Prior to the Actual Presentation —

• Please print the moderator packet that was electronically mailed to you prior to the conference and bring it with you to the conference.



• Pick up your evaluation collection envelope and yellow/red papers for timekeeping at IDUG Headquarters Desk.



• Attend the Speaker/Moderator Orientation session. If you did not print out and bring your moderator packet, please notify the Headquarters Representative at the Orientation session.



• Contact the speaker before the conference to review his or her biographical information (for proper introductory remarks) and presentation content information (so questions can be appropriately anticipated and moderated during the actual presentation). Also, verify if the speaker would like to answer questions during or after the presentation.



• Arrange a final, brief meeting with the speaker to occur at least 10 minutes prior to the start of the presentation or at the Speaker/Moderator Orientation session.

• Included in the moderator packet that was electronically mailed to you is a copy of your moderator letter, a moderator review sheet, moderator guidelines, and speaker biography. Please bring these documents with you to the the session.



• Remind the speaker to schedule time at the end of the presentation for a question and answer period and to repeat questions. If the speaker neglects to repeat a question, it is your responsibility to request the speaker to repeat it to ensure that all attendees are able to hear the question.



• Test the audio-visual equipment (microphone, overhead and/or LCD projector, lighting, etc.) with the speaker to ensure everything is in proper working order. Please note that the speaker's audio visual requirements are listed on the label of your packet.

• Verify that an "Evaluation Tray" or bin is located in the back of the room for completed evaluations and a supply of Session Evaluation Cards are available.



• Locate the nearest house telephone, whether in the session room or corridor, in the event that you may need to use it.



• Direct attendees to available seats and make sure they are using all available seats.



• In the event the session room fills to capacity, please locate an IDUG Headquarters staff person to relay this information. If a session is full, please turn over the session sign outside the session room so that it reads "Full".
• Briefly introduce yourself, your company, and the session title and code.



• Reiterate IDUG's no-smoking policy. Please ask all attendees to turn off their pagers and/or cellular phones to avoid disruption throughout the presentation.



• Stress to attendees the importance of completing and returning the Session Evaluation Cards and reiterate the importance of indicating the correct session codes on the card. As the moderator, you are responsible for collecting and returning these cards to the IDUG Headquarters Office.



• Briefly introduce the speaker, using the biography included in your moderator packet. Thank the speaker for participating in the IDUG Conference.

As the Presentation Begins —

• Please remain in attendance for the entire session.



• Count the number of attendees at the beginning of the session as well as half way through the session and indicate these numbers on the moderator review sheet.



• Please make sure the speaker can be heard from the back of the room. If not, signal to the speaker that he/she must talk louder or must fix their microphone.



• Signal the speaker with the yellow paper when 10 minutes are remaining until the end of the presentation and signal the speaker with the red paper when the time is up.



• Signal the speaker when appropriate to address an attendee's question.



• If necessary, during the question and answer period, ensure that the speaker and attendees stay on the intended topic of discussion. Also, if the speaker neglects to repeat a question, it is your responsibility to request the speaker to repeat them to ensure that all attendees can hear the question.



• Assist with any logistical challenges (equipment failures, lighting or audio quality, uncomfortable room temperature, etc.).



• Discreetly advise and/or stop the speaker if he or she begins to "sell" products or services.

• Thank the speaker and the audience.



• Remind attendees to take their personal belongings with them after the presentation concludes.



• Collect the Session Evaluation Cards and return them along with a completed Moderator Review Sheet to the IDUG Headquarters Office immediately following the session.