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Moderator guidelines

< paper abstracts | Session moderators | moderator checklists > PMI Moderator Instructions.doc TCC Moderator Guidelines.doc

Guidelines for Session Moderators

Thank you for agreeing to moderate a session for the 2007 PMI conference in Wellington. These guidelines are intended to help you carry out your role as moderator and assist with facilitating your session.

Prior to the conference

1. Attend moderator pre conference meeting ✓
2. Avail yourself of moderator coaching ✓
3. Review moderator checklists ✓
4. Please familiarise yourself with the abstract of each presentation prior to the commencement of your session.
   • you should have your briefing paper, checklist, prompt card, and speaker bio and questions
5. Review the brief introduction provided by the speakers for each of the speakers in your session. Details, where available, are attached to the moderator timetable

Prior to the session

1. Please make sure you are available 10 minutes before the start of your session to meet and welcome the speakers in the session venue.
   If the speakers are not in the venue 10 minutes prior to the start time, please contact the staff at the Conference Registration Desk (run by TCC) and they will follow up.
2. Confer with the Venue minder all venue arrangement
3. Speakers have been told the time available to them. When you meet with them, please reiterate that they must confine their presentation to the allotted time.

1. Multi Media Systems has been engaged to handle all audio visual, sound and lighting requirements. A technician will be in the session venue for the duration of the session and will be responsible for sound levels, lighting levels and the operation of all the audio-visual equipment.
2. Check that water and glasses are on both the moderator’s table and the speaker’s table just prior to the start time.
3. It is critical that the sessions run to time. Check the timing for your session in the handbook and, if you have more than one speaker, reconfirm timings with all of them.
4. Speakers should be seated on stage or in the reserved seating close to the stage.
5. If a presenter fails to show up for the session apologise promptly to the delegates, and suggest that they attend an alternative presentation..

During the session

1. Start on time.
2. Finish on time.
3. At the beginning of the session please introduce yourself and the session. Introduce the speaker for the session. Please keep the introduction of each speaker brief.
4. Advise the audience questions will be taken at the end of the presentation.
5. Ask audience to silence or turn off any electronic equipment
6. It is very important that sessions begin and end on time to be fair to all speakers and to keep the conference running on time.
   • Even if the audience is small, please start the session on time.
   • Remind the presenter 2 minutes before his/her time ends. (ie after either 30 minutes or 45 minutes)
   • Interrupt speaker when time ends
7. Please be sensitive with regard to handling questions. An audience may want to continue discussing one particular aspect of a presentation. Alternatively they may tire of one person pressing a particular point. Please maintain balance and control. You may need to lead the questions. If there are no questions move to the next speaker.
8. Please thank the speaker at the end of the presentation and question time.
9. When closing the session and before giving a final thanks to all the speakers, please remind the audience when the next session commences. Refer to your conference handbook for the time.
   • If a break immediately follows the end of your session, announce that the break (morning tea, afternoon tea or lunch) will be served in the Oceania room.
10. Details of any special announcements will be given to you prior to the session.

After the session

Contact Simon or one of the organising committee if there are any issues or concerns