How to Be an Effective Discussant or Facilitator at an NCFR Conference Session
Discussants and facilitators are crucial to the success of a top-quality concurrent session at the NCFR Annual Conference.
The following tips will help you prepare in advance. Please read these instructions carefully.
Follow these links to jump to instructions about each role:
Discussant
The discussant gives 5 minutes of "take-home" remarks about the presentation material after the presentations have been given — how the papers are connected, issues for elaboration and discussion, implications of the research, etc. If there is no facilitator at the session, the discussant introduces the presenters.
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Read the material obtained from each paper presenter before the conference. If you have not received the material from the presenter by Oct. 22, contact your section chair or Cindy Winter to obtain this information.
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If there is not a separate facilitator at your session, prepare a 1-minute introduction of all the presenters. Be concise.
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Prepare an outline ahead of time about each presentation. Emphasize the connections between the papers and significant theoretical and methodological issues noted in papers (strengths or weaknesses). Your comments should highlight issues for elaboration and discussion. You will have 5 minutes for your remarks so that there is time for audience participation. Do not use this time as a place to present your own ideas or research. Your task is to summarize and present “take-home” suggestions.
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Prepare one to three implications for how attendees can use the research presented.
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Ensure you are speaking directly into the microphone at all times when providing your remarks. This will ensure that all participants can clearly hear the presentation and ensure live-streamed and audio-recorded sessions are being clearly recorded.
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Remember to look for the signal requesting presenters speak louder. All conference participants will receive small handheld fans/signs. Participants can hold up the sign in a presentation room to indicate in an unobtrusive way that they would like the presenter to speak louder. Please watch for this signal as you present.
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It is helpful for the audio-recording of sessions to introduce yourself and say the title of your remarks. It also is helpful for those listening to the archived version of this session to have access to your presentation and handouts. Please ensure that you have uploaded your documents by Nov. 13, 2019.
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If there is time, the facilitator will allow attendees to ask questions.
Facilitator
A facilitator is responsible for facilitating a discussion after all the presenters have given their presentations. Facilitators should prepare in advance 1 to 2 questions that can initiate a discussion between the presenters and the audience. You should receive all the papers in advance. We encourage you to review those papers to help prepare for the discussion.
The facilitator also is a “time-keeper” to ensure that the session moves in a timely manner and that all presenters are given equal time to present their material.
Please review the following directions and expectations for your role as a facilitator.
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Read the biographical material obtained from each paper presenter before the conference. If you have not received the material from the presenter by Oct. 22, contact your section chair or Cindy Winter to obtain this information.
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Arrive at your assigned room 15 minutes early to check in with the presenters and coordinate last-minute details. Familiarize yourself with the audio-visual equipment. If there is a problem with the AV equipment, contact NCFR technology staff. There will be written instructions on the podium that lists the cell phone numbers for technology staff.
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Do not change room set-ups or move to a different room even if you feel it is not satisfactory. If there is a problem, contact Judy Schutz. There will be written instructions on the podium that lists the cell phone number for Judy.
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Start the session on time even if people are still arriving.
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Be sure presenters speak directly into the microphone at all times. This will ensure that all participants can clearly hear the presentation and ensure live-streamed and audio-recorded sessions are being clearly recorded.
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Remember to look for the signal requesting presenters speak louder. All conference participants will receive small handheld fans/signs. Participants can hold up the sign in a presentation room to indicate in an unobtrusive way that they would like the presenter to speak louder. Please watch for this signal as you present.
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Announce the name of the session, welcome everyone, and briefly introduce each presenter. This should take no more than 3 minutes.
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Monitor the presentation and keep each presenter and discussant to the specified time limit (12 minutes each for presenters, 5 minutes for the discussant).
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All panelists/presenters must be given an opportunity to present before the discussion.
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Write down additional questions during the presentations to use during the discussion time, if necessary.
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Facilitate the discussion after all presentations have been completed. Ask whether the audience members have any questions. If a discussion does not begin, ask one of your preplanned questions.
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Give everyone time who wishes to talk or ask questions. Keep questions and discussions to a specified time limit of 1 minute each; tactfully intervene if a person does not heed this.
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When someone asks a question, repeat the question using a microphone so everyone in the room and those watching the session remotely — or the session recording later — can hear.
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End the session on time.
Additional Instructions for Facilitators of Lightning Paper Sessions
The general instructions for a facilitator apply for lightning paper sessions.
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The facilitator of a lightning paper session also:
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introduces and structures the sequence of individual presentations within the session (if multiple authors are presenting);
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monitors the time limits closely to ensure that the appropriate number of minutes is reserved for open discussion with the audience; and
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leads, stimulates, and manages the open discussion with the audience. It may be helpful to have some questions formulated in advance in case discussion doesn’t easily flow.
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Each presenter is allowed enough PowerPoint slides set to advance automatically for a total presentation time of 8 minutes for each presentation. Each slide deck should include one title slide and a final slide contain two questions for discussion.
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An opportunity is provided for the audience to respond to the issues and questions raised and to introduce additional questions and comments to the presenters.
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The open discussion will take place after all presenters have completed their slideshow.
Instructions for Facilitators of Poster Symposia Sessions
Poster symposia facilitators lead a review and critical exchange of ideas by authors and conference attendees. They engage authors, attendees, and a discussant.
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Review the papers in advance of the conference.
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Develop discussion questions.
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Create up to five discussion questions.
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Develop a handout using the facilitated poster symposium handout template (PDF).
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Attend the poster session to get a sense of attendees’ views, and hand out the sheet you have prepared to give to all attendees.
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While at the poster session, invite conference participants to join you and the authors in a facilitated discussion the last 20 minutes of the session.
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In most cases, the poster symposium will be held in a separate location designed to hold an engaging exchange. The discussion is a part of time allotted for the poster session, so coordinate with authors the transition.
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During the discussion time, welcome everyone, announce the name of the session and session number, introduce authors and yourself, and provide an introduction, outlining what is to come.
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Before closing the session, leave five minutes for you to recap ideas shared. This will close the session.
Preparation Required for Poster Symposia Facilitators
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Manuscripts are sent to the discussant by Oct. 22.
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The facilitator, in collaboration with authors, develops three to four discussion questions.
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The authors and facilitator work to develop a handout; see the template (PDF) in collaboration with the authors.
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Put the time and location of the poster symposium on a handout that can be distributed to conference attendees at the current session.
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In addition, post a note on the posters indicating the location of the poster symposium. NCFR staff also will place a sign about your poster symposium at the posters.
Poster Symposium Facilitators at the Conference
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During the last 20 minutes of the poster session, engage conference attendees in a 20-minute facilitated discussion with authors. In most cases, the poster symposium will be held in a separate location designed to hold an engaging exchange.
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The discussion is a part of time allotted for the poster session, so coordinate with authors the transition.
