Greetings from the Board and Staff of the 2010 Western States Conference

• MODERATOR RESPONSIBILITIES:
  1. Review the assignments and let us know if there is a major problem.
  2. Email your cell phone number to us at the Conference Office wsc-rx@cshp.org We need to be able to reach you at the Conference. Please note that there are a few areas at Asilomar with poor cell reception such as the area around and in Acacia, Toyon and Heather.
  3. Attend the Preceptor/Sponsor Orientation
  4. Arrive at designated session at 30 minutes early to early to assist the residents and fellows as they get organized for their presentations.
  5. As hosts for the session, you and the AV support person will be in charge of the room. The presenter and the audience are depending on you to be proactive. In case of emergency or AV failure, contact the WSC Registration desk (from a house phone) at extension #2236 (or call the WSC cell 209-598-6121–or call Linda’s cell 209-598-1294)
  6. Use the WSC Program-at-a-Glance to check the scheduled start times for each presentation. Please do not start a speaker early or late, even if the previous presenter did not arrive and present, or if the previous presentation with Q & A ran slightly long. Conference participants are counting on moderators to start and stop each speaker on time.
  7. IMPORTANT: Synchronize your watch with your (or a friend’s) cell phone so that all of us will be using the same centralized time.

• Please plan to take care of these items for your session:
  1. Before going to your presentation room, synchronize your watch with the clock on your cell phone.
  2. Introduce yourself to the AV Moderator, who will take care of the AV equipment.
  3. Help with room set up, lighting, projector, microphone, etc. A dark room is optimal best slide viewing.
  4. Hand out evaluation forms & handouts to the audience as they enter the room.
  5. Make sure you know the correct way to pronounce the speaker’s name.
  6. Always start speakers on time.
  7. Familiarize the speaker with the microphone, remote control/pointer.
  8. Remind the speaker of the amount of time allotted for the presentation (15 minutes for talk and 5 minutes for questions). Tell the speaker that you will give signals of 5-2-1-STOP minutes from the back of the room. Make sure the speaker understands he/she cannot speak beyond the allotted time. Let the speaker know that if he/she does not respond to the final warning, you will stand up and thank the speaker when their time is up.
  9. Ask audience to mute or turn off Cell phones & Pagers and make last minute WSC announcements, if needed.
  10. Introduce the speaker. (See script below.)
  11. At the end of the scheduled time, move in beside the speaker and thank/congratulate the speaker. (See script below.)
  12. Collect evaluation forms at the end of each presentation, and stack them in numerical order if you have time-it makes our task much easier. Thank you!
  13. Move speaker and lingering audience along to allow for the next presenter
  14. Straighten up the room in preparation for the next presentation.

SAMPLE SCRIPTS

Moderator Guidelines and Scripts