August 24–29, 2003
"Making Connections"

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Guidelines for Moderators

Congratulations on being appointed a technical session moderator. As moderator, you have three main responsibilities:

1. Contact your session presenters before the conference
2. Notify CTE of any program changes prior to the printing of the final program, and
3. Keep your speakers on schedule during the conference sessions!

The following guidelines should help you navigate through each technical session that you will be facilitating. Soon after you are confirmed as a moderator, you will be forwarded a summary of the moderator session assignments, the list of presenters for each session, and contact information for both groups.

BEFORE THE CONFERENCE
Please contact the individuals in your session(s) to introduce yourself and organize the session by July 18-25. For each session you facilitate, check with the speakers to ensure that their information is accurate (name, title, organization, and paper title) and that the presentations are arranged logically within the session.

Should revisions need to be made, please bring them to the attention of:
Katie McDermott, CTE's Technology Transfer Director
919-515-8034
kpm@unity.ncsu.edu

Final program changes must be submitted by July 25. Changes received after this date may not be included in the printed final program.

AT THE CONFERENCE
As chief timekeeper, you must ensure that all presenters stay within their allotted timeframe.

• Gather presenters (and a/v technician) together at least ten (10) minutes before the start of the session.
• Remind presenters of their time allotments (15 minutes for their talk, plus 5 minutes for questions).
• Tell the presenter that you will give them a three-minute sign (hold up three fingers) to remind them to begin their wrap up, and when their time is up, you will stand up and move toward the speaker podium.
• Q&A sessions work best after each talk, but if time does not allow, encourage the audience to meet with the presenters during breaks for further discussion.
  Should there be any last minutes changes to the program, let CTE know.
• Determine if last-minute changes have occurred, such as speaker names, order of presentations.
• Notify CTE of any program changes so that we can post them on the session boards and incorporate them into the final proceedings. (If the changes are not significant, notification can occur after the session.)
  You will have five (5) minutes at the start of each session for a brief welcome and announcements.
• Announcements will be held at the conference registration table; please stop by prior to your session to determine if there are any last-minute announcements that need to be made during your session(s).
• If any announcements need to be made once you are already in session, a CTE on-site coordinator will bring them to you.

Refrain from lengthy introductions of the presenters.

• Name, position, organization, city/state, and presentation title information are sufficient.
• Remind the audience that presenter bios will be included in the final proceedings and posted on the conference Web site.

A/V support will be provided.

• An a/v technician will be assigned to each room. The a/v technician will also help with lighting and audio concerns as needed. If any audiovisual problems occur that the technician cannot resolve, he or she will contact the hotel staff.
• All presenters will be informed during conference registration/check-in that they will have access to a speaker-ready room to conduct final checks of their audiovisuals prior to their session.
• PowerPoint presentations will be pre-loaded on a laptop in the session room and ready for display on a video projector; overhead and slide projectors will be available as well. Speakers must being their own slide carousals.

Thank you for your participation and cooperation!