A well-prepared presentation is crucial to a high-quality NCFR conference. The purpose of these instructions is to help you prepare your presentation ahead of time. Check the 2023 NCFR Annual Conference Program for the date and time of your presentation.

Please read the following information carefully. You may need to refer to instructions for onsite presenters and remote presiders.

New This Year: Option to Present Remotely

It is possible your session will have remote and onsite presenters. Be aware of the presentation formats for all presenters and include all presentations, regardless of presentation format, in the introductions.

Most concurrent sessions will be available live to a remote audience through Whova, the conference app. As the facilitator, it is your responsibility to be aware of any questions from the remote audience and incorporate those questions into the discussion after the presentations.

A laptop will be provided in the concurrent rooms from which you can access your session in Whova.

• Locate your session in the agenda.
• Click on your session.
• Locate the Q&A and Chat features toward the right corner of your screen. This is where you will monitor for remote questions. As a facilitator, you can mark questions as being answered to help keep track of the questions you asked the presenters.
• Incorporate questions from the remote audience into the discussion as you would with onsite attendees.

 

Chairs

In some sessions, session chairs will be responsible for running the session and facilitating the discussion, particularly with symposia. Chairs will act as the facilitator or moderator if there isn’t a separate person filling these roles. Please review the facilitator instructions. If a facilitator is scheduled for the session, the chair will introduce the session and presenters.

 

Moderators

Moderators are often used during panel presentations and are responsible for asking panelists pre-established questions. Facilitators are not included in sessions with moderators, and thus follow the same instructions as facilitators. Please review the facilitator instructions.

 

Facilitator and Presider Instructions

 

Facilitators

Facilitators are responsible for introducing the presenters and facilitating the discussion. Facilitators should prepare in advance 1 to 2 questions that can initiate a discussion among the presenters and the audience. Facilitators should receive all papers in advance to prep for the session. Watch General Tips For Facilitators for general instructions at www.ncfr.org/events/understanding-ncfr-conference-session-formats#discussant

A laptop will be provided in the concurrent rooms from which you can access your session in Whova.

• Locate your session in the agenda.
• Click on your session.
• Locate the Q&A and Chat features toward the right corner of your screen. This is where you will monitor for remote questions. As a facilitator, you can mark questions as being answered to help keep track of the questions you asked the presenters.
• Incorporate questions from the remote audience into the discussion as you would with onsite attendees.

Presiders

Presiders have two responsibilities: they are time keepers and work with facilitators during the discussion. As a time keeper, presiders ensure the session moves in a timely manner and that all presenters get an equal time to present—including remote presenters. Presiders should work with the facilitator to run the session.

 

Facilitators and Presiders—Before the Conference

• Read presenter biographical material obtained from each presenter before your session. If you have not received the material from the presenters by Oct. 17, contact your section chair or Cindy Winter   ([email protected]) to obtain this information.
• Plan ahead.
  • Know which presentations are delivered onsite or remotely.
  • Prepare your introductions, expectations for the session, discussion questions, and materials you may need prior to the session so that all is ready when the session starts.
• Connect with the presenters in the session before the conference. We encourage you to discuss expectations for the session.
• Know where to find support if any issues emerge during live sessions. Contact Judy Schutz. There will be written instructions on the podium that list Judy's cell phone number.

 

Facilitators—During the Conference

• Arrive 10 minutes early to your session to check in with the presenters, including the remote presenters. This will help you work through any technical difficulties before the session begins, coordinate last-minute details, and build rapport with each of the presenters to create a comfortable environment.
• Welcome everyone to the session at the beginning of the session with the session title, date, and session number
• Introduce yourself and your role.
• Provide the ground rules of the session:
  • Share how questions should be asked after the presentations
  • Notify the participants that session handouts may be located on the session page in Whova, the conference platform. Not all presenters may have uploaded handouts.
• Introduce the presenters. Introductions should be no more than three minutes total.
• Be an active listener. This will help you facilitate the questions.
• Write down additional questions during the presentations to use during the discussion time, if necessary.
• Facilitate questions, including those asked by the remote audience.
• Invite all attendees to participate. If a discussion does not begin, ask one of your preplanned questions.
• Give everyone time who wishes to talk or ask questions, including from the remote audience. Each question or comment should be around one minute each. Tactfully intervene if a person takes too much time.
• Keep the discussion on topic and progressing.
• Maintain professionalism and objectivity.
• Repeat the question so that everyone in the audience can hear the question. Allow a bit of silence after a question so people can think and respond. Remember that sometimes people need a moment to collect their thoughts. Silence may be okay.
• Help clarify questions as needed.
• Be flexible and enthusiastic.
• Thank everyone at the end of the session for attending.

 

Presiders—During the Conference:

• Arrive 10 minutes early to your session to check in with the presenters.
• Presiders will monitor time and provide presenters with time limits. You can notify presenters privately when they have 5 minutes and 1 minute left of their presentation. If the presentations are too long, you may have to interrupt the presenter. Time limits are noted under each session instructions.
• All panelists/presenters must be given an opportunity to present before the discussion.
• Presiders should work with the facilitator to run the session.