Technical Session Moderator Instructions
Prior to the conference and your session, you are strongly encouraged to meet with your monitors and
presenters to review the program format and the flow of presentations. We suggest that you arrange a
conference call and/or utilize the Speaker Ready Room for this as it is an excellent and central meeting place.
During your meeting you should decide how to divide responsibilities with your session monitors and devise a
way to notify presenters when their time is almost up. When a presenter’s time has run out, politely thank him
or her and firmly move on to the next presentation. Sessions must maintain presenter sequence and run
according to the advertised schedule.
PRESENTER ABSENCES:
In the event a presenter is absent, it is extremely important to maintain the schedule that is published in the
program and the mobile app. Under NO circumstances should you change the order or timing of any presenters.
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Podium session: The time slot may be filled with a Q&A segment or an update on committee
activities.
Roundtable: Individual presenter times may be adjusted, but the presenter sequence must be
maintained.
SPEAKER READY ROOM CHECK-IN IS MANDATORY FOR ALL SESSION PERSONNEL:
Additionally, all moderators MUST do the following prior to their session:
 Confirm that all presenters have:
o Checked- in to the Speaker Ready Room.
o Reviewed their presentations - Workstations and projectors will be available for practice, and
staff will be on hand to offer technical assistance and answer questions.
o Provided or declined recording permission - If this has not been done, presenters should seek
assistance from staff in Speaker Ready Room.
o Remind and check all presenter’s PowerPoints- to be sure that they are on the NEW AIHce
PowerPoint template.
 Check for messages, program changes, and other updated information available in the Speaker
Ready Room.
Be sure to arrive to your assigned room 30 minutes prior to the session start time, and load all speaker
presentations to the desktop of the podium computer.
ANNOUNCEMENTS:
At the start of a session, moderators should do the following from the lectern:
 Introduce themselves, the session arranger, and the monitor(s).
 Identify the session number and title.
 Make the following announcements:
o Evaluations should be completed by all attendees.
o NEW as of 2012- NO MORE PAPER!!! Evaluations are available via:
 AIHce Mobile App OR
 Website: http://m.core-apps.com/aihce2013
o Evaluations provide valuable information on the suitability and quality of topics and content.
They are used by staff, volunteer groups and future session arrangers.
o Sit toward center and front of the room so others may easily find a seat.
o Standing in the aisles or at the back of the room is forbidden by the fire marshal unless it is to
accommodate an individual with a disability.
o Turn off or silence all cell phones and electronic devices.
o Conduct personal conversations outside the meeting room.
Revised: 4/9/13
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Children are not permitted.
**Note location of emergency exits** (important to set a good example for safety professionals).
Food and beverages are not to be consumed in the room.
Dispose of any trash before leaving the room.
Visit the EXPO, especially during non-compete times. See the AIHce Final Program for details.
Personal audio or video recording is prohibited. All sessions, unless otherwise indicated, will be
recorded and made available post-AIHce.
o Attendees may purchase the AIHce on Demand recordings on-site at a discount, if they haven’t
purchased it with their registration. Details @ the AIHce on Demand booth near registration.
Briefly introduce each presenter. The materials needed to make these introductions will be provided by
AIHce staff approximately one month prior to the conference.
Advise the audience of any presenter changes.
TECHNICAL SESSION RECORDINGS:
 Recordings of technical session presentations will be available post-AIHce, provided that permission
has been granted by the presenters. Technical session 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 recording.
 Questions asked by members of the audience should be repeated by the moderator or presenter at the
podium.
 PERSONAL RECORDING IS PROHIBITED.
AUDIOVlSUAL (AV) and COMPUTER EQUIPMENT:
 AV and computer equipment will be provided for presenters in all meeting rooms.
 Personal laptops may not be used in technical session presentation rooms. However, they may be
used to review slides and practice in the Speaker Ready Room.
 An AV technician will be in the vicinity to troubleshoot any problems. Note this person’s location before
the session starts.
 Presenters must use the microphone provided to ensure high-quality audio recording and anyone
wearing it should avoid shuffling papers or holding conversations, as these noises will be picked up by
the microphone.
GENERAL INFORMATION:
 Moderators and monitors should remind attendees to complete their mobile app evaluations, act as
runners for emergencies, assist in maintaining quiet and decorum, check badges and keep speakers on
schedule.
 Expect questions to be asked and answered. This should be done professionally. AIHce encourages
scientific debate, open communication, healthy discussion, and respect for a diversity of opinions.
Please ensure that any session(s) you moderate are conducted accordingly.
 All session personnel, presenters, and attendees should conduct themselves in a professional manner.
In the unlikely event of an outburst, argument, disruption, or emergency, send a monitor to the Speaker
Ready Room and request staff assistance IMMEDIATELY.
EMERGENCIES OR URGENT ISSUES:
 Urgent issues but non-emergencies:
Contact staff in the Speaker Ready Room by calling: 514-789-3425
OR
 Go to Speaker Ready Room, Convention Center Palais des congress: 516c.
Revised: 4/9/13