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TCS 22 Conference Moderator Guidelines (i)
If you are interested in serving as a moderator for the TCS 22 conference, please contact TCS 22 Program Chair Dr. Patrick Lawrence at patrick.lawrence@utoledo.edu.
Introduction
Moderators have a special job in public presentations. While the work put into
developing a session will determine its value, the professional polish a moderator
provides in conducting the session greatly reinforces the content and message. Many
moderators also play a role as a speaker. If this is the case, the moderator should
introduce him or herself as both at the start of a session.
Guidelines
Preparing Your Speakers
The moderator must prepare all speakers for the session, so that they understand clearly
what is expected of them. Moderators must speak with each speaker about his or her own
presentation in order to understand how one presentation coordinates with the others. It
is important for the moderator to let each speaker know what other speakers in the
session are talking about.
While written correspondence is good for confirming details, telephone conversations are
effective for resolving questions. Well-prepared moderators will talk with speakers at
least twice during the planning process. Sometimes, the moderator completes the
planning stage with a conference call among all speakers.
Speakers must be informed of the date, time and location of the public presentation.
Even if another person is sending the speakers this information, a considerate moderator
will communicate this material as well, to make certain it is received and understood. It is
important for moderators to be precise and firm with speakers about the amount of time
allocated to their presentations. While most speakers will try to comply with the time limits, few are aware of their pace when actually presenting. Therefore, moderators need
to be proactive in keeping the session on schedule.
Introducing Speakers
Moderators prepare the audience to listen by first introducing the session and its purpose.
Next, the moderator introduces all speakers. Moderators will be provided with speaker
biographies. Moderators should attempt to make all introductions similar. Introductions
should be informative yet also brief.
Leave Time For Discussion
All sessions must leave time for discussion. TCS conference sessions are one hour long,
which, for example, leaves 20 minutes for each speaker during a 4-speaker session. The
moderator and speakers should reserve between 5 to 8 minutes for interaction with the
audience. Therefore, for instance, during a four-speaker session, presentations should
take between 12 and 15 minutes. Moderators have the option, however, of allowing
discussion after each individual presentation or holding discussion until after all the
speakers have made their presentations.
When a Speaker Runs Over Time
Speakers talking past the time limit of their presentation is common. This is a problem
because it may affect the time allotted to the other speakers during the session and may
be affect the next session. Some tips to diplomatically remind a speaker of time limits:
• During the planning stages, alert the speakers to the fact that all time limits will be
strictly observed. If a speaker has problems condensing information, offer to
review the presentation and suggest ways it can be shortened before the session
begins, remind the speakers of their time limits, and tell the speakers clearly that
you will signal them as they come to the end of their time.
• Use a technique to alert speakers they are coming to the end of their time. For
example, one or two minutes before the end of the talk (particularly if the talk
does not seem to be winding down), call “time” softly to the speaker, pass him/her
a slip with the remaining time written on it, or tap a pencil.
• Use other techniques to end the presentation, such as standing or walking toward
the speaker. Moderators should use approaches that are comfortable to them.
Announcements
Sometimes, announcements are a necessary feature of sessions. Moderators should read
the announcements and alert the audience to handouts or additional materials.
Handling Questions
As speakers are asked questions, the moderator or speaker should repeat the question for
the entire audience to hear. If questions seem unfocused or unclear, the moderator may
wish to rephrase them for the speaker. The moderator also should keep time limits in
mind during the question and answer period. The moderator should warn the audience
when a session is drawing to a close, and close the session promptly if another session is
scheduled after it. The moderator can invite the audience to follow up with speakers after
the session.
Closing Remarks
Moderators can conclude a session with a short thank you to all the speakers. If
discussion was cut short, the moderator can extend an invitation to the audience to stay in
the room or move to a location outside the session room, where additional discussion can
take place.
(i)
These guidelines have been adapted from the American Planning Association’s 2002
Moderator’s Guide, available at
http://www.planning.org/2002conference/moderatorsguide.htm.
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