Please Read GUIDELINES FOR SESSION MODERATORS
Role of the Moderator
· To preside over the program/session and to facilitate discussion
· To make the speaker feel at ease
· To keep the session organized and on time
· To monitor the doors to the sessions
· To distribute any handouts the speakers bring with them
· To assist those coming in late to find empty seats
· To assist with A/V equipment as necessary
Before the Session
· Be certain you know which sessions you are responsible for moderating and the location of that session.
· Review the Speaker Introduction Form, or CV, if provided, for all speakers you will be introducing. Introductions should be brief, so if working from a CV, pick out only a few things (i.e. current position, education, major talk or publication, outstanding awards) since some CV’s are several pages long.
· Meet your speaker(s) at the front of the meeting room 15 minutes prior to the start of the session. At that time, ask the speaker if there is specific information they want you to mention during the introduction.
· If there are multiple speakers in one session, ask what order they should be introduced and ask the group their preference for any questions and answer periods.
· Ask the speaker to allow questions at conclusion of presentation. Remind speaker if necessary at appropriate time (5 minutes left in session, etc.)
Immediately Prior to the Session or Program
· Introduce yourself to each speaker
· Verify that all A/V equipment is available and working
· KEEP THE SESSION ON TIME! Tell the speaker(s) that you will hold them to the allotted time frame and that you will signal them when they have five (5) minutes left, or other time interval they prefer. Some like to be signaled with fifteen (15) minutes left to wrap-up in time for questions.
· Check to see if there are pertinent announcements to be made, i.e. social events to follow, poster sessions, lost and found, etc.
· Locate light controls in the room and familiarize yourself with the AV equipment.
During the Session
· Introduce each speaker just prior to his/her presentation. If a panel, introduce all speakers before
beginning the session.
· DO NOT ALLOW ANYONE TO SIT ON THE FLOOR OF THE SESSION. THIS IS IN DIRECT VIOLATION OF FIRE CODES. If attendees refuse to move, contact the meeting manager through the DNA Registration Desk.
· Distribute any handouts.
· Close the door when the session begins. No one should be allowed in after 20 minutes.
· Assist with lighting, AV and microphones. If problems cannot be easily resolved, contact the DNA Registration Desk.
· If time is allocated, ask for questions from the audience at the conclusion of the presentation.
· Remind participants to fill out their evaluation online. Complete instructions were provided in their convention bag when they checked in at the registration desk.
· Announce next event, i.e., "We will adjourn for lunch. This meeting will reconvene at (state time)" At the end of the day, remind the audience of convention sponsored events in the evening and the time session will begin the next day.
· Under no circumstances is the moderator to be engaged in any extraneous conversation during the presentation.
*** It is extremely important to keep the session on time. Criticism arises from the participants when the speakers do not or are not required to adhere to their time frames. This is the moderator’s responsibility.
Carry the Annual Convention Guide with you. Attendees may ask directions to other rooms or Restrooms. Be courteous and helpful.
A staff member will be in and out of every session. Please do not hesitate to seek their help. The Meeting Manager is always available at the DNA Registration Desk.