Moderator Instructions & Room Monitor Instructions

Download Moderator & Room Monitor Instructions

Download Presenter Instructions that your presenters have received

Moderator & Room Monitor contact list

The role of the Moderator:

The moderator’s importance cannot be overstated. The moderator is the public face of PNCWA during a session and throughout the conference. The moderator is the personal contact for the presenter before the conference and answers any questions they may have. The moderator makes sure that the session runs smoothly and makes a quick introduction of each speaker in the session. If the Session has a sponsor, the moderator reminds the audience of that.  The moderator assists the presenter in loading their presentation on the furnished laptop, and makes sure copies of the presentations are put on a thumb drive and returns it to the registration desk. The role of the moderator is usually considered to be a prime assignment! It presents you as either a facilitator (or perhaps even an authority) in regard to the content of the session. It gives you and your organization recognition.

Prior to the Conference:

The presenters will have been sent separate instructions but you should take these coming weeks to make sure they are comfortable and know what to expect.

1. Contact Speakers with an email to introduce yourself as the moderator. 

2. Coordinate with your assigned  room monitor for your session that will remain in the back of the room and stamp CEU forms.  We are continuing with PAPER CEU forms this year, so a room monitor will be required.
 
3.Read through the abstracts for your presentations and make notes for questions that you could ask to  encourage additional discussion if the presentation does not use up the allotted 40 minutes. Presentations that fall short of the 40 minute time length run the very real risk of not qualifying for CEUs for the attendees.
 

Prior to the Session:

1. Have your room monitor pick up (at the registration desk) a clip board for your session with a Session worksheet, and a USB thumb drive to collect presentations and a CEU attendance stamp.
 
2. Coordinate with your room monitor before your session and verify that the audio-visual equipment needed by your presenters is present and operational (laptop computer, projector, laser pointer, etc.). This will be set up in your session room when you arrive there.

At the Start of the Session: 

Acknowledge the sponsor for the session if there is one. If your session is sponsored, the sponsor will be indicated on the Session printout.

During the Session:

1. Assist each presenter in loading his or her presentation onto the desktop of the furnished laptop. This is the easiest way to collect the presentations. At the end of all the presentations you can then copy all the files from the desktop onto the furnished USB drive and return to the registration desk with the complete room count.
  • Before each presentation:
    • Introduce yourself to the attendees. If you are a committee member on a committee that is relevant to the topic being presented, mention that in your introduction and offer to answer any questions about being on a PNCWA committee at the end of the Session.
    • Acknowledge (again) the sponsor for the Session if there is one. If your session is sponsored, the sponsor is shown on the session print out.
    • Encourage attendees to use available room space efficiently. Some rooms may be crowded and you may need to ask people to fill in the seats away from the aisles first, so others can more easily fill in remaining seats. Ask the room monitor to assist with “ushering” folks, particularly to the front of the room.
    • Announce that CEU sheets need to be given to the room monitor so that they can be stamped during the presentation. The stamped CEU sheets can be picked up after the presentation or session.
    • Introduce the Presenter. The presenter can be introduced by reading all or a portion of their biography (which you printed out before leaving for the conference and discussed with the presenter via email or just before the presentation).
  • Keep the sessions on schedule:
    • Sessions have 40-minute presentations; this is 35 minutes for the introduction and the presentation, and 5 minutes for Q&A.
    • You will be provided with 5 min and 1 min remaining cards that you can show the presenter from your seat.
    • You may have to step in and interrupt the Q&A following the presentation if it last too long, but presenters and attendees will appreciate it.
    • Alternately, if a presenter has finished early and there are no questions to take up the remaining time, we ask that you keep the presenter and attendees engaged and encourage discussion until the full 40 minutes has been used.
    • Acknowledge the sponsor again at the end of the session.

After the Session:

  • Obtain attendance counts from the room monitors for each presentation,
  • Coordinate with your Room Monitor to ensure all presentations are copied onto the provided thumb drive and that the Room Monitor returns the thumb drive, attendance sheets, and the CEU stamp to the registration desk. All presentation should be labeled as “Presentation Title_Presenter Last Name_PNCWA2019."

Example Email from Moderator to Presenters:

Hello everyone,

I will be the moderator for Session [#, Title] at PNCWA2019 in Portland, Oregon. The session will take place on [Day], [Date], from [time] to [time]. I hope you are looking forward to and are ready for the conference. You should have received an email with an “Instructions for Presenters” attachment.  But here are two quick reminders:

  1. Bring your presentation on a thumb drive and I will assist you in loading it on the conference laptop before the session begins. Each session room has a furnished laptop with a standard configuration of PowerPoint 2016, a screen, and a podium, with microphone, remote and laser pointer available.
  2. Important: If your presentation has any “bells and whistles” that might not run on a normal PowerPoint configuration you should bring your presentation on your own laptop with required adapters. Presentations should be setup in 4:3 format.

You may find it convenient to email me your presentation by end of this week to save time on [Day].

Please let me know if there are any co-presenters or changes in presenters. If so please send me their biography information so they can be properly introduced. (Currently I have biography information for: [Presenter], [Presenter], etc.)

Your abstract and bio as submitted is at http://bit.ly/PNCWA2019BrowseProgram

I look forward to meeting all of you there and working with you at Session [#]. Please respond to this email and let me know that you will be ready.  If there is anything you need help with, please advise.

The role of the Room Monitor:

The Room Monitor provides invaluable assistance for speakers, attendees, and the session moderator. The Room Monitor ensures attendees obtain the needed PDHs/CEUs and collects critical data for the Association. The Room Monitor also facilitates an atmosphere of welcoming and learning during the presentations.

Prior to the Conference:

1. Coordinate with your assigned Moderator for your session - the Moderator and Monitor assignment and contact list is here.

2. Read through the abstracts for your presentations and make notes for questions that you could ask to  encourage additional discussion if the presentation does not use up the allotted 40 minutes. Presentations that fall sort of the 40 minute time length run the very real risk of not qualifying for CEUs for the attendees.

Prior to the Session:

3. Pick up (at the registration desk) a clip board for your session with a Session worksheet, an attendance count sheet, a USB thumb drive to collect presentations and a CEU attendance stamp.

4. Coordinate with your moderator before your session and verify that the audio-visual equipment needed by your presenters is present and operational (laptop computer, projector, laser pointer, etc.). This will be set up in your session room when you arrive there.

At the Start of the Session:

5. Receive CEU sheets and gently guide folks to fill in front row seats and move toward the seats.

During the Session:

6. Stamp and organize the CEU sheets for ease of pickup. Consider arranging CEU sheets by last names for ease of pickup. The stamped CEU sheets can be picked up after the presentation or session.

7. Take count of the attendees in each session and record on the provided worksheet.

After the Session:

8. Assist the moderator with copying all presentations to the provided thumb drive.

9. Return the thumb drive, attendance count sheets, and the CEU stamp to the registration desk.

10. Rearrange rooms (if modified) to the pre-session conditions. Leave the remote/laser pointer in the classroom.