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Guidelines for Moderators
Congratulations on being appointed a technical session moderator.
As moderator, you have three main responsibilities:
- Contact your session presenters before the conference.
- Notify CTE of any program changes prior to the conference.
- 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 to organize the session. For each session you
facilitate, check with the speakers to ensure that their information
is accurate (name, job 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
29. Changes received after this date may not be included
in the printed final program (although they can be incorporated
in the final proceedings).
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
15 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 presenters that you will give them a three-minute
sign (hold up three fingers) to remind them to begin their
wrap up. 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, please inform CTE.
- 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 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.
- Please remind your U.S. presenters to define any acronymns
(e.g., NEPA, EIS, TEA-21, etc.) or technical jargon (e.g.,
streamlining, conformity, banking, etc.) for our international
guests and student participants.
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 only upon
request. Speakers must being their own slide carousels
if using 35mm slides.
Thank you for your participation and cooperation!
If you have any questions about the moderator guidelines,
please contact:
Katie McDermott, CTE's Technology Transfer Director
919-515-8034
kpm@unity.ncsu.edu
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