Information for Moderators

Thank you for agreeing to moderate. Your role as a moderator is to introduce the session, oversee the Q & A at the end and ensure each speaker keeps to time. On the day you are moderating  you will be given  a schedule with timings for the session and each presentation. With up to 3 speakers in a session  it is really important each speaker keeps to time so you will be given some timekeeping cards to help with this. Please use the cards when you need to - 5 minutes, 3 minutes and 1 minute

Audio-visuals

The conference organisers will oversee speaker audio-visuals and ensure all speakers are happy with their set up prior to the session. Moderators may choose to introduce speakers either from the main podium or from a chair on stage via a lapel/hand held microphone. Q&A discussions will take place on stage with all participants seated in chairs using lapel/hand held microphones.

Delegate questions

During the conference, as much time as possible will be made available for the audience to ask questions. This will normally take place at the end of each session and will be overseen by the session moderator. The session moderator is responsible for: 

• directing the staff with roving microphones towards members of the audience
• repeating or rephrasing questions where necessary

At the close of a session delegates may crowd the conference stage area to ask additional questions or introduce themselves to speakers. Please encourage delegates to meet you and your speakers in the foyer/cafe area of the Conference Centre so the next session participants can begin their run through and AV check.

Guests & colleagues

If you are bringing colleagues or guests with you to sit in on your session please bring them with you to the Speaker Room so that temporary conference passes can be produced. They should NOT go to the main Conference Registration Desk.

Housekeeping announcements

The conference organiser may ask you to make a number of housekeeping announcements (usually at the end of your session). These will be given to you during the session run through.

Lunch/refreshments

Tea, coffee and water will be available in the Speaker Room all day. A light buffet lunch will also be available for speakers. There are also several food outlets available on the exhibition floor for more substantial appetites.

Personal belongings

All participants are advised to leave their coats and bags at the Conference Centre Cloakroom on Level 3 (right of the main Registration Desk). Although the Speaker Room will be manned at all times space is limited and there can be no guarantee that valuable items such as lap tops will be safe.  

Pre-conference run up

Session moderators will be requested to contact all speakers in their sessions individually — to introduce themselves, discuss the session content in more detail and arrange a pre-session meeting if it is deemed necessary.

Speaking to an international audience

We ask all conference participants to keep in mind that Online Information is attended by hundreds of multinational delegates (60% non-UK). With attendees coming from over 43 different countries it is essential participants are as clear and concise as possible when addressing the audience.

Session structures

The outlines below give some idea of how different types of sessions – keynote, standard, panel - are structured.

Track keynote session
• Introduction by the session moderator — introduces him/herself, the conference session theme and the keynote presenter (5 minutes)
• Track keynote speaker presentation ( 30 minutes)
• Speaker x 1 presentation (20 minutes)
• Speaker x 2 presentation (20 minutes)
• Questions & answers overseen by the moderator (15 minutes)
• Round up (if time allows) — recap of key points by moderator.
• Housekeeping announcements.

Standard session  - 3 speakers
• Introduction by the session moderator — introduces him/herself and conference session (5 minutes).
• Speaker x 1 presentation (25 minutes)
• Speaker x 2 presentation (25 minutes)
• Speaker x 3 presentation (25 minutes). 
• Questions & answers overseen by the moderator (10 minutes)
• Round up (if time allows) — recap of key points by moderator.
• Housekeeping announcements.

Standard session - 2 speakers
  Introduction by the session moderator - introduces him/herself and conference session (5 minutes)
  Speaker x 1 presentation (30 minutes)
  Speaker x 2 presentation (30 minutes)
  Questions & answers overseen by the moderator (15 minutes)
  Round up (if time allows) - recap of key points by moderator
  Housekeeping annoucements.

Panel session
• Introduction by the session moderator — introduces him/herself, panelists and conference session (10 minutes max)
• Panel introduction overseen by the moderator — each panel member in turn is given time to present their views/case study (approx 5 minutes each).
• Debate — the moderator leads debate between him/herself and all panelists.
• Audience Q&A — discussion is opened up to the floor.
• Round up (if time allows) — recap of key points by moderator.
• Housekeeping announcements.

Your conference session

At the advice of the conference organiser, moderators should indicate that a session should start. Only then will the lights dim and the microphones will be switched on. Should a session overrun the conference organiser will indicate to the moderator that a session must close. Be strict with speakers and keep them to time, they have all been advised to follow your directions.