Working beyond boundaries. Collaboration as a key to natural areas management.

Instructions - Moderators & Presenters

Presenters: Oral Sessions and Symposia

Presentation Format
Presentations must be saved in a PC version of Microsoft PowerPoint. Save your presentation onto a portable USB flash drive with the presenter last name as the first word of the file name. Moderators must be able to quickly locate your presentation when it is your time to speak.

Arrival and Presentation Loading
Please arrive to the room where the session will take place no later than 20 minutes prior to the start of the session to load your presentation onto the provided laptop. The session moderator will be responsible for loading your presentation. Please make sure you know exactly where your presentation is saved on your flash drive, as the time allotted for loading presentations is brief. Use this time to help the moderator learn the correct pronunciation of your name for your introduction.

Schedule
Blocks of time for speakers are 30 minutes for general oral sessions and organized oral sessions, with 20 minutes for each presentation and 10 minutes for questions and transitions between talks.

Symposia talks are 25 minutes with 5 minutes for questions and transitions. After the 5 talks, there will be 30 minutes available for facilitated discussion in a flexible format; session organizers are encouraged to use the time to advance and expand the conversation on the topic, with a view towards inspiring continued debate, identifying action items or laying the groundwork for future discourse.

The post-presentation question and answer session immediately following presentations is very important and time should be allowed for it. Please do not plan to use the final minutes to extend your presentation. All speakers are required to provide 2 or 3 prepared questions to spur discussion. These questions can be provided to the moderator, who can ask these questions in the event that the audience does not. Each presenter should consider it part of their responsibility to foster an exchange with the audience on the ideas contained in their presentation.

The session moderator will signal you at 5 minutes, 3 minutes, and when time is up for your presentation. Please acknowledge (e.g. with a nod) that you’ve seen the moderator’s signal.

Moderators have been clearly instructed to keep the sessions exactly on time, and they need your help with this task. All presentations must begin exactly at the scheduled start time, so please respect the following speaker’s start time by ending on time. Moderators have been asked to interrupt the question/answer discussion if necessary in order to end the segment on time. You may not under any circumstance extend your presentation beyond the time allotted to your presentation+Q&A.

General
Out of respect for other speakers, please plan to remain in your session for its entire duration. Please remember that the primary audience at the conference consists of resource and natural areas managers, so presentations ideally should be tailored to this group.

If a microphone is not provided to the audience during the question/answer period, please repeat the question into your microphone if necessary.

If you would like to familiarize yourself with the other presentations in your session ahead of time, abstracts can be viewed at naturalareasconference.org under Abstracts.

Moderators

Your primary duties are to introduce the speakers, keep them on time and facilitate post presentation discussion.

  • First off, please be sure that all of your speakers have arrived and that their talks have been loaded from their jump drives to the laptop Desktop. You may have an AV assistant in your room to assist with this step.
  • All speakers have been informed that they are responsible for generating two or three questions for discussion in case the audience does not ask any questions. The speaker should notify the moderator if s/he would like the moderator to initiate those questions in the case of no audience questions, and what those questions are. Discussion is a critical part of this event.
  • Blocks of time for speakers are a generous ½ hour. Each speaker has been notified that they have twenty minutes for presentation and 10 minutes for questions and transitioning.
  • Each half-hour should be roughly divided with a one- to two-minute introduction, followed by twenty minutes of presentation, five to six minutes for questions and two minutes to transition from one speaker to the next. Please let each speaker know before the talk that the post presentation discussion is very important and we need to leave time for it. They should NOT run over and shorten their Q&A.
  • You will need to prompt the speakers when they have five and two minutes remaining for their paper. You can choose whatever method (standing, hand signals, water gun, etc.) works best for you. A show of minutes on one hand is a good way of communicating (5 fingers for 5 minutes, 2 fingers for 2 minutes, 1 finger for one minute)
  • It is critical that all talks begin on the ½ hour (when they are scheduled to begin). If a talk ends early, the next talk should not begin until its scheduled time. This assures that attendees will have a chance to leave one talk and get to their next desired talk when it is scheduled to begin. If a speaker does not show, make the announcement that the talk has been cancelled and the session will resume at the time of the next talk. Please do not adjust the talks (have the next speaker move in to the empty slot) for the same reason as stated above.

Each paper should start on time, by that we mean the introduction should start on the half-hour. An example: the 9:00 am paper should start the introduction of the speakers at 9:00 am. The speaker would start speaking at 9:02 at the latest. The paper and questions should conclude at 9:27 am to allow the next speaker’s presentation to be brought up on screen and to allow the audience movement between rooms.

The introduction should include a general introduction to the session topic (less than one minute). You may be asked by the program chair or other conference volunteers to make brief announcements (reminders to participants or changes in planned activities). You will receive these changes before your session begins. Please review the program for your assigned session and the talks that are included in that session to come up with a brief description of what will be covered. The intro for each speaker should include the speaker’s name, affiliation and title of their talk. This can be found using the program and then looking up the abstract of the talk on the conference website (naturalareasconference.org

The session presentations should be synchronized as much as possible, which means the moderators need to be diligent timekeepers. Your primary responsibility is to the audience. Please strive to make it a memorable experience for them.

To sum it up, we need for you to be familiar with your session beforehand by viewing the program and abstracts on the conference website and be diligent about keeping the presentation on time so that the program flows and the audience is able to maximize their learning experience.