Session Team Quick Guide

Essential Information for Moderators, Co-Moderators, and Room Volunteers

Three Roles

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1. Moderator (Leader)

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2. Co-Moderator

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3. Room Volunteer

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Pre-Session (Arrive 10 Minutes Early)

Room Volunteer Tasks:

  • Verify all session presentations are loaded and ready with AV technician
  • Check laptop connection, internet, and Zoom streaming with Stream team
  • Verify session screensaver is ready and visible, and translation QR code with AV technician
  • Check the room: water for speakers, lighting
  • Connect to Zoom call on a device to monitor virtual Q&A chat

Moderator Tasks:

  • Greet speakers and verify name/pronoun pronunciation (5 min before)
  • Review session agenda and timing with co-moderator
  • Coordinate time signals with co-moderator (when to show warnings)
  • Prepare opening remarks (session title/code, recording notice, translation QR location)

Co-Moderator Tasks:

  • Set up phone timer/stopwatch as timekeeper
  • Coordinate time signals with moderator (when to show warnings)
  • Have session schedule readily available
  • Position yourself where speakers can clearly see time signals
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During the Session

Moderator Responsibilities:

  • Session opening (welcome, session title/ID, recording notice, Wordly QR location reminder)
  • Introduce each speaker (name, presentation title)
  • Acknowledge in-person questioners
  • Bring handheld microphone to attendees asking questions
  • Manage question flow - if time is limited, announce "We have time for 1-2 more questions" or "Please approach the speaker afterward for further discussion, or you may provide your email if you wish to receive questions"
  • Facilitate transitions between speakers
  • Session closing (thank speakers/attendees, remind about on-demand viewing on the page)

Co-Moderator Responsibilities:

  • PRIMARY TIMEKEEPER - use phone stopwatch
  • Give clear time signals to speaker (establish signals in advance)
  • Watch for raised hands in the audience
  • Alert moderator when to begin Q&A time
  • Secondary support to moderator as needed

Room Volunteer Responsibilities:

  • Continuously monitor Zoom chat for virtual participant questions
  • Relay virtual questions to moderator
  • Monitor room capacity - politely close door if room is at maximum capacity
  • Watch for technical issues (sound, projection, connection, streaming)
  • Contact floor team immediately if issues arise
  • Monitor missing items (refill water, chairs, etc.)
  • Attend to any accessibility needs
  • Support language issues between moderator and presenters
  • Ensure moderators comply with session time
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Time Signal System

(Decide before session begins)

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5 minutes remaining:

Raise hand (5 fingers)

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2 minutes remaining:

Raise hand (2 fingers)

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Time's up:

Both hands crossed = STOP

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Question Management Protocol

When time is limited:

  • Moderator announces: "We have time for one last question"
  • Ask speaker if willing to share email for follow-up questions (announce if they accept)
  • After final question: "Thank you. The speaker will be available for additional questions (later or via email)..."
  • For virtual questions in chat: Same protocol - "Due to time, please send your questions to the speaker via email"
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Wordly Translation:

Printed QR codes located near room entrance. Moderator reminds attendees of QR location at session start.

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Quick Technical Issues Reference

Zoom connection drops:

Stream team contacts Stream chief immediately

Projection/sound fails:

Volunteer contacts room AV team and floor manager, who contacts Yelibeth Herrera

Speaker doesn't show up:

Moderator decides - wait 2 minutes or move to next

Recording issues:

Stream team alerts AV team and volunteer, session continues. Volunteer notifies floor manager.

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Emergency Contacts

Floor Team/Technical Support:

Ballroom - Daniela Castaño

Second Floor - María Fernanda Arango

AV Team:

Hyatt team - only contacted by Yelibeth Herrera

Stream/Zoom Team:

Mauro Mendez

Medical Emergency:

Daniela Álvarez

Conference Support:

César Gutiérrez

Volunteer Contact:

Claudia Alfonso

Volunteers will have these contact numbers.

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