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 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 save a copy to a USB and bring that to the meeting with them. A laptop is provided in each session room to upload this to.
Laptop Computers
It is not necessary for speakers to bring their laptop computer. 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 provide a computer projector, screen, microphone, and laptop. 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 on-site.
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 about 15-20 minutes prior to the start of their session. Speakers should be instructed to do the same. Make sure the provided laptop is properly connected to the computer projector and all presentations are loaded in advance. Water is available for speakers nearby. For technical assistance, please find a Volunteer in the hallway to notifiy the ASABE staff or an Audio Visual staff member. Help will usually arrive within minutes.