Conference Session Moderator Instructions

Conference Agenda and Session Details

Review the CASQA 2023 Conference – Technical Program Session Details (UPDATED 8-25-2023 v2) for the complete session and speaker/panelist information for each session you are moderating. Any changes after the file date are not yet reflected in the spreadsheet. Note that moderators will also be given complete session information for each of their sessions upon checking in at the conference.

The spreadsheet has 4 tabs:

Tab 1 – CASQA 2023 Conference Agenda (as of 8-25-2023)

• Review the agenda to determine the session(s) that you are scheduled to moderate (includes day, session number, track, meeting room, time slot)
• Regarding supporting speakers for technical presentations:
  • Supporting speakers are not listed in the Conference Program agenda (only the primary speakers).
  • Supporting speakers are listed in the Supporting Speaker 1-5 columns on Tab 2 (green columns P – AI) of the spreadsheet.

Tab 2 – Technical Program Session Details

All sessions are 55 minutes. The session will include either 2 technical presentations (1 row for each presentation), 1 panel, or 1 training workshop. Be sure you see the information across all columns for each row of the session, including:

• Presentation Type
• Start and End Times – Presentation, Panel, Workshop
• Meeting Room, Session Number, Track
• Track Sponsor Organization (if applicable)
• Moderator (Name, Job Title, Organization) – note job titles are only included for Panels and Training Workshops
• Title of Presentation, Panel, or Training Workshop
• Primary Speaker (Technical Presentation) OR Moderator (Panel or Workshop) – orange columns
• Supporting Speaker or Panelist 1-5 (Name, Job Title, Organization) – green columns

Tab 3 – Speaker and Panelist Contact Information

• For use only to contact the speakers or panelists in your session(s) as needed; not for marketing purposes.
• Moderators of Technical Presentation Sessions: In advance of the conference you may want to email the speakers in the session(s) you are moderating, to introduce yourself as the Session Moderator.

Tab 4 – Moderator Contact Information

Your mobile number is included in case we need to contact you during the conference. If your number is missing, or is different than shown, please email it to the CASQA Events Manager,

Abstracts

The abstract learning objectives and descriptions are provided for background information and in case moderators want to have backup questions prepared for the Q&A period following presentations.

Speaker and Panelist Changes

IMPORTANT: As stated in the abstract submittal instructions, following abstract selection notifications, substitution of speakers and panelists is not allowed without advance approval by CASQA. Speakers and panelists are instructed that they must first inform the CASQA Events Manager in the event they must withdraw from the agenda, who will then follow up with an approval of a substitution or the removal of the presentation, panel, or training workshop. As a back-up, if a moderator becomes aware of this they must also inform the CASQA Events Manager.

Speaker Instructions

Following speaker confirmations all Primary Speakers, Supporting Speakers, and Panelists were sent the URL to the Speaker and Panelist Instructions. Moderators may want to familiarize themselves with the instructions. All speaker or panelist questions should be relayed to the CASQA Events Manager.

1. Arrive to the assigned meeting room no later than 10 minutes before the session is scheduled to begin.
2. Select a seat for yourself in the front row, so that you are visible to the speakers and for easy access to the stage.
3. Introduce yourself to the CASQA Production Team technician in the room. They will assist and guide you as needed throughout the session.
4. Room temperature: It’s difficult to achieve the ideal room temperature for the varying needs of all attendees, but if you get a general consensus that the room is too hot or too cold, contact Amy Porter at CASQA Conference Services (text or call), who will contact the facility. Be aware that a temperature change is not immediate.
5. Greet speakers as they arrive (speakers may have that indication on their name badge).
   1. Confirm their speaking order per the conference agenda and the correct pronunciation of their names.
   2. Instruct the speakers for each presentation to sit in the front row.
   3. If a speaker is a no-show the session will be postponed until the designated start time of the next presentation within the session (presentations will not be moved up in the agenda). If all speakers of a session are no-shows, the session will be cancelled.

Per the speaker instructions, if not provided in advance of the conference, speakers have two options for submitting their PowerPoint presentation onsite at the conference.

Option 1. Submit the Day Before the Presentation: Speaker to see CASQA Events Manager Amy Porter, at the CASQA Conference Services desk who will upload the presentation (final version only) from a flash drive. It will then be pre-loaded into the CASQA-provided laptop in the assigned meeting room.

1. Upon arrival in the room, the speaker should check that the presentation is in the folder icon on the CASQA-provided laptop at the podium, and if not, should follow the steps below for Option 2.

OR

Option 2. Submit the Day of the Presentation: If the presentation has not been pre-loaded or has been updated, speakers must go to their assigned meeting room no later than the break before the session is scheduled to begin to upload it:

1. Use a flash drive to drag and drop, or copy and paste, the PowerPoint presentation into the folder icon on the CASQA-provided laptop at the podium.
   1. Speakers must not use their own laptops and speakers must not unplug the CASQA-provided laptop to connect their own.
   2. It is required to copy the original file (not a shortcut) of the presentation to the folder icon.
2. If you have any questions, please ask the CASQA Production Team technician at the back of the meeting room or Amy Porter at the CASQA Conference Services Desk.

