1. Research Abstract Moderator Training
ACVIM Staff
Script:
Thank you for moderating a Research Abstract session at ACVIM Forum.

2. Objectives WHAT YOU WILL LEARN This on-demand training is about:
Responsibilities of the Research Abstract Moderator
Radios and how to use them
Timers and how to use them
Resources specifically for moderators
The goal of this onDemand Research Abstract moderator training is to help you understand the responsibilities that are required of you. In addition, the training will give you tips and tricks on how to use the radio. And finally, it will point out the resources that are specific to Research Abstract sessions.

3. Responsibilities BEFORE SESSION Determine if the session is sponsored
Check-in at Speaker Headquarters at least one hour prior to session
Sign-out radio and talk with AV if necessary
Arrive at session room early
Familiarize yourself with room lighting
Check microphone, laser pointer and timer
Room layout cannot be changed
Check with AV to make sure the speaker timer has been reset
Check-in with speaker
Explain how to use timer
Before your session, please check the printed program or mobile app to determine if your session is sponsored.
Also, you must check-in at the Speaker Headquarters and sign-out the two-way radio. We recommend you do this at least an hour before the session is to begin. When you sign-out your radio, ask one of the AV personnel to give you a quick tutorial on how it should be used.
Please arrive at the session room at least 15 minutes early. You may have to wait in the hall until the room clears out but it’s better to be early than late in this situation. When the room is clear you can check the lighting, make sure the microphone, laser pointer and laptop are all working. Also, the speaker timer should be reset for your session by the AV team. If you find a problem in any of these areas, use the radio to contact AV; use channel 2. Wait until there is no conversation and then say what room name or number you are in and describe the problem is you are having. When done, release the talk button. An AV staff person will come to the room and fix the problem.

4. Responsibilities AS ATTENDEES ARRIVE
Greet people as they enter the room
Ask them to sit near the front
Determine if there are more people than seats
Radio AV immediately
AV staff will direct attendees to overflow room
As the attendees arrive, it is a best practice to greet them at the door if possible. Education research shows that the simple act of greeting attendees makes them feel at ease and increases participation. It also allows you to ask them to sit near the front of the room. If the room begins to fill and it looks as if there will be more people than seats, radio the AV staff immediately. The AV staff will direct the attendees to an overflow room where they will be able to hear the presentation.

5. Responsibilities BEGIN SESSION Thank session sponsors (if any)
Ask attendees to turn cell phones to vibrate
Facilitate
Let the speaker know it is time to start
Count attendees for entering in the session evaluation under the moderator section, available in mobile app
Your opening sets the tone for the session. If the session is sponsored, please thank the sponsor. For example you could say something like “I would like to thank XYZ company for sponsoring this session.” Remind the attendees to turn their cell phones to vibrate and inform them when they can ask questions. Then tell the audience thanks for coming and now we’ll begin.
Once the session has started, try to take a count of the attendees. This can be an estimate.
The speakers will have the timer to keep them on track. The first 10 minutes of the talk will be informative and the last five minutes is for Q&A. You may want to have a question ready in case no one speaks up.
Judging
If you are a judge, make sure to use the score tracking sheet to help you complete the evaluations at a later time.

6. Responsibilities AFTER SESSION Thank session sponsors and speakers
Remind attendees to complete session evaluations located in mobile app
Tell attendees to check out the Solutions Center
Complete the moderator evaluation (at end of the session evaluation)
Return radio to Speaker Headquarters
At the end of the session, make sure to thank any sponsors and the speakers. Remind the attendees to complete the session evaluations. The session evaluations are in the mobile app. On Thursday and Friday, you can recommend attendees to check out the Solutions Center (ACVIM term for the Exhibit Hall).
You should then complete the moderator evaluation which is at the end of the session evaluation. When everything is over, return the radio to the Speaker Headquarters. If you are a session judge, you can access the evaluation form from the mobile app to enter scores.

7. Radio
CHECKLIST
Before your session, check-in at the Speaker Headquarters
Sign out a radio
Speak with AV staff for a quick tutorial (if necessary)
Ensure radio is working properly
You will hear a chirping sound when you turn on radio
Use Channel 2 to reach AV Staff
Remember to return radio to Speaker Headquarters
At Speaker Headquarters, you are invited to step away from the hustle and bustle of the conference as well as fulfill your moderating duties.
Upon the start of your duties, make sure to sign out a radio and understand how it is used.

8. Radio RADIO HINTS Do not speak over other communications
Keep volume low or turn off radio when not in use
Identify your room location and state your problem concisely
Channel Selector Knob
Power on/off
Volume Control
Display
Push-to-Talk
As you can see from the illustration, using the radio is straightforward. You turn it on/off by moving the on/off button. Select channel 2 by using the channel selector know. If you need to talk, push the button; when you’re done talking, release the button.
Radio Etiquette
Do not speak over someone else who is speaking. Wait until there is silence. Then quietly and clearly, let the AV staff know what room you are in and what issue you are having. Please make sure to turn off the radio when it is not being used.

9. Presenter View of Speaker Timer
Total presentation time is 15 minutes (shaded in green)
10 minutes for talk
5 minutes for Q&A
Unless otherwise noted, oral Research Abstract presentation time is 15 minutes. On the timer, the green button will light up and begin with 10 (for 10 minutes). When the yellow button lights, it means the speaker should wrap up and ask if the audience has any questions. When the red button lights up you are out of time and must leave the front of the room.

10. Speaker Timer
AV is at all the Research Abstract rooms prior to start to help the moderators and the 1st few speakers to work the timer. If they’re not in the room, they should be in the hall. Call them if you can’t find them. They will make sure to reset the timer for15 minutes. (Green = 10 minutes, yellow = 5 minutes and red signals the end of the session.
Tell the speaker to press the Start button to begin the timer.

11. Resources MOBILE APP 1. From the mobile app home screen, scroll down
1. The Moderator Information screen will
appear
2. Click the Moderators button
2. Scroll down until you see the screen
to the left
ACVIM staff has created many resources to help with your moderating experience. You can find the resources on the mobile app by scrolling until you see the Moderator tab. Click the button and the Moderator Information screen will appear. Scroll until you see – the Research Abstract Moderator Information.
From here you can open moderator schedule, moderator instructions and more.

12. Resources
WEB PAGE
If you don’t want to use the mobile app, the same helpful documents can be found on the ACVIM Forum website. You will find the information under the ACVIM Forum/Speak/Moderator Information path under the Research Abstract Moderator and Judge Information.
Bookmark the page on the website with the url below.

13. Resources
Questions?
If you have additional questions, stop in the Speaker Headquarters and speak with ACVIM staff and AV assistance. And remember, the Speaker Headquarters is for you too. You can stop by for a refreshment, to relax or to talk with staff.
If you have more questions, stop in the Speaker Headquarters and speak with ACVIM staff.

14. For more information or if you have any questions please contact
IVY LEVENTHAL
Publications Specialist