ARE YOU MODERATING A SESSION AT THE ANNUAL MEETING?

by Samir N. Banoob, MD, PhD, Section Chair

Here are some tips for consideration.

A. Before the session:

1. Meeting with the speakers: It is essential to meet the speakers, in person or via e-mail or teleconference, and surely at least 15-20 minutes before the session. the purpose is to:

- Strictly assign time for each, and agree about time

signal alerts.

- Going through the contents to avoid repetition, asking for review to fit in the allocated time.

- Agree about succession of the speakers.

-Each presenter should prepare for you one paragraph on her/his bio data that include: qualifications, current position, and experience relevant to the topic.

2. Check the meeting room: Location, light, audiovisuals, staff assigned.

3. Seating at the stage: Place yourself in the center, next to the podium, (unless it is located on the side) and seat speakers on the stage (possibly from left to right), in the order of succession of presenting.

4. Ask the speaker to acknowledge co-workers/sponsors.

B. Beginning the Session:

1. BEGIN ON TIME, even with a small number of attendants. If so, encourage them to get closer not scattered in a large room.

2. If crowded, encourage people at the door to move to empty seats or sit against the wall, on the floor. If feasible, ask for more seats.

3. Turning off the lights is the sure way of getting sleepy attendants. Modern audiovisuals do not need that.

4. Introduction: Introduce yourself, specify position in APHA and provide a brief introduction on the session topic, indicating the page no. in the program book.

5. Indicate that Q& A to be held to the end (allowing it after each speaker is the sure way of loosing track of time).

6. Introduce the first speaker & topic only& and adjust the microphone position.

C. During the Session:

1. Control the time, signals at three minutes then one minute.

2. For late arrivals, remind attendants with topics presented before presenting the next speaker.

3. Strictly preserve the allocated discussion time.

4. Directions for discussants may be: Introduce yourself by name and position, ask a brief question to be directed to a speaker or to the panel, and if a comment, it should be brief and relevant. If feasible, ask the participants to use a microphone, or at least you repeat the question. Lengthy comments or announcements may be gently interrupted.

5.  If no more questions/comments and time is still left, initiate questions and encourage comments from people you know among the attendants.

6. No handouts to be distributed during presentations. Materials can be left at the door or the front table.

D. Closing:

1. On time.

2. Brief conclusions.

3.Thank the presenters and attendants.

4. Make short announcements on the program for topics related or events as feasible.

5. Encourage attendants to approach speakers with personal questions outside the room if next session is due.

6. Complete the session report/evaluation form.