This checklist is based on feedback from prior conference moderators. Contact your Track Leader if you need additional guidance or have questions about your workshop.

The “Presenters” page has information specific to moderators and speakers. Tracy McClure, Moderator/Speaker Coordinator, Meetings Management, Inc. (MMI) will email reminders and updates during the planning process. Questions? Contact Tracy at mcclure@meetingsmgmt.comor 215-970-4375.

Workshop Planning & Speaker Coordination

• Contact each speaker in the workshop after they confirm their participation to introduce yourself and let them know that you will be scheduling a conference call with all the workshop speakers.
• Periodically log in to the Lifesavers Speaker Management Site (CadmiumCD Harvester) to view updates to your workshop and speaker information. MMI will email instructions for accessing the site and completing tasks.
• 8– 10 weeks before the Conference (early February 2024): 
  • Schedule a workshop planning conference call with your speakers (ask your Track Leader if they would like to participate) to discuss the workshop topic, format, and everyone’s role and what they will present.
  • Let speakers know that Lifesavers’ attendees are primarily practitioners and highly technical presentations are not recommended. Workshops are 90 minutes with usually no more than three speakers. Individual presentations are typically 15 – 20 minutes with Questions & Answers (Q&A) at the end of the workshop.
  • Remind speakers of these due dates: make hotel reservations by March 8; register for the conference by March 22; apply for speaker travel expense support, if needed, by February 1, however if funding is still available after that date Lifesavers will accept additional applications. These tasks can be done via the conference website.

• 4 – 6 weeks before the Conference (early March 2024): 
  • Determine if speakers require any special audiovisual (A/V) equipment and submit requests by March 15 via the task in the Speaker Management Site.
  • Remind speakers that files are a priority for Lifesavers’ attendees. Speakers will be emailed instructions for uploading their PowerPoint (PPT) presentation and/or supplemental file to the Speaker Management Site.  Note that speakers must bring thing their PPT presentation on a USB drive to the conference. Lifesavers A/V technicians are onsite for assistance but do not pre-load presentations.
  • Review all speaker presentations to avoid redundancy of topics/information and ensure the material is consistent with the workshop goal/focus.

• 2- 3 weeks before the Conference (mid – late March 2024)
  • Request a short bio (just a few sentences) from each speaker along with their cell phone number and conference arrival information. Speakers will have the option of uploading their photo to the Speaker Management Site for viewing in the mobile app. MMI does not collect speaker bios.
  • Have a second conference call (if necessary) with speakers to share presentations and firm up speaker order, review the Q&A format, and other coordination. There may be speaker cancellations or adjustments, so it is helpful to check in with speakers by phone or email. Remind speakers to download the mobile app prior to arrival in Denver (instructions are on the conference website’s Home Page, or will be once the app is launched).
  • Request pre-scripted questions from speakers to ask during the Q&A period in case there are no questions from the audience.
  • Ask speakers for their cell phone number in case of emergency.

Arrival at the Conference

All conference activities take place at the Colorado Convention Center in Denver.

• Check in with your speakers. If a speaker is delayed or cancels, find a substitute (that could be you) or adjust the time allotted to other speakers. Notify Tracy McClure of any speaker cancellations or substitutions. Locate your workshop room and be familiar with the AV equipment.

• You may use the Speaker Ready Room to meet with speakers and test presentations. Ask your speakers to be at the workshop room at least 10 minutes before your scheduled start time.

During the Workshop

• Test the AV equipment and ensure speaker name cards are displayed on the head table. The workshop monitor (Colorado state volunteer) will have the name cards and will remain in the room during the workshop. AV technicians are available to assist if needed.

• Start on time. Introduce yourself, provide the name of the workshop and the time it will end, and advise if speaker presentations are posted on the conference event site and mobile app. On the podium will be a “Notes for Moderators” sheet with announcements to make at the start of the session. Let attendees know that there is networking time built in the schedule.

• Briefly introduce the topic and speakers. Monitor the speakers’ time and handle the transition between speakers by helping them access their PowerPoint presentations. Allow 15 – 20 minutes at the end for audience questions.

Moderating the Q&A Session

• Have a question ready to start the discussion in case no one asks one. The initial question often prompts questions from the audience. Do not over structure the Q&A.

• Repeat audience questions so everyone hears, and direct questions to the appropriate speaker/panelist.

• Summarize long or multi-faceted questions. If the question is a statement, allow the participant to speak, thank him/her for the input and ask the audience if there are other questions. Do not let one audience member monopolize the Q&A session. Indicate that the speakers will be available afterward to continue the discussion.

• If a speaker goes off topic, reframe the question or ask for further explanation to get back on track. If one speaker is overpowering the other panelists, find an opportunity to interject and ask another panelist to address the question.

• If there is disagreement between speakers, use that to segue to the next speaker. Contradictory points of view provide an opportunity to present all sides of issues and broaden the discussion, but the conversation must remain professional and respectful.

Wrap Up

• Thank the speakers and remind the audience to complete the evaluation on the mobile app. This information is important for planning next year’s conference. Audience members often come up to the front to interact with the speakers and you at the end of the workshop.

After the Conference

• Send a thank you e-mail to your speakers. The Lifesavers Planning Committee will also email a thank you letter, but your note of appreciation is important and will have a lasting impact.