IMCC4 Moderator Information
Moderators are responsible for keeping time during oral and speed sessions to ensure synchrony between sessions. Moderators should determine if all speakers are present before the session begins. If a speaker does not show for his/her talk, moderators are not to move the next talk into the empty time slot in order to keep the session in sync with the schedule. Moderators can use that time for questions for presenters that have already presented. Presenters need to give their talks at the time designated in the schedule.
Delegates interested in moderating need to sign up through the IMCC4 registration form. The moderator coordinator will contact those chosen to moderate with assignments. Questions? Contact IMCC4 Moderator Coordinator Keryn Bromberg Gedan.
Oral Sessions
Oral talks are limited to 15 minutes: 12 minutes for the presentation, and 3 minutes for questions. Moderators will introduce the speaker and will notify the presenter after 7 minutes have elapsed (to let the speaker know there are 5 minutes left for presenting and 3 for questions), after 11 minutes have elapsed, and then at 12 minutes (to let the speaker know the question period should begin). The moderator will stand up after 14 minutes have elapsed, giving the speaker 1 minute to wrap up all presentation material or to finish questions.
At the end of each contributed session at IMCC4, 15 minutes are given for presenters to go into the audience and meet delegates and answer questions one-on-one. Presenters are expected to stay in the room to speak to delegates during this time. The moderator should announce the 15-minute meet-and-greet is beginning at the end of the last talk in the session. Moderators should also announce when the session is officially over.
Example for moderating a contributed session:
08:15: Session moderator should be in the room prior to session start (08:30) to check in speakers as they enter. Moderator gets the presentation list for this session from the AV volunteer. Check to make sure the AV provider and volunteer have pulled up all the presentations for the 08:30 session. Moderator makes sure time cards are in the session room (5-minute, 1-minute, time is up). Each contributed session talk has 12 minutes to give a presentation.
08:30: Moderator quickly introduces the session, states there will be up to a 3-minute Q&A for each speaker, if time permits, after each presentation. Moderator announces there will also be time for a speaker meet-and-greet and Q&A at the end of the session. Moderator announces first presenter.
08:37: Moderator discreetly holds up 5-minute time card and ensures speaker has seen it
08:41: Moderator discreetly holds up 1-minute time card and ensures speaker has seen it
08:42: Moderator discreetly holds up time card indicating time is up and ensures speaker has seen it. If the continues talking until 08:44, Moderator stands up.
If the speaker has ended prior to 08:44, Moderator can take one or two questions (time-permitting) from the audience for the speaker
08:45: Moderator announces next speaker
08:52 Moderator discreetly holds up 5-minute time card and ensures speaker has seen it
08:56: Moderator discreetly holds up 1-minute time card and ensures speaker has seen it
08:57: Moderator discreetly holds up time card indicating time is up and ensures speaker has seen it. If the continues talking until 08:44, Moderator stands up.
If the speaker has ended prior to 08:59, Moderator can take one or two questions (time-permitting) from the audience for the speaker
09:00: No one is scheduled (meaning the talk has been cancelled), or the speaker is not present. Moderator announces this talk has been cancelled and allows the audience to ask questions of the first two speakers until 09:14
09:15: Moderator announces next speaker
09:22: Moderator discreetly holds up 5-minute time card and ensures speaker has seen it
09:26: Moderator discreetly holds up 1-minute time card and ensures speaker has seen it
09:27: Moderator discreetly holds up time card indicating time is up and ensures speaker has seen it. If the continues talking until 08:44, Moderator stands up.
If the speaker has ended prior to 09:29, Moderator can take one or two questions (time-permitting) from the audience for the speaker.
Moderator continues this pattern until 10:15 (or the designated Q&A start time, or until after the last speaker present has presented). At that time, the moderator announce the speakers will now go into the audience to meet audience members and answer questions.
10:30: Moderator announces the session is over. (Each session is two hours in total length.)
Symposia
The symposia organizers will act as moderators for their sessions, according to their symposium schedule.
Speed Talks
Moderators must keep strict time during the presentation portion of the speed talks, to ensure each speaker receives 4 minutes of presentation time. Moderators will introduce the speaker and notify the speaker when 3 minutes have elapsed (1 minute remaining) and then at 4 minutes. The moderator will then introduce the next speaker. Presentation slots have been scheduled for 5 minutes to allow time to transition to the next speaker. Presenters are not to be given 5 minutes to present. There will be no question period during the presentation portion of a speed session.
After all the speed session presenters have given their talks, there will be 15 minutes at the end of each speed session for audience members to speak to them. Speakers should distribute themselves throughout the room and are expected to remain in the room until the session ends. The moderator should announce the 15-minute meet-and-greet is beginning at the end of the last talk in the session. Moderators should also announce when the session is officially over.
Example for moderating a speed session:
14:45: Session moderator should be in the room prior to session start (15:00) to check in speakers as they enter. Moderator gets the presentation list for this session from the AV volunteer. Check to make sure the AV provider and volunteer have pulled up all the presentations for the 15:00 session. Moderator makes sure time cards are in the session room (1-minute, time is up). Each speed session talk has 4 minutes to give a presentation.
15:00: Moderator quickly introduces the session and announces there will be time for a speaker meet-and-greet and Q&A at the end of the session. Moderator announces first presenter.
15:03: Moderator discreetly holds up 1-minute time card and ensures speaker has seen it
15:04: Moderator discreetly holds up time card indicating time is up and ensures speaker has seen it. If speaker continues, moderator stands up.
15:05: Moderator announces next speaker
15:08: Moderator discreetly holds up 1-minute time card and ensures speaker has seen it
15:09: Moderator discreetly holds up time card indicating time is up and ensures speaker has seen it. If speaker continues, moderator stands up.
15:10: No one is scheduled (meaning the talk has been cancelled), or the speaker is not present. Moderator announces this talk has been cancelled and allows the audience to ask questions of the first two speakers until 15:14
15:15: Moderator announces next speaker
15:18: Moderator discreetly holds up 1-minute time card and ensures speaker has seen it
15:19: Moderator discreetly holds up time card indicating time is up and ensures speaker has seen it. If speaker continues, moderator stands up.
15:20: Moderator announces next speaker
15:23: Moderator discreetly holds up 1-minute time card and ensures speaker has seen it
15:24: Moderator discreetly holds up time card indicating time is up and ensures speaker has seen it. If speaker continues, moderator stands up.
Moderator continues this pattern until 16:45 (or the designated Q&A start time, or until after the last speaker present has presented). At that time, the moderator announce the speakers will now go into the audience to meet audience members and answer questions.
17:00: Moderator announces the session is over. (Each session is two hours in total length.)
