NATCO Moderator Orientation

Successful Moderation and Facilitation for Educational Sessions

How Do I Successfully Moderate a NATCO Session?

• Prepare for your role• Follow the steps outlined so you clearly

understand your role.• Get comfortable with your role. • Stay on time.

Key Roles in Any Session

• Moderator– Introduces speaker– Makes sure final version of the presentation

is loaded and ready to go (and saved on the desktop)

– Locates A/V tech, if needed– Completes moderator survey– Verifies that the next speaker and

moderator have arrived– Writes speaker thank you letter

How Do I Prepare for the Unknown?

• Spend time reviewing the speaker’s presentation prior to the meeting (if available).

• Prepare 1-2 questions, just in case no one else asks a question.

• When a speaker won’t stop talking• When the next moderator hasn’t arrived

Prepare the SpeakerContact the speaker a week prior to the meeting. •Tell the speaker about your role and confirm which session you are moderating if they are speaking more than once.•Verify correct pronunciation of the speaker’s name.•Exchange contact information (cell #, email). •Tell them you will verify their arrival at the meeting on the day of their presentation, but they may call you anytime with questions or if there are any problems.•Confirm date, start time, duration and title of presentation.

Prepare the SpeakerContact the speaker a week prior to the meeting. •Make sure speaker understands the requirement for all presentations to be loaded PRIOR to the beginning of the SESSION (speakers are asked to bring their presentations directly to the room in which they are speaking).•Request the speaker to be present in the meeting room at least five minutes BEFORE the SESSION to review use of the A/V and check for correct presentation on the laptop. •Suggest that the speaker come listen to the speaker prior to him or her so they don’t repeat anything that person said in his/her presentation.

Further Preparation

• Be prepared to introduce the speaker.• Familiarize yourself with the speaker by

reviewing the provided introduction. • If you did not receive speaker information,

please contact the NATCO office ASAP. – Your packet would have noted if NATCO hasn’t

received any information. If this is the case, please contact the speaker directly.

The Introduction• Prepare a short 30 second introduction.

– Our first speaker is Dr. Bill Barkman. Dr. Barkman is a Thoracic Surgeon at the University of New York Hospital. He is the Director of the Surgical ICU and has been a great supporter of advanced donor management principles.

• If you want to spice it up a little, use the Dale Carnegie introduction provided– 2 reasons why the topic is important– 2 reasons why the presenter is an expert on this topic

• Verify your introduction for accuracy prior to the session.

What Steps Are Important at the Time of the Session?

• The evening before the session, confirm your speaker has arrived (check with hotel, cell phone).

• Review how to use the A/V equipment provided.

• Verify speaker introduction. • Meet your speaker in the meeting room at

least five minutes prior to the start of the session.

What Steps Are Important at the Time of the Session?

• Verify correct slides are loaded. • Be sure to save the presentation on the

desktop if the speaker hasn’t

Presentation Saving Instructions

If this gets too cumbersome…

What Steps Are Important at the Time of

the Session?• Remind the speaker that you will keep track of

the time and show him/her the time cards.• Start on time.

Starting the Session

• Briefly introduce yourself with name and institution.

• Introduce the speaker.

Ending the Session• Be prepared with questions to start the

discussion period.• Ask attendees to come to the microphone

when addressing the group (if one is provided), and ask them to give their name and institution.

• Allow some time for attendees to ask the speaker questions.

Ending the Session• Repeat questions for the audience if no

microphone is in the room or if it is not used.• Accept the last question within the time frame of

the session – be STRICT about ending on time.• Thank the speaker. • Complete the Moderator Survey form for the

session.• Write a thank you note to the speaker, and turn it

in at the NATCO registration desk with the completed moderator survey.

Speaker Time Cards

• Set on podium or head table• One set per room – please return to the

podium or head table after your session.

Speed Networking Discussion Leader Duties

• Ask each person in the group to provide the following information:– Name, where they are from, organization, what they do and time in the field– What is one successful/interesting thing about your program that others could

learn from. – One thing they would like to learn more about at this meeting

• After approximately 15 minutes, time will be sounded, and each person will move to their next assigned table.

• Table leaders stay at their assigned table for the duration of the session.

A/V Support

• A/V Support– PSAV– All in black pants and black shirts– 1 tech per 2-3 breakout rooms– Presentations should already be loaded on laptop

provided, but double check to make sure

What If I Can’t Find an A/V Tech?

• Locate NATCO staff (we all have walkie talkies to reach the A/V team)

• Call or Text Christie – (913) 634-5920 – I will be in/near the meeting rooms most of the time.

• Come to the NATCO registration desk if that is quicker.

Hotel Map

Plenary Sessions & Exhibit Hall

RegistrationConcurrent Sessions

Special Interest Forum Concurrent Session on 3rd Floor

Schedule Changes & Announcements• Announcements will be provided on the head table

or podium in each room every morning. Please read these aloud to the attendees prior to the start of the first session in the morning and the first session in the afternoon if new announcements are provided after lunch.

• If we have schedule changes or additional announcements we will text them to you.

• If you don’t text – let us know that too, and we will make note of that.

Do You Tweet?

• We hope you will Tweet about our sessions and “mention” NATCO by using #NATCO2014.

Questions?

THANK YOU FOR VOLUNTEERING!