Roundtable Moderator Guidelines

Roundtable Session Moderators play an important role in organizing the flow of roundtable sessions. Due to physical distancing requirements, all roundtable sessions are virtual. 

General Information

  • Moderators must register for the Annual Meeting (full or one-day) by Sept. 24.
  • Roundtables will be conducted live using the Zoom Platform. View our tips for presenting in Zoom.
  • All roundtables will be scheduled during the mid-day breaks on Monday and Tuesday. View your Speakers’ Corner for the date and time of your session.
  • All sessions are scheduled in Mountain Time (MT).
  • Roundtable sessions are 75 minutes long. 
  • We will use one Zoom breakout room for each presenter. A Confex technician will set a breakout room for each presenter. 
  • As the moderator, you will introduce the session, and then the presenters and the audience will move to breakout rooms. The presenter will talk for 10 minutes, then have 15 minutes of conversation with attendees. At the end of the 30-minute block, attendees can move to a new breakout room to hear from another presenter. 
  • A Confex technician is assigned to your session and will assist with technical difficulties. They will also give you co-host privileges.

User Portal 

Your User Portal is the place to find all the sessions and abstracts linked to you, whether you are a speaker, author or moderator. From the User Portal, you can access your Speakers' Corner for each session you will moderate. In the Speakers' Corner you can find basic information and:  

  • Download presenter bios 
  • View presenter contact information 

Prior to the meeting

  • Two weeks before the meeting, email presenters to confirm their attendance. You can find their contact information in your Speakers' Corner. 
  • If a presenter cannot participate, ask them to go to their Speakers’ Corner and decline their participation. 
  • View the Roundtable Run of Show (PDF) to see the outline of a roundtable session. 
  • Schedule a call or virtual meeting with your panelists and co-host to walk through the session and establish rules and expectations. 
  • Remind presenters to upload their bios to the Speakers’ Corner. You will be able to download these directly from your Speakers’ Corner to use when you introduce the presenters. You only have 2 minutes to introduce all speakers. 
  • Remind presenters to familiarize themselves with Zoom and that all sessions are in Mountain Time.  
  • Download the slide deck template from your Speakers’ Corner. The slide deck contains a title slide, housekeeping notes and list of speakers. You will need to fill in the information for the title slide and presenter introduction slide.

Day of Instructions 

  • Prepare your desktop for screen sharing: Have your PowerPoint Template open, and close all other applications. 
  • Join your session 20 minutes in advance to test your video and microphone and to meet with the panelists. 
  • To access your session, log in to the Virtual Meeting Platform with the email you used to register and your registration ID number.
  • Make sure the Confex tech has set a breakout room for each of the presenters. If a presenter is a no show, the technician should remove the breakout room associated with that presenter.  
  • As the presenters arrive, ask them to practice sharing their screen and testing their sound quality.
  • It is possible that attendees will join the meeting while you are practicing. You will both have co-host privileges in Zoom giving you the ability to turn off cameras and microphones for attendees. If you see an attendee has their microphone on and is disrupting your practice session, you may turn the microphone off.

Running the Session

  • Once breakouts have been created for each presenter, and mics and webcams have been tested, you’re ready to start. 
  • Start the session on time! This is extremely important to ensure sufficient time for presentations and questions at the end.  
  • To kick off the session, announce the session topic, introduce each speaker and explain how the breakout sessions will work. Remind attendees that pre-recorded versions of the presentations are available on the virtual meeting platform and can be viewed on-demand. You will have 5 minutes for your introduction. 
  • Let the Confex tech know when you are ready to start the breakouts. Presenters and attendees will be able to freely move to the breakout room of their choice. You should remain in the main room to assist if any issues arise.
  • Presenters and attendees should stay in their breakout room for 25 minutes ,which includes a 10-minute presentation by the presenter followed by 15 minutes of Q&A.
  • The moderator should watch the time and let the Confex tech know when there are 5 minutes left in the first round. The tech can send a reminder to the participants that only 5 minutes are left.  
  • Once the 25 minutes are up, ask the Confex tech to close the breakout rooms and return everyone to the main room.
  • You should explain that attendees can now meet with another presenter. Ask the Confex tech to reopen the breakout rooms and allow attendees to pick a new presentation.  
  • After the second round of conversation the session has ended. Be sure to end on time.
  • After the meeting, share feedback, if you have any, with the program chair (PDF) on session format, planning or individual presentations.

What to do if...

  • You can no longer moderate a session: Let the program chair (PDF) know immediately so we can find a replacement. Any attempts to locate a replacement moderator will be greatly appreciated. 
  • A presenter has not uploaded her/his bio: Remind the presenters to upload their bios to the speakers’ corner so you can access them. 
  • A presenter does not show up: Contact the program chair to notify them of any presenters who do not show. Inform Confex tech staff to not create a corresponding breakout room.
  • You are experiencing technical difficulties with the Zoom Platform: If you are experiencing technical difficulties and are in the Zoom Meeting, send a chat message. A Confex meeting professional is managing your event. You can also call 401-334-0220.