minute remaining, and walk to the podium and politely indicate that their allotted time has come to an end. 

  7. Try to have at least one question ready for each talk in case there is time for questions and none arise from the audience. For the benefit of those sitting further back, be sure that speakers repeat questions from the audience, especially those from front rows. 

Speed Talk sessions will consist of one block of all talks (4 minute talk, 1 minute speaker transition).

  1. The brevity of speed presentations creates a culture of tight timing that affects the moderation of the session too. For example, time can be saved if the speakers introduce themselves while the volunteer opens the next computer file. Transition time can also be minimized if all the speakers are asked to sit in the front row in the sequence in which they will speak. 

  2. Give presenters a clear signal when they have 30 seconds left; stand up when they have 10 seconds left so that you are ready to displace them from the podium when their time is over.
  3. At the beginning and end of the talk block, strongly encourage the audience to stay for the extended discussion period and explain that speakers will sit with the audience to discuss topics presented.



Photo Credit: cc Richard Hurd

Conference Management Software by X-CD Technologies Inc.