1. As soon as you are able, find the room where you will moderate your session. Verify the equipment that will be available with the local AV technicians. A relationship with valuable AV personnel may pay off if you have AV problems. Attempt to get contact information from them for a pager or cell phone. Also check for any noted accessibility limitations presented by the room’s setup. The earlier you identify needs the higher likelihood our ASEE staff can address these needs.

2. Best practice is to load all presentations on a common computer. This may not be practical if you are a Mac user or if you use a PC and a presenter uses Mac based software. Knowing this in advance helps smooth transitions if multiple platforms are to be employed.

3. Arrive at your space 20 minutes early at a minimum. Remember that some authors traverse great distances to present, and technical difficulties should NOT impact anyone’s presentation time slot.

4. Verify that any special accommodations needed for session speakers have been implemented, such as chairs, ramps, lifts or other physical changes required to make the space ready. Verify that sign language interpreters are or will be on station to cover any presentations that require these support services.

5. Get all presentations loaded onto the common platform and open them. Have each presenter scroll through their presentations to verify functionality. If Mac connectivity is required, test this as well. Make sure videos or reference files load and execute.

6. If presenters have other events to attend, it is permissible to change the order of presentations in the session. Verify order of presentation with the authors prior to beginning.

7. If an author is not present, announce this to the audience so people can make a decision on remaining in the session at the beginning.

8. Start the session on time. Announce that any items left behind will be placed at the ASEE information desk. Reinforce the ASEE meeting code of conduct with the audience. Please see Appendix III for the ASEE Meeting Code of Conduct.

9. Introduce each paper and the lead presenter with a short bio.

10. Make your rules on questions clear to the audience. Best practice is to allow authors a given time slot with 90% of the time dedicated to transmitting the content and 10% reserved for specific questions to that author. At the discretion of the session moderator, the authors’ time slots may be reduced in duration to allow for unified questions at the end of the session. Make sure that authors know, in advance, how you will be handling questions. This end of session time is well suited to follow up questions that could not be accommodated during the normal question time for the individual presentation, or for questions that arise as a byproduct of hearing multiple presentations on similar topics.

11. Presenters are expected to present their papers and outcomes as submitted, reviewed and accepted. This is not a time for personal opinions on topics not related to the research being presented. Should you find this situation occurring, you may terminate the presentation and move on to the next presenter. You may also report such behavior to The ASEE information desk.

12. The moderator should select questioners, since they will be monitoring time for each presentation. Best practice is that persons asking questions should identify themselves and the institution or organization they represent prior to asking a question.

13. Questions that the moderator deems inappropriate, for any reason, should be identified as such, with instructions to the presenters not to answer, and a new questioner should be selected.

14. Think of a question for each talk, in case there are no audience questions.

15. Offer to assist presenters with handouts or other visual aids if necessary.

16. Gather any feedback instruments intrinsic to the session and return those to the appropriate person.

17. End the session on time. Encourage the audience to continue discussions outside the room so that the next session may begin on time. Session schedules are posted outside the rooms, so this may be modified if no session is scheduled to take place in the room in the proximate time slot.

18. Deliver items left in the presentation room to the ASEE information desk, making sure they are identified with the session where they were recovered.

After the conference.

1. Divisions should canvas moderators for feedback on the session(s) they moderated. This information should be shared with the PIC Chairs.

2. Ask the moderators’ permission and then pass the names of the moderators to your successor program chair

Session instructions

1. Technical session are 90 minutes long.

2. Sessions are divided equally among the papers presented, including Q&A

3. Moderators are assigned to technical sessions and are responsible for keeping the session on time and managing the Q&A. Please take your direction from them.

4. Authors are advised to arrive at least 10 minutes early to their sessions to ensure the room and AV are as needed.

5. AV Technicians are typically roaming the rooms between session to check on set up.

6. You can also contact infokiosk@asee.org on site if you cannot find assistance near your meeting room.

On-site Presentation Guidelines for Authors

1. PowerPoint is the preferred presentation method

1. 2. A PowerPoint template is provided for your convenience. It is located in the Author section of the ASEE Annual Conference Website - https://www.asee.org/annual-conference/2022/paper-management/for-authors a. You are not required to use this template
2.  

Accessibility

3. Please refer to https://support.microsoft.com/en-us/office/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-dae3b2b3ef25 when creating your PowerPoint Presentations

Meeting Room AV

4. A screen, LCD projector, and mic are provided in the session rooms. Reminder that Computers are not provided in the meeting rooms. You are encouraged to bring your laptop, as well as your presentation on a flash drive.

5. VGA and HDMI connections are available for the projectors ONLY if you require a different type of connection, please BRING IT WITH YOU

Internet

6. Internet is not provided in the meeting rooms and would have needed to be ordered in advance to be available and is expensive. a. We suggest presenters use their cell phone as a hot spot for their presentation if available and/or necessary.