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2019 AZ Water Conference

 

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Speaker, Moderator, Session Monitor FAQ

 

1.   Registration: Are registration and meals covered for speakers, moderators, and session monitors?     Yes, speakers, moderators, and session monitors get their registration and meals covered for the day of their session.

2.   Registration: Does the online registration system have a way of handling the complimentary registrations for speakers, moderators, and session monitors?   Yes, please make sure you register for the conference, even if you are only attending on the day you are speaking, moderating, or performing session monitoring duties.

a.   Click the “Register” button

b.   Enter required personal information

c.   Registration Category: select “Volunteer (Pre-Selected)”

d.   Choose Registration Type:

  • Moderator/ session monitor
  • Presenter
  • Presenter – Moderator (when you have been informed that you are speaking and acting as a “pre-selected volunteer” on a day other than the day you are speaking.)

 

REGISTER HERE

 

Screenshot for reference:

 

 

 

3.   BBQ: Is the BBQ covered if I am speaking, moderating, or monitoring on the day that the BBQ occurs?    Yes, the BBQ is included if you are speaking, moderating, or monitoring on the day of the BBQ.

 

4.   Moderator Duties: What are my duties as a moderator?

 

a.   Must attend the mandatory training at Phoenix Convention Center on Tuesday March 26th from 11:30am – 1pm.

b.   Ensure that speakers are prepared and have communicated all questions or changes to their presentations

c.   Receive and upload presentations to AZ Water prior to conference

d.   Ensure speakers plan to appear in the session room prior to the start of the session

e.   Ensure room is properly equipped and ready for presentations

f.    Ensure the session starts and ends on time

g.   Introduce speakers prior to presentations and open the room to questions at the end of the session

h.   Typically, volunteer duties last for two full tracks (4-6 presentations) and begin during the break - about ten minutes prior to the start of your assigned session

 

5.   Moderator Duties: As a moderator, do I need an assistant moderator? No, session monitors will be provided to assist in badge scanning at the entrance and exits. 

 

6.   Moderator Duties: Should moderators be in contact with their speakers prior to the conference? Definitely, YES.  Speakers were notified of that their presentation was selected by AZ Water to be part of the Annual Conference.  Moderators should immediately reach out to their speakers and request confirmation of presentation title and presenter names.  Once the brochure is printed, this information cannot be modified. Moderators should refer to the moderator checklist and ensure that all speakers know what day and session their presentation will occur and make sure are prepared to present. 

 

7.  Moderator: Can I request a change to my assigned moderator day/time? All moderators have been assigned tracks in the program, and those assignments have been shared as part of the speaker notification process. Moderators were assigned to tracks based on their submitted preferences as well as overall program needs. Only emergency requests for reassignment can be considered at this time - and may not be able to be accommodated. Please contact conference leadership at conference@azwater.org if you feel you have an emergency request for reassignment.

 

8. Moderator:  Should moderators upload the speaker presentations?   Yes, at least one week prior to the conference each moderator must upload all of their speaker's presentations to the conference website.  The uploads will be used to pre-load the conference  laptops with the presentations and will also be used to archive the proceedings.  Moderators should also keep a copy of each presentation on a personal thumbdrive as a back-up at the conference.   Follow this link to the upload jotform:   https://form.jotform.com/90767418046160   

 

 

 

9. Session Monitor Duties: What are my duties as a session monitor?

 

a.   Must attend the mandatory training at Phoenix Convention Center on Tuesday March 26th from 11:30am – 1pm.

b.   Must attend mandatory refresher training before the Conference begins the day you are volunteering

c.   Ensure the scanning device is set to the correct presentations, and that all attendees are scanned into and out of rooms properly

d.   Typically, volunteer duties last for two full tracks (4-6 presentations) and begin during the break - about ten minutes prior to the start of your assigned session

 

10.Speakers: Can I or my speakers use internet in the session rooms?  No, neither wi-fi nor any type of internet access will be available in the session rooms.

 

11.   Speakers: Can speakers use a presentation format other than PowerPoint? No, and all presentations must be in 16:9 aspect ratio to display properly (note: this is WIDESCREEN).  If you are unsure about the format of your presentation, you are strongly encouraged to utilize the AZ Water PowerPoint template provided with your speaker notification email.

 

12.  Speakers: Can video clips be included in the speaker PowerPoint presentations?  Video clips are not recommended.  If video clips must be included, it is the responsibility of the speaker and moderator to ensure that the video works well in advance of the session. Do not rely on WiFi for videos. 

 

13.  Speakers: What version of Microsoft PowerPoint should be used? Older versions are permissible but not desirable and may lead to display errors. If you are unsure about the format of your presentation, you are strongly encouraged to utilize the AZ Water PowerPoint template provided with your speaker notification email.

 

14. Co-Presenters  Is complimentary registration available to co-presenters?  No, complimentary registration is not available to co-presenters.  


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