Session Moderator Information

Session Moderators serve a critical volunteer role throughout FNCE as it is their responsibility to frame the session content, introduce the speaker(s), moderate the Q&A, and ensure all sessions run during the allotted time. We hope that the following information is helpful in preparing for this important role.

Pre-FNCE Preparation

July/June

  • Register before July 19 to attend FNCE in Houston
  • Contact session Program Planner to discuss session

August

  • Conference call with Speakers to clarify following:
  • Session is free of marketing materials and promotional efforts. The Academy does not allow any display of materials promoting the sale of products by Speakers or designated representatives in the educational sessions.
  • Verify Speakers submitted handouts to the Academy. On site distribution of handouts is not allowed.

September

  • Write your personalized Moderator Script (see below for template)
  • You will receive speaker bios and any session details (award presentations, Academy position paper alignment, etc) via email from the Center for Professional Development. Please include this information as directed on your personalized email.
  • Contact speakers to confirm time you will meet in the Speaker Ready Room onsite in Houston.
  • Submit moderator slides (5 maximum) per instructions sent via email from AVMG.

On-Site at FNCE

Moderators must check-in at the Speaker Ready Room in the George R. Brown at least 60 minutes prior to session to meet and escort speakers to their session room.

Speaker Ready Room Hours:

Friday, October 18

3 p.m. – 5 p.m.

Saturday, October 19

8 a.m. – 4 p.m.

Sunday, October 20

7 a.m. – 5 p.m.

Monday, October 21

7 a.m. – 5 p.m.

Tuesday, October 22

7 a.m. – 2 p.m.

Please be aware that presenter changes or cancellations may occur at the last minute. If a presenter does not arrive, an Academy staff person will notify you. Although this is a very rare occurrence, be prepared to apologize to the audience and mention that the speaker was unfortunately unable to attend.

Sample Moderator Script

Session Introduction
  • Welcome to FNCE, the Academy Food & Nutrition Conference & Expo, and session (Number) entitled, (Session Title as listed in Program Book)
  • Please take your seats, remove any personal belongings from the chairs, and move to the center sections to allow maximum seating. There are seats available in the front. Note: Repeat the above point several times while the room is filling up. Emphasize that all chairs must be filled with people not bags or luggage.
  • IMPORTANT- PLEASE READ: Due to fire code regulations, all attendees must be in a provided seat. Therefore, no standing against the walls or sitting on the floor is permitted. We ask anyone with an available seat next to them to please raise their hand so people can be seated in a timely manner.
  • Please turn off all cell phones, beepers and PDAs. Personal audio recording devices are not allowed.
  • Handouts are on the Academy website at www.eatright.org/fnce in the "For Attendees" section and will be available until March of 2014.
  • FNCE 2013 Evaluations are once again online. Each FNCE attendee will be emailed a link that will direct you to the online evaluation.
  • Please hold all questions until the Q&A portion of the session.
Special Presentations (If applicable per information sent via email from Center for Professional Development in September)
Make a short announcement of the following:
  • And now, it is time for the presentation of the following:
    • Award:
      • NOTE:  If this is an award, a 60-90 second script will be provided in advance for the award presentation. The moderator will present this award and bring the award winner on stage for the award presentation and photos.
    • Academy Position Paper:

Speaker Introductions

  • Provide short introduction (30 seconds) for each speaker. Please watch the time of each speaker, signal speaker if time has surpassed. If the speaker(s) have provided bios, they will be emailed to you in September.
Q&A
  • State the following prior to opening Q&A for the session attendees:
    • We will now open the Q&A portion of the session
    • Please move to one of the floor microphones at the front of the room in the aisles to ask your question.
    • All questions should be professional in nature and in the form of a question.
    • In fairness to the speakers and other attendees, only one question per person.
  • The Moderator should prepare 3-4 questions in advance of the session to prompt the Q&A if needed. Q&A should run approximately 15 minutes.
  • Thanks for coming. (Round of Applause)

Questions? Please contact Caitlin Peters, Manager of Professional Development Applications at cpeters@eatright.org or 800/877-1600, ext. 4867.

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