MODERATOR RESPONSIBILITES AND GUIDELINES
Communicate with Speakers
It is the responsibility of a Moderator to communicate
with speakers to make sure their session runs smoothly.
Approximately two months prior to a meeting, Headquarters will send
each moderator a letter containing a list of speakers within their
session. This list will include phone numbers and email addresses
and the scheduled time for each presentation.
Moderators Coordinate PowerPoint Presentations
Approximately two weeks prior to the meeting, moderators
should contact each speaker within their session and ask them for a
copy of their PowerPoint presentation. The moderator should then
burn the presentations onto a disk and bring the disc along with
their laptop computer to the meeting.
It is not necessary for speakers to bring their laptop computer
if the moderator has pre-arranged all the presentations on a disc.
They may choose to bring their laptops for other reasons but not
specifically for this presentation.
Audio Visual Equipment
As standard meeting room equipment, ASABE will only provide a
computer projector. If other audiovisual equipment is needed,
Headquarters should be notified at least three weeks prior to each
meeting. Moderators should ask speakers if they need other
equipment and communicate this to the meeting planner. Equipment
that is NOT preordered will not be available at the last minute
Stick to Schedule
Reconfirm the time for presentations and explain to speakers the
importance of sticking to schedule. Since we have concurrent
sessions, attendees will plan their schedule accordingly. It is
extremely frustrating to make plans for a certain talk only to find
that you have missed it. Should a speaker "not show", moderators
can fill time by asking the preceding speaker to lengthen their
talk, offer a break or other creative means of filling time. Many
moderators come to the meeting with something in mind to present
(I.e. slide presentation) in the event of a "no show".
Upon Arrival at the Meeting
Moderators should arrive at their designated meeting room at
least 20 minutes prior to the start of their session. Speakers
should be instructed to do the same. After all speakers are
accounted for, the meeting room should be checked. Make sure the
room temperature does not exceed 78 degrees, that his/her laptop
computer is properly connected to the computer projector, and that
water is available for speakers. A Meeting Liaison is positioned
outside meeting rooms. This person has a two-way radio and can
easily communicate meeting needs. Help will usually arrive within