Moderator Instructions for IN-PERSON Sessions
Thanks for agreeing to serve as a Moderator for a contributed talk session at the 2021 JMIH Hybrid Annual Meeting. You have an important role to play in making the hybrid meeting format work well for the ~8 presenters in your session (your actual session may have slightly more or fewer than 8 presentations). For our early-career Moderators, this is also an opportunity for you to get training and experience as a session moderator, to widen your professional network, and to take on a visible leadership role in the JMIH community. We recognize that with a hybrid event, there is more coordination and effort this year for everyone involved, and we appreciate your time and effort to help make this conference run smoothly.
The format for in-person contributed talks is that the presenter will upload their talk in the Speaker Ready Room (West 104 AB, Phoenix Convention Center) in Phoenix. These talks will be live streamed out to the virtual attendees, they will present in the meeting room, just like normal years. All presentations will be loaded onto the laptop in the session room. The speaker will go to the podium and click on their presentation. We will have a student in the room to make sure that the presentation is being seen virtually and monitor questions that come in online.
Virtual presentations in the in-person session will be loaded on the laptop and you will need to hit play so that it will play on the screen. The presenter will be available for the Q&A after the talk.
If there are schedule changes after you have checked in, an updated schedule will be brought to the meeting room and placed on the speaker’s podium before the session begins. If there are announcements to be made, those will be brought to you or placed on the podium before your session begins.
Rules of engagement:
- 1. Arrive at the meeting room at least 15 minutes prior to the beginning of the session. Introduce yourself to the Student Volunteer. They are there to assist you. The student volunteer can help you switch to the next presenter in the SignalWire Platform.
- 2. Please direct any concerns regarding the meeting room to Lori Strong, the Meetings Director or to the Registration desk. She can contact the venue about temperature adjustments, need for extra chairs, etc.
- 3. Moderators need to control lights during the sessions.The underlying theme is: STAY ON TIME!
- 4. Run your session on real time, not elapsed time (in other words, all Contributed Paper sessions include 15 minute talks that start precisely on the quarter hour - symposia may be different, pay attention to the app schedule). The clock starts ticking even if the PowerPoint presentation is sputtering and the presenter is lamenting, "It worked last night on my computer." Remember, people are dashing between sessions, and all sessions should be running on the same schedule.
- 5. The time of the talk includes the moderator's introduction; this does not add time to their talk time! NOTE: If the presenter is in a student competition, please include this information in your introduction to make sure everyone knows the presenter is a student competitor. Keep the introduction simple as in the following example.
- a. Example Introduction: “Our first talk, Title of talk, will be presented by Name of Presenter from Name of University or Institution. Name of Presenter is competing in the Name of Student Award Competition (if applicable).”
- 6. If a talk is cancelled in your session, DO NOT go ahead and introduce the next talk; take a break, or take questions for the previous speakers, then start again with the next scheduled talk. Do not move a paper scheduled later in the session in order to end the session early.
- 7. Stand up @ 12 min; go towards the speaker @ 14 min; pull them off the stage @ 15 min. Tell the speakers that you will go through these stages.
- 8. The speaker needs to leave time for questions; if not, NO questions are allowed.
- 9. If there is time for questions, and the audience does not ask a question, be prepared to ask one yourself. This often kick- starts audience questions. The student volunteer can ask the questions from the virtual attendees that are in the chat. Please remind speakers to repeat any questions asked so virtually attendees can hear the questions.
- 10. Please keep track of no-show presentations in your session (these are speakers who have failed to notify us of their cancellation 24-hours prior to the start of the meeting.) If there are other notes you wish to make on the schedule about your session, please do so. Return any comments to the registration desk.
- 11. If you see a violation to the Code of Conduct, respond (by contacting the JMIH Safety Officer, either in person or online) to report the situation.
Resources on how to lead an inclusive session.