Register for the conference and make your hotel reservations.
Review your audiovisual and room setup requirements. Send any requests not submitted with your Session Proposal to the Facilities Chair by October 31.
Plan your presentation and the time allotments for each segment.
For panel presentations, determine with all participants the topics to be covered and time allotments for each presenter.
For roundtable/cracker-barrel sessions, prepare topics of interest to kick off the session.
Prepare handouts and visual aids if they are part of the presentation.
When you arrive:
Check in at Registration.
Review the conference pocket program for the location of your session.
Visit the room and check for audiovisual equipment, room set-up, etc. If there are any problems or missing equipment, notify Conference Headquarters.
Conveners: pick up the Evaluation Packet from Conference Headquarters.
Plan to be in the room at least 10 minutes prior to the session start time. Allow additional time if you need to connect your computer to A/V equipment.
Conveners:
Distribute the Session Evaluation Forms as attendees enter or by placing them on the chairs prior to the session.
For security, as people enter the room, check name badges to ensure they are registered for the conference. Non-participants may be directed to Registration.
For popular sessions, direct attendees to empty chairs.
Assist the presenter with any handouts. Some presenters may prefer to distribute handouts either at the beginning, at appropriate points during the session, or after the session as a summary.
Begin the session on time. Announce the number and title of the session, and introduce the presenters with their names, titles, and institutions.
Monitor the time and signal presenter(s) as appropriate to keep the session on schedule.
Moderate the question/answer period (some presenters may prefer to handle this themselves).
End the session on time. Thank everyone for attending and request that they complete and turn in the session evaluation forms.
Record the number of attendees on the Evaluation Packet Envelope.
Collect the Evaluation forms and return them in the Session Evaluation Envelope immediately to Conference Headquarters following the session.
Presenters:
Begin the session on time.
Stay within the time limits of the session.
Distribute any handouts. The convener can assist you with this; let the convener know if you want handouts distributed at the beginning, at particular times during the presentation, or at the end as a summary.
Speak clearly. If using a microphone, speak directly into the microphone and take it with you if you move from the podium.
For roundtable/cracker-barrel sessions, kick off the session with topic suggestions and then moderate the discussion as it progresses.
During question and answer periods, repeat the question for those who were unable to hear the original question. For multi-part questions, identify each part as you begin your responses.
If you run out of handouts, collect names and addresses so you can send a copy after the conference or provide the attendees with a website address that will have the materials.
You may quickly review the Session Evaluations immediately after the session. The Packet must be returned to Conference Headquarters shortly after the session ends. The evaluations will be sent to you after they have been analyzed. For panel presentations, they will be sent to the first presenter listed.
Extra handouts may be left at the Hospitality Table for those who were unable to attend your session.
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