Technical Session Moderators

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 central meeting place. During your meeting you should decide how to divide responsibilities with your session monitors, as well as 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 on the mobile app. The order or timing of any presenter should not be changed.

  • For podium sessions: The time slot may be filled with a Q&A segment or an update on committee activities.
  • For roundtables: Individual presentation times may be adjusted, but the presenter sequence must be maintained.

Speaker Ready room check-in is mandatory. Additionally, all moderators must do the following prior to their session:

  • confirm that all presenters have:
    • checked-in to the Speaker Ready Room
    • reviewed their presentations. Workstations and projectors will be available for practice, and staff will be on hand to offer technical assistance, troubleshoot, and answer questions
    • provided or declined recording permission. If this has not been done, presenters should seek assistance from staff in the Speaker Ready Room
    • remind and check all presenters’ PowerPoint files to be sure that they are on the NEW AIHce 2015 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 onto the desktop of the podium computer.


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
    • Evaluations should be completed by all attendees via the AIHce Mobile App or website. Evaluations provide valuable information on the suitability of topics and are used by staff, volunteer groups and future session arrangers.
    • Sit toward the center and in the front of the room so others may easily find a seat.
    • 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.
    • Turn off or silence all cell phones and electronic devices.
    • Conduct personal conversations outside the meeting room.
    • Children are not permitted.
    • Note 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 noncompete times. See theFinal Program for details.
    • Personal audio or video recording is prohibited. All sessions, unless otherwise indicated, will be recorded and made available after the conference.
    • Attendees may purchase AIHce on Demand recordings on site at a discount, if they haven’t purchased specific recordings with their registration. Details are available at 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

  • Audio recordings of technical session presentations will be available after the conference, 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 a member of the audience should be repeated by the moderator or presenter at the podium.
  • Personal recording is prohibited.

A/V and Computer Equipment

  • A/V 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 available 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. Presenters wearing a microphone should avoid shuffling papers or holding conversations, as these noises will be picked up by the microphone.

General Information

  • Monitors and moderators should remind attendees, as they are leaving, to complete their mobile app evaluations, act as runners for emergencies, assist in maintaining quiet and decorum, and check badges.
  • 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 is 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, go immediately to the Speaker Ready Roomand request staff assistance.

If you have any questions or concerns regarding moderator responsibilities, please contact Kathryn Wege.