Panel Moderator Guidelines

Thank you for accepting this important role. Anyone on the panel can moderate a session; however we recommend that the risk manager perform this role. Below are some information to assist you when moderating a session:

• Work with the panel of speakers to develop a strong presentation.
• Call the session to order at the scheduled time.
• Remind the audience to turn off all beepers and cell phones.
• Remind the panel that press might be in attendance.
• Remind the panel to stay within the assigned time.
• Introduce each speaker with a brief excerpt from the biographies or have each speaker introduce themselves.
• Evaluation form is specifically designed for each session which includes the session name, number and speaker names for easy completing. Encourage the audience to complete the form and return to the door monitor. Feeback is very important.   
• Signal speakers quietly if they exceed their time limit.
• Conclude the session at the scheduled time.
• Thank the audience for their attention.

Advance Preparation for the Session

• Initial Time for Each Speaker: Allocate the number of minutes for each. A short opening presentation is usually appropriate.
• Audience Interaction: Ask the panel if the want to allow audience participation. Be prepared for an audience that does not interact. Hint: Start the first few questions to create interaction.
• Avoid Sales Presentation: Remind the panel that they are participating in an educational and networking activity. Alert them that audiences do not respond well to the mention of specific products or your company’s capabilities to solve their problems.
• Use PowerPoint Slides Effectively: Sessions are better received when they are interactive, discourage lengthy PowerPoint presentations. Hint: Fewer slides are better for time management. It is easier to stop a speaker who goes over than it is to interrupt a slide presentation. Hint: Handouts or additional PowerPoint slides can be posted on the RIMS Web Site where interested parties can view them at their leisure.

RIMS recommends pro-active moderation. Guidelines for conducting the actual panel are:

• Getting the Attention of the Audience: People may be milling around and talking. Call everyone to settle in. Do not begin the topical discussion until you have control of the audience.
• Opening the Session: Welcome everyone but keep it short.
• Cutting Off a Presentation: If a speaker reaches the time limit with no indication of closure, you may have to intervene. A subtle note passed to the speaker is often effective. If not, you may need to be more direct. Hint: A positive intervention is better than a reprimand. “Could we hold just a moment here so we can give ______ a chance to present? We can come back to this point during the question and answer session.”
• Wrap Up: At the end of the session, briefly summarize the remarks and remind the audience of the key points that were made. Thank the audience for its participation. Thank the panel. If you are not the last presentation, wish everyone good luck with the rest of the conference.