Prior to your session you should meet with your monitors and presenters to review program format and presentations. The Speaker Ready Room is a good meeting place. Decide how to divide the responsibilities for the session with your session monitors. During your pre-session meeting, devise a way to notify speakers when their time is almost up. When time has run out, politely thank the speaker and firmly move on to the next speaker. Sessions must maintain presenter order and run on schedule!

Speaker absences

• Podium Session – The time slot may be filled with a break, Q&A segment, or update on committee activities.
• Roundtable – Individual speaker times may be adjusted, but the speaker order must be maintained.

Technical session recordings

Audio recordings of technical session presentations will be available following AIHce. The Final Program will note which session recordings are available for purchase. The room must be kept quiet to ensure the quality of the recording. No personal taping is allowed.

Speaker Ready Room check-in

Speaker Ready Room check-in is mandatory.

All moderators must

• Check in at the Speaker Ready Room
• Receive microphone training in the Speaker Ready Room prior to their session(s)
• Confirm that speakers have
  • Reviewed their presentations. Workstations and projectors will be available for practice, and staff will be on hand to offer technical assistance and answer questions.
  • Provided or declined recording permissions online. If this has not been done, speakers should discuss this with staff in the Speaker Ready Room.
• Check for messages, program changes, and other information posted in Speaker Ready Room.

At the start of the session from the lectern, moderators should do the following:

1. Introduce themselves, the session arranger, and the monitor(s).

2. Identify the session and title.

3. Make the following announcements:

• Evaluation forms will be distributed by the monitors and should be returned to them or placed in the collection bin. These evaluations provide valuable information on the suitability of topics and are used by committees and future session arrangers.
• Sit toward the center and in the front of the room so others may easily find a seat.
• Standing in the aisles or back of the room is forbidden by the fire marshal.
• Turn off all cell phones and pagers.
• Conduct personal conversations outside.
• Children are not permitted.
• Note emergency exits.
• Food and beverages are not to be consumed in the room.
• Dispose of any trash before leaving the room.
• Visit the expo, especially during non-compete times. See Final Program Pages-at-a-Glance for hours.
• Personal audio or video taping is not permitted. All sessions, unless otherwise indicated, are taped by AIHce and available for purchase.

4. Briefly introduce each speaker. Materials to make these introductions will be provided by staff prior to conference.

5. Advise the audience of any speaker changes.

Audiovisual and computer equipment

Audiovisual and computer equipment will be provided in all technical session rooms. Personal laptops may be used to review slides and practice in the Speaker Ready Room but may not be used in technical session presentation rooms.

Presenters must use the lavaliere microphone provided to ensure high-quality audio recording. Speakers wearing microphones should avoid shuffling papers or holding conversations, as these noises will be picked up by the microphone.

Technical session recordings Audio recordings of technical session presentations will be available following AIHce

General information

PDC and Technical Session Presenter, Monitor, Moderator and Arranger Ribbons will be available in the Speaker Ready Room.

Monitors should distribute and collect evaluations, act as runners for emergencies, assist with maintaining quiet and decorum, and check badges.

Expect questions to be asked and answered. This should be done professionally. AIHce encourages scientific debate, open communication, healthy discussion, and respect for a diversity of opinion. Please ensure that any session(s) you moderate are conducted accordingly.

All session personnel, speakers, and attendees should conduct themselves in a professional manner. In the unlikely event of an outburst, argument, disruption, or emergency, send a monitor to the Speaker Ready Room and request staff assistance.