Guidelines for Moderators

These are some general guidelines that past Moderators have found to be good practices.  Please do not hesitate to contact our executive secretary, Lucinda Huffaker, with questions, or suggestions of your own.

Most important for ALL forms of breakout session: start on time.  Introduce the presenters and yourself.  The decision about whether or not to allow time for people to introduce themselves rests with you, and most likely you will decide based on how many people are present.

Moderators of RIG sessions should do the following:

  • Read (both) paper(s) that will be discussed during the session prior to the beginning of the meeting (copies are attached as a pdf to the session on Sched).
  • Note commonalities and differences in the papers.
  • Contact the presenter(s) prior to the meeting, if possible, and discuss issues such as the order of presentation, personal information that might be useful in introducing the presenter(s), whether to discuss after each paper or only after both papers, and any special requests for the session.
  • Introduce the presenter(s) and keep time on each presentation to insure there is adequate time for all presenters. Sessions are 75 minutes in length. It can help to set a timer on a phone with an audible alert, because that way everyone in the room can help manage the time.
  • Open the floor for discussion once the presentation(s) have been completed.
  • Call the session to a conclusion 5 minutes before the scheduled ending time and thank those in attendance for their participation. Have them complete the survey in the remaining time on their smartphones, tablets or laptops before they leave. Instructions will be posted in each room, and paper copies will be available for those who prefer.
  • Record the number in attendance, not including yourself or presenters.
  • Deliver any paper evaluation forms and your attendance numbers to Lucinda Huffaker or the Registration Desk.

Moderators of workshop sessions should do the following:

The moderator of a workshop session should strive to help the participants get the most from the presentation and help the presenter have their ideas clearly communicated and engaged. This should be done as unobtrusively as possible—it is the presenter’s time in the spotlight not the moderator’s.

  • Review materials that have been made available in advance (copies are attached as a pdf to the session on Sched).
  • Contact the presenter(s) prior to the meeting, if possible, and discuss issues such as personal information that might be useful in introducing the presenter(s), and any special requests for the session. Introduce the presenter(s) and keep time on each presentation to insure there is adequate time for all presenters. Sessions are 75 minutes in length.
  • Facilitate the session. Depending on the presenters’ wishes, this role may be minor or significant. It may involve managing unforeseen conflict, time imbalances, etc.
  • Call the session to a conclusion 5 minutes before the scheduled ending time and thank those in attendance for their participation. Have them complete the survey in the remaining time on their smartphones, tablets or laptops before they leave. Instructions will be posted in each room, and paper copies will be available for those who prefer.
  • Record the number in attendance, not including yourself or presenters.
  • Deliver any paper evaluation forms and your attendance numbers to Lucinda Huffaker or the Registration Desk.