HFSA Annual Scientific Meeting 2022

A key to success is being prepared for your role as a moderator. Below are steps that you should take to prepare for your session:

1. Review the session details sheet so that you have a solid grasp of the overall session structure and goals, as well as the individual lecture topics and goals.
2. Get to know the presenters in your session.
   • Consider reviewing their online professional profile.
   • Consider reading a recent publication from the presenter on the relevant topic.
3. Reach out to your co-moderator via email to plan session and discuss speaker review (below).
   • You should discuss and agree on session introduction duties. 
   • Consider organizing a session planning meeting with all the speakers and moderators to allow everyone to meet each other and make sure all are aware and in agreement regarding the session conduct
4. Within the next few weeks introduce yourself via email to the presenters. Either over email, or via phone/video conference, please review the session with them including the following:
   • Review with the presenters the overall session goals and the specified goals for their talk.
   • Review the time allotment for their talk (and the recommended number of slides – approximately 1 per minute).
   • Ask the presenters if they require any clarifications about the content for their talks, for example any concerns regarding topical overlap or depth, etc. 
   • Show enthusiasm and support for participation.
   • Suggest that presenters can share slides to the group in advance to facilitate harmony and complementarity of lectures.
5. Formulate in advance at least one question for each presenter in case there are no questions from the audience. Consider alerting presenters the question you might ask them ahead of time so that they are prepared. 
6. If you are uncertain about the pronunciation of a presenter's name, consider asking them the proper pronunciation. You may also want to ask presenters to verify their institutions and how they would like to be introduced.

Before the Session

1. Arrive to the session room a few minutes early to get to know the room set up and check that the speakers and A/V systems are ready. 
2. Be sure there is a visible presentation clock for faculty presenters. Speak to the in-room AV tech to set speaker times.
3. Remind presenters of expected presentation duration and that you will provide notices as the time limit is approached
4. Review how to utilize the audience response systems (ARS) and take note of standing microphones for the audience to ask questions through 

During the Session

1. At the start of the Session:
   • Connect with the audience using eye contact and make a strong welcoming introduction to the session, including the session title, brief description/orientation, and session learning goals. 
   • Encourage the audience to participate in the discussion, emphasize that that the session is intended to facilitate active listening, learning, and participation.
   • Set a tone of enthusiasm and collegiality with the speakers. 
   • For sessions with Audience Q&A: If applicable, describe to the audience when Q&A segment(s) will be  (e.g. after individual presentations or at panel discussion) and HOW to participate:
      
     • Non-Livestreamed Sessions: Onsite Audience Only
       Direct attendees to ask their questions using the aisle microphones. By using the microphones, questions can be captured on the session recording. 
        
     • For Livestreamed Sessions: Onsite & Virtual Audience
       Both on-site and virtual attendees can ask questions through the HFSA platform. Remind audience to submit questions through the mobile app and platform.
       
       iPads for Livestream Sessions with Audience Q&A: Each room will be equipped with an iPad for the moderators use. Moderators will utilize the iPad to review and select which questions to ask during the live session. Please arrive 15-miunutes early to your session to familiarize yourself with the platform. 
        
2. During the presentation(s):
   • Introduce each speaker respectfully and consistent with their preferences.
   • Appropriately notify presenters when time limit is approached.
   • Utilize time flexible session elements as needed to keep on time (e.g., utilize regular vs. abbreviated speaker introductions; modify Q&A duration).
   • Engage the entire audience by making eye contact with everyone.
      
3. After the speaker(s) has finished:
   • For sessions with Audience Q&A: 
     • Invite all speakers to the head table.
     • Remind audience how to submit questions (see above).
       
       iPads for Livestream Sessions with Q&A: Each room will be equipped with an iPad for the moderators use. Moderators will utilize the iPad to review and select which questions to ask during the live session. Please arrive 15-miunutes early to your session to familiarize yourself with the platform. 
        
     • Make an effort to ask at least one questions to each presenters/panelists. You may have to add your own question(s) to achieve this goal.
     • When you ask questions direct them at one person and be sure to name that person before you ask the question (example, "Dr. Smith, can you help us understand…"). You can always ask a second speaker to respond after the first - this is a good way to build engagement and discussion.
     • Ask questions that get at the speaker's opinion (not fact-based) and try not to answer the question yourself before giving your speaker a chance to respond. 
     • Make connections between a panelist's comments and audience members' experience.
   •  At the end of the session, consider summarizing/reiterating take-home messages at the end

After the session:

1. Solicit feedback to the HFSA Education Team. Email speaker@hfsa.org. 

Moderators are required to submit a faculty biography and headshot. 

How to Submit Faculty Photo (High resolution, 600x600 pixels, PNG or JPEG)

1. Log into the 2022 Presentation Management Portal
2. Click on your name in the upper right hand corner and select "My Profile" from the drop down menu
3. Click the "Camera" icon and upload image from your computer

IMPORTANT UPDATE - Faculty Biographies: If you have not submitted a faculty biography or photos as of 9/23, you will be asked to submit your biography and headshot directly in the virtual meeting platform when logging in. Access to the virtual meeting platform will begin Wednesday, September 28. 

Trouble Logging into the 2022 Presentation Management Portal?

If you do not know your login name, click the "Forget Your Password?" link on the login page. When you enter your email address, both your login name and temporary password will be emailed to you. 

After submitting a file, you will receive a confirmation email within an hour. If you do not receive a confirmation, please contact support@sessionupload.com to ensure your file was received.

Please be sure to read the guidelines on the Orchestrate website before uploading your presentation. If you need assistance or have questions about uploading your presentation, please contact Orchestrate@freemanco.com and reference HFSA 2022 ASM.