Coordinator Guidelines

Before the Meeting

Day of your Session

During your Session

Session Attendance 

 

Before the Meeting

  • Visit the online Speaker Ready Room to complete the Financial Disclosure, Speaker Agreement and the Description/Objectives form for your session.
  • Prepare at least one question for the Digital Video Library (submitted online via speaker ready room)
  • Moderators may enrich the session with a brief commentary when appropriate. If you will be enlisting the help of a moderator please let SIR know at AnnualMeeting@sirweb.org.
  • If you are unable to attend the meeting please call SIR at (703) 460-5561 or email at AnnualMeeting@sirweb.org. Beginning March 23rd, please report any changes to the Speaker Ready Room.
  • You can upload your presentation directly in your online readyy room. Please make all efforts to upload before coming onsite.
  • All presentation upload guidelines can be found here.
  • Please bring a copy of your presentation on a USB.

 

Day of Your Session

  • It is most important for us to be assured of your presence for your session, and for you and us to know of any last minute program changes; therefore, please check in at the Speaker Ready Room no less than one hour before the start of your session to report any program changes. Here is also where you can pick up your "Coordinator" badge ribbon.
  • Please make sure to download the SIR 2019 meeting app to see the most up-to-date programs.
  • As coordinator of a session you are able to see all the uploaded files in the Speaker Ready Room, prior to the session.
  • Please be at your session room 15 minutes early to familiarize yourself with the equipment and to confer with the AV technician. Presenters will be using PowerPoint for their presentations; please verify with the AV technician that the PowerPoint files are functional and accessible.

 

During Your Session

  • Introduce yourself and announce the topic of the session.
  • Request that the audience make every effort to stay for the entire session, as people entering and leaving the room in between presentations is disruptive.
  • Take charge. Start on time and try keeping the session at least within one minute of schedule.
  • Remind the presenters of the time assigned to their presentation listed on the moderator guide sheet.
  • Keep the presentations as close to the posted schedule as possible; attendees plan their attendance schedule based on the advertised program.
  • Encourage questions from the audience; standing microphones will be provided for the audience to ask questions.
  • REMEMBER: The sessions are being recorded. Please repeat all questions asked.
  • Take charge of the discussion period.
  • Be prepared to ask pertinent questions, should none be provided by the audience. In the case of presenters for which English is not their first language, you may have to explain or paraphrase a question or the answer.
  • Representatives of the press or other audience members may not place microphones or recording devices on the lectern or speaker's table.
  • Flash photographs are not to be taken during the presentation.
  • Interviews are to be conducted outside the meeting room. No commercial handouts are permitted.
  • Formally close the session, make any necessary announcements, and thank the presenters and the audience for their efforts and interest.

 

Session Attendance

  • A Room Monitor will be stationed at the entrance to scan attendee badges as they enter the room. The Room Monitors will be checking attendee badge colors to ensure that appropriately registered attendees are entering the room.
  • Session evaluations can be completed through the app.
  • Any fully registered corporate attendees with a green badge at the session are prohibited from asking questions of the presenters.