Moderator Instructions

Thank you for agreeing to moderate a session at the 17th Annual Meeting of the Society for Conservation Biology. Your role as moderator is critical to the smooth operation and overall success of the contributed sessions. Please pay particular attention to the following guidelines for moderating a session.

1. Please arrive at your designated session room 20-30 minutes before the session begins. An updated schedule for your session, including any late cancellations or substitutions, will be placed on the podium at the front of the session room.
   
   
2. The session room will be equipped with a timer and a clock. The clock will be synchronized with the clocks in the other session rooms, and will be located on the podium so that the speaker can monitor the presentation length. You may use the timer provided or your own timepiece to keep track of the presentation length, but please be sure you know how to operate the device before the session begins.
   
   
3. Check that all speakers are present, as well as the volunteer projectionist and lighting attendant. Consult each speaker about the projection equipment they intend to use and the pronunciation of names and institutional affiliations. Brief each speaker on the signals you will be using to warn them of the time remaining (see below).
   
   
4. Check all audio visual equipment (sound and projection) and discuss back-up plans with the volunteer projectionist in case of failure. The volunteer projectionist will be trained in the use of all projection equipment, and will contact the AV technician in the event of an emergency.
   
   
5. Ensure that all PowerPoint presentations have been loaded and are compatible with the PC laptop provided. PowerPoint files that were submitted prior to the start of the meeting will already be loaded onto the laptop. Speakers may also give a CD to the volunteer projectionist for loading onto the laptop 30 minutes prior to the start of the session. Speakers have been instructed to check their CDs for compatibility issues ahead of time, and may NOT connect their personal laptops to the projection equipment.
   
   
6. Discuss the operation of the lights with the volunteer lighting attendant. The lighting should be set to dim during the presentations to aid note taking and the safe movement of people into and out of the session room.
   
   
7. A few minutes before the session is scheduled to begin, go up to the podium and introduce yourself and the topic of the session. If you have not had the opportunity to brief speakers about the signals you will be using to warn them of the time remaining, you may wish to do this at this time; however, be sure to start the session at the scheduled time.
   
   
8. Begin the session on time, even if some speakers have not yet arrived or if people are still entering the room.
   
   
9. Introduce each speaker by their name, institutional affiliation, and the title of their presentation. Also list the contributing authors associated with the presentation, including their institutional affiliations if time permits, but be sure that the identity of the presenting author is clear.
   
   
10. Each speaker has been allotted a total of 15 minutes, approximately 12 minutes for the presentation and 3 minutes for questions. Encourage speakers to leave these few minutes for questions at the end of their talk, and provide clear and effective signals of the time remaining.
    
    
    • Use a visual or auditory signal when there are 3 minutes remaining, such as raising your hand or the beep of the timer.
      
      
    • Stand up to one side of the stage when there is 1 minute remaining.
      
      
    • Walk to the podium and politely nudge speakers away as their allotted time comes to an end.
      
      
    Remember that it is essential that your room remain synchronized with the other session rooms so that attendees may switch easily between the different sessions.
    
    
11. If you are giving a presentation within the session, you may wish to enlist the aid of a friend, a colleague, or the volunteer projectionist to act as timekeeper for your talk.
    
    
12. Speakers will usually look to you to see whether there is enough time for questions, and when to cut off questions. Speakers should field their own questions, but be sure speakers repeat questions from the audience especially those that originate from the font rows. It is a good idea to have at least one question ready for each talk, but if there are no questions and the session is running late, use this opportunity to get back on schedule.
    
    
13. Announce all cancelled presentations. You can use the time from a cancelled presentation for questions, but do NOT move the program forward when a presentation is cancelled.
    
    
14. At the end of the session please thank all of the speakers, make any necessary announcements, and remind that audience when the next session will convene (e.g., after lunch or after the break).