If the presentations are not loaded by the break before the session begins, the moderator should call the primary speaker to ensure they are coming to the room to load the presentation.

General Instructions

1. Begin and end the session on time (neither early nor late) per the conference agenda session time slot. It is critical to stay on schedule!
2. If a speaker for a session is a no-show, do not move the next presentation up into the empty time slot. Each presentation must be given at the assigned time slot in the agenda.
3. Technical presentations are 20 minutes (+ a 5-minute Q&A), based on the time slot in the conference agenda; not from when the speaker starts speaking. If a speaker starts late they will not have their full 20 minutes, and/or the Q&A period will be cut short.
4. Use the 5 minutes and 1-minute remaining speaker warning cards (provided at the podium) to keep each presentation from running over time and compressing the time available for the next presentation.
5. In the event that a presentation or Q&A period ends early, we strongly suggest that moderators have some back-up questions & answers prepared to fill time before the scheduled time slot for the next presentation or session.
6. There are 5 minutes between each technical presentation in a session to allow for time to introduce the next presentation.

Start the Session

> Use the printed Session Information and Announcements as provided in your moderator packet upon check-in.

> See the ‘Session Scripts by Type’ section below for examples.

1. Welcome and announce the Session Number, Room Name, and Track Name
2. Announce the Track Sponsor organization (if applicable)
3. Introduce yourself as the Session Moderator – name, job title, organization (no bio)
4. Read the “Start-of-Session” announcements specific to your session (provided in your moderator packet upon check-in)
5. State at the beginning of the session that there will be a Q&A period following each technical presentation. Note: For panels and training workshops, questions may be taken throughout the session.
6. State the title of the technical presentation, panel, or training workshop and introduce the speakers or panelists (name, job title, organization – no bio)
7. Speakers will speak from the podium and panelists from the panelist table (panelists may need to share microphones)

Time Remaining Warning

For Technical Presentation Sessions

To account for the 5-minute Q&A time at the end of each technical presentation:

1. Stand and hold up the 5 minutes remaining warning card when there are 10 minutes left in the presentation’s agenda time slot.
2. Stand and hold up the 1-minute remaining warning card when there are 6 minutes left in in the presentation’s agenda time slot, so the speaker knows to begin wrapping up.
3. If the speaker does not finish within 1 minute, stand and walk toward the front of the room to signal that the 5-minute Q&A period is starting.

For Panel or Training Workshop Sessions

Pay attention to when there are 5 minutes remaining in the session to let your panelists/speakers know to begin wrapping up.

End the Session

Moderators must remain in the room throughout the session.

1. End the session on time per the conference agenda.
2. Thank the speakers and/or panelists for their participation, and the audience for coming.
3. Read the “End-of-Session” announcements specific to your session.

Remember to leave the 5 minutes and 1-minute remaining speaker warning cards at the podium when your session is done, so they are available for the next session.

Example Script – Technical Presentation Session

At the Start of the Session State the Following:

“Welcome to [Session #] in [Room Name]. The track is [Track Name]. (If applicable) This track is being sponsored by [Track Sponsor Organization]. I am [Name] with [Organization] and am the moderator for this session.

“Before we start, there are a few announcements. [read the Start-of-Session announcements].”

“There will be a 5-minute Q&A period following each presentation, so please save your questions until then.”

At the Start of Each Technical Presentation State the Following:

“This presentation is titled [Title]. The speaker(s) is(are) [Name, Job Title, Organization] and …” (state all speakers at once if more than one for the presentation)

At the End of the Session State the Following:

“Thank you for attending this session and to the speakers for your participation.”

[Read the End-of-Session announcements]

Example Script – Panel Session

At the Start of the Session State the Following:

“Welcome to [Session #] in [Room Name]. The track is [Track Name]. (If applicable) This track is being sponsored by [Track Sponsor Organization]. I am [Name] with [Organization] and am the moderator for this session.

“Before we start, there are a few announcements. [read the Start-of-Session announcements].”

“This panel is titled [Title].”

“The panelists are [Name, Job Title, Organization], … ” (state all panelists at once)

At the End of the Session State the Following:

“Thank you for attending this panel and to the panelists for your participation.”

[Read the End-of-Session announcements]

Example Script – Training Workshop Session

Note: Some Training Workshops span 2 sessions. As there may be newcomers, you will make the same introduction in each session, but will change the session number to reflect the current session, and read the announcements specific to each session.

At the Start of the Session State the Following:

“Welcome to [Session #] in [Room Name]. The track is [Track Name]. (If applicable) This track is being sponsored by [Track SponsorOrganization]. I am [Name] with [Organization] and am the moderator for this session.

“Before we start, there are a few announcements. [read the Start-of-Session announcements].”

“This training workshop is titled [Title]. This training workshop will continue in [Session #(s)].”

“The speakers are [Name, Job Title, Organization], … ” (state all speakers at once)

At the End of the Session State the Following:

If the training workshop will continue to the next session:

“Thank you for attending and to the speakers for your participation. This training workshop will continue in [Session #(s)].”

[Read the End-of-Session announcements]

If the training workshop has ended:

“Thank you for attending this training workshop and to the speakers for your participation.”

[Read the End-of-Session announcements]