Moderator Instructions & Resources

Thank you for serving as a moderator and/or session organizer for Entomology 2020. The success of this year’s meeting is heavily dependent on moderators as you will help to drive attendee engagement with the virtual platform.

Moderator Training Sessions

All moderators are required to attend two advance trainings, one related to using the platform to moderate and encourage discussion, one on how to intervene if you see online harassment. Each training will be offered twice, you only need to attend one of each. Links to register for the trainings were provided via email.

Moderator Training for eventScribe (online platform)
Thursday, October 22
2-3 PM Eastern (11 AM-12 PM Pacific)

-OR-

Wednesday, October 28
11 AM-12 PM Eastern (8-9 AM Pacific)
     
AND

Implementing ESA’s Code of Conduct Online
Wednesday, October 21
11 AM-12 PM Eastern (8-9 AM Pacific)

-OR-
Tuesday, October 27

2 - 3 PM Eastern (11 AM-12 PM Pacific)

We highly encourage you to attend both training live, however recordings will be made available to anyone who cannot participate during the designated times.

Guidelines for Livestream Symposia Moderators/Hosts

Before the session starts: 
  • Arrive early. Plan to arrive about 15 minutes before the session starts via the Zoom link which will be provided closer to the start of the meeting.
  • Check in with the tech director and let them know you are the session moderator. 
  • Do a brief tech check to ensure your audio and camera are working that your room lighting and camera angle are appropriate. 
  • Check the online program. Be familiar with the start and end times for presentations, breaks, and other agenda items in your session schedule. It is your responsibility to keep the session running according to schedule. 
  • Remind the presenters they will be required to stay within their time limit. Let them know if you plan to interrupt their presentation if they run over time.   

At the beginning of the session: 
  • Introduce yourself and co-moderator (if any), and welcome attendees to the session. 
  • Encourage attendees to post comments in the Discussion feed and enter their questions for speakers in the Q&A feed. 
  • Announce that presenters have been instructed to include icons on their slides informing the audience whether it is okay to photograph slides and/or post their presentation information on social media. Audience members are requested to honor the speaker's photography and social media designations.
  • Keep to the schedule. Start and end your session on time. If a presenter runs over time, it is the moderator’s responsibility to enforce the time allotment. If a presentation ends early, the moderator may wish to generate a discussion of the previous presentation(s) while waiting for the start time of the next scheduled presentation. If a presenter is missing, take a break or facilitate an informal Q&A session and do not skip to the next presenter.
  • Begin the first presentation by introducing the speaker. The livestream technical director will put that presenter’s camera and slides in the livestream view for attendees. 
  • Periodically remind the audience to add their questions in the Q&A feed and to post their comments and engage with each other in the Discussion feed.
  • During Q&A with speakers/panelists use the curated list of “favorited” questions from your Q&A moderator.

At the end of the session:
  • If there is additional time remaining in your session, feel free to hold Q&A with your speakers. 
  • Thank everyone for attending the session.

Helpful Contact Information:
  • If you have any technical problems let your tech director on your livestream channel know. They will be able to help troubleshoot the issue.
  • If you have any Code of Conduct or emergency issues arise ESA will provide all moderators with a phone number you can call or text to be immediately connected with ESA staff who can assist remotely. 

Guidelines for Livestream Q&A and Discussion Feed Moderators

Before the session starts: 
  • Arrive early. Plan to arrive about 5-10 minutes before the sessoin starts via the Audience Response System (ARS) link which will be provided closer to the start of the meeting. This will provide you time to orient yourself to the Q&A and Discussion feeds and troubleshoot any tech issues.

During the session: 
  • Q&A Feed:
    • Monitor all incoming questions from the audience
    • “Favorite” any questions you deem appropriate for presenters to answer during live Q&A
    • If any questions/comments posted in the feed contain inappropriate content, you have permission to delete from the live feed.
    • Feel free to reply to questions from the audience as you are able, with the exception of those which will be posed to speakers. 
    • Audience members will be able to “up vote” questions which may help you determine the most popular questions the audience wants answered.
  • Discussion Feed:
    • Encourage discussion in the feed by periodically posting comments or invitations to engage. These posts do not have to be relevant to the session or presentation taking, but they can be related to the presentation/session content as well. 
      • Ex. “Welcome everyone! Let us know where you are joining us from.”
    • If hosting a Q&A session, periodically remind audience members to post their questions in the Questions tab so speakers can address them later. 
    • Feel free to comment back to audience members to help drive community and engagement. 
    • Delete posts containing inappropriate content as quickly as possible. 

At the end of the session:
  • Be sure to thank all participants for attending and remind them that if they missed portions of the livestream, they can view it on-demand in a few days, just check back to the online program.

Helpful Contact Information:
  • If you have any technical problems in the ARS platform, inform ESA staff. They will be able to help troubleshoot the issue. An emergency phone number will be provided closer to the start of the meeting.
  • If you have any Code of Conduct or emergency issues arise ESA will provide all moderators with a phone number you can call or text to be immediately connected with ESA staff who can assist remotely.

Guidelines for Video Chat & Panel Discussion Moderators

Before the session starts: 
  • Arrive early. Video chat rooms will open 5 minutes prior to the scheduled start time. Plan to arrive before the session starts via the “Video Chat” button on your session record in the online program. 
  • Do a brief tech check to ensure your audio and camera are working that your room lighting and camera angle are appropriate. 
  • Test the functionality of the video chat to familiarize yourself with it. It will functionality similar to Zoom, the primary exception being that there are no breakout rooms. 
  • Check the online program. Be familiar with the start and end time for your session. It is your responsibility to start and end the session on time.
  • If you are hosting a panel discussion, prepare questions for your speakers ahead of time in case questions from attendees are slow to pick up.

At the beginning of the session: 
  • Introduce yourself, co-moderators, and speakers/panelists (if any), and state the session name so attendees know they are in the right place. 
  • All attendees will join on mute and their camera off. Encourage those who would like to, to share their camera. Attendees may also communicate by un-muting themselves and/or putting comments in the chat. 
  • Have fun engaging with your fellow entomologists and attendees face-to-face! 

At the end of the session:
  • Thank everyone for attending the session.

Helpful Contact Information:
  • If you have any technical problems in the platform, inform ESA staff. They will be able to help troubleshoot the issue. An emergency phone number will be provided closer to the start of the meeting.
  • If you have any Code of Conduct or emergency issues arise ESA will provide all moderators with a phone number you can call or text to be immediately connected with ESA staff who can assist remotely. 

Moderator Training Recording

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