2. 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.
3. 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
4. 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
5. Prepare the Speaker
Contact 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.
6. Prepare the Speaker
Contact 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.
7. 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.
8. 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.
9. 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.
10. 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
12. 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.
13. Starting the Session
• Briefly introduce yourself with name and
institution.
• Introduce the speaker.
14. 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.
15. 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.
16. Speaker Time Cards
• Set on podium or head table
• One set per room – please return to the
podium or head table after your session.
17. 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.
18. 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
19. 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.
21. 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.
22. Do You Tweet?
• We hope you will Tweet about our
sessions and “mention” NATCO by using
#NATCO2014.
