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Education Session Moderator Guidelines


Moderating is a great opportunity to serve in a leadership role, develop relationships with fellow colleagues, and contribute to the overall success of the conference.

If you are a session moderator, please review the essential on-site responsibilities as well as some background information for your position:

Moderator Instructions​

If you have any questions regarding the on-site responsibilities of the session moderators, please contact Diana Kane at 703-846-0753​​.​​

Speaker Ready Room

This is where presenters must upload electronic copies of their presentation into the Presentation Management System at least one hour prior to their session. These uploaded presentations will be beamed onto the proper computers in the proper session rooms.  Presenters may not use personal computers in the session rooms to give their presentations. Speakers can review, update, and practice their sessions in this room until one hour prior to their sessions. Workstations & projectors will be available for practice. Staff will be available to answer questions and offer technical assistance.  

Confirm that all presenters in their sessions have checked into the Speaker Ready Room and loaded their presentations.  Check with staff in Speaker Ready Room for messages, program changes, and other updated information available.

Presentation  Room

Be sure to arrive to your assigned room at least 15 minutes prior to the session start time.   Locate lighting controls and emergency exits in case of an emergency.  Locate audiovisual (AV) technicians; they will be available to troubleshoot any problems. If the session has virtual attendees, introduce yourself to the staff member who is monitoring them in case there are any last minute updates.  Locate the speaker(s) and inquire how they would like you to keep them on-time. Remind them that shuffling papers and having conversations, etc. will be picked up by the microphone.

All presentations will be recorded for OnDemand unless a speaker opts out. All speakers, including Moderators, should log in to Online Speaker Center to read and sign the Speaker Agreement.

Presenter Absences

If a presenter cancels, other speakers in the session will be permitted to present for additional time or to end the session early. This means that for a one-hour session with three presenters at 20 minutes each, the two speakers would get 30 minutes each. Alternatively, the presenters can choose to keep their talks to 20 minutes and end the session early after 40 minutes. The additional time can also be used for further group discussion or Q & A.

In a Research Roundup where there are two speakers giving separate presentations, if the first speaker does not show, the second speaker must begin at the session start time; this would mean the second presenter is speaker 30 minutes earlier than he or she originally planned. This speaker may keep the presentation to 30 minutes or may extend the session with group discussion and Q & A.

Announcements at the Start of the Session

Welcome the attendees; if the session has a virtual audience, be sure to welcome them as well.  Identify the session title to assure the attendees are in the correct room. Introduce yourself.  Remind the attendees:

  • Where the emergency exits are located
  • To silence all electronic devices; 
  • Not to stand in the back of the room or in the aisles; this is prohibited (as advised by the fire marshal) unless it is to accommodate individuals with disabilities
  • Personal recording is prohibited. AIHA is recording the session and if the speaker has granted permission, it will be available on OnDemand after the conference
  • Questions and comments are encouraged, and they should use the microphone to ask questions of the speaker or to make a comment on the topic; this will enable the everyone, including the virtual attendees to hear the question or comment.
  • To complete the session evaluation at the end of the session
  • Briefly introduce each speaker  (bios for these introductions are posted on the AIHce EXP website)

During the Session

  • Assist in getting the microphone to attendees who are asking questions
  • If necessary, remind the speaker to wait for questions from the virtual attendees 
  • Questions asked by an audience member should be repeated by the moderator or presenter using the microphone. This is important so that the entire audience, including the virtual audience, can hear the question.
  • Keep an eye to the time; let speaker know when 5 minutes remain
  • When a presenter’s time has expired, politely thank him or her and firmly move onto the next presentation. It is important to make sure each presenter stays on schedule

At the Close of the Session

  • Remind attendees to complete the session evaluation.  Evaluations provide valuable information on suitability of topics and are used by staff and volunteer groups to future conference planning
  • Personally thank the speaker

Session Recordings

  • Personal recording of any session (both audio and video) is prohibited.
  • Audio recordings of education session presentations will be available after the conference if permission has been granted by the presenters.  Presenters who do not grant permission to record their presentations will be edited out of the recordings.
  • The room must be kept quiet to ensure the quality of the recording.

AV and Computer ​Equipment

  • AV and computer equipment will be provided for presenters in all meeting rooms.
  • Personal laptops may not be used in education session presentation rooms; however, they may be used to review slides and practice in the Speaker Ready Room.
  • Presenters must use the microphone provided to ensure high-quality audio recording. Presenters wearing a microphone should avoid shuffling papers or holding conversations, as these noises will be picked up by the microphone.

General Information

  • Expect questions to be asked and answered professionally. AIHA encourages scientific debate, open communication, healthy discussion, and respect for a diversity of opinions. Please ensure any session(s) you moderate is conducted accordingly.
  • All session personnel, presenters, and attendees should conduct themselves in a professional manner. In the unlikely event of a disagreement, disruption, or emergency, go immediately to the Speaker Ready Room and request staff assistance.

Thank you to our AIHce EXP 2023 sponsors: