Prior to your session it is recommended that you meet with your moderators and presenters to review program format and presentations. The Speaker Ready Room is a good meeting place. Decide with the moderators how to divide the responsibilities for the session. During your pre-session meeting, devise a way to notify speakers when their time is almost up. Sessions must maintain presenter order and run on schedule!

Speaker Ready Room check-in is mandatory.

All monitors must

• Check in at the Speaker Ready Room.
• Check for messages, program changes, and other information in the Speaker Ready Room.
• Arrive early to their session.
• Locate lighting controls, emergency exits, evaluation bins, audiovisual technicians, and restrooms.
• Distribute evaluations as people enter the room. Encourage attendees to complete evaluations and return them to you or place them in the evaluation bin. These evaluations provide valuable information on the suitability of topics and are used by committees and future session arrangers.
  • Morning sessions: Leave blank forms in the room and return all completed forms to the Speaker Ready Room.
  • Afternoon sessions: Collect and return all forms to the Speaker Ready Room.
• Position themselves so badges can be checked as attendees enter.
• Collect any session passes.
• Direct attendees to the front of the room and the middle of rows. The fire marshal prohibits standing in the back of the room or in the aisles.
• Inform attendees of the following rules:
  • Do not consume food or beverages in the room.
  • Dispose of any trash before leaving the room.
  • Do not audio or video record the session. All sessions, unless otherwise indicated, are taped by AIHce and available for purchase.
• Get technical or emergency assistance if needed.
• Assist the moderator in maintaining quiet and decorum.

Technical session attendance

All session attendees must wear a badge, including speakers from other sessions. The following individuals should not be permitted into sessions:

• Booth personnel (burgundy badges)
• Expo only (yellow badges)
• Children
• Anyone not wearing a badge

Passes will be provided for session personnel who are monitoring or moderating only a single session.

Technical session recordings

Audio recordings of technical session presentations will be available for purchase after the session, provided that speakers’ permissions have been received. The Final Program will note which sessions speakers have given permission for recording. The room must be kept quiet to ensure the quality of the recording. No personal taping is allowed.

Audiovisual and computer equipment

Audiovisual and computer equipment will be provided in all technical session rooms. An audiovisual technician will be in the vicinity of your room to troubleshoot any problems. Note this person’s location before the session starts.

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.

General

• Ribbons will be available in the Speaker Ready Room.
• Personal conversations must be conducted outside the presentation room.
• Cell phones and pagers must be turned off.
• 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 opinions.
• All session personnel, speakers, and attendees should conduct themselves in a professional manner. In the unlikely event of an outburst, argument, disruption, or emergency, go immediately to the Speaker Ready Room and request staff assistance.