Technical Session Monitors

Prior to your session you are strongly encouraged to meet with your moderator and presenters to review the program format and flow of presentations. We suggest you utilize the Speaker Ready Room for this as it is an excellent and central meeting place. During your meeting you should decide with the moderator how to divide the responsibilities for the session and devise a way to notify the presenters when their time is almost up. Sessions must maintain the presenter order and run on schedule.

Speaker Ready Room check-in is mandatory

Additionally, all monitors must:

  • Check for messages, program changes, and other information in the Speaker Ready Room.
  • Arrive 30 minutes before their session.
  • Locate lighting controls, emergency exits, evaluation bins, audiovisual (AV) technicians, and restrooms.
  • Position themselves so badges can be checked as attendees enter and/or collect any session passes.
  • Direct attendees to the front of the room and the middle of the rows.
  • Prohibit standing in the back of the room or in the aisles (as advised by the fire marshal).
  • Inform attendees of the following rules:
    • Do not consume food or beverages in the room.
    • Dispose of any trash before leaving the room.
    • Do not audio or video record the session. All sessions, unless otherwise indicated, are recorded and will be made available via download after the AIHce.
  • Distribute evaluations as people enter the room.
  • Encourage attendees to complete evaluations and return them to a monitor or place them in the evaluation bin. Be sure to check that the session numbers are marked at the top of the evaluation forms before turning them in. (Evaluations provide valuable information on the suitability of topics and are used by volunteer groups and future session arrangers.)
    • Morning sessions: Leave blank forms in the room and return all completed forms to the Speaker Ready Room.
    • Afternoon sessions: Collect and return all forms to the Speaker Ready Room.
  • Assist in maintaining quiet and decorum.
  • Get technical or emergency assistance if needed.

Technical session attendance

All session attendees must wear a badge, including presenters from other sessions. The following individuals should not be permitted into sessions (check AIHce badges):

  • Booth personnel
  • Expo-only visitors
  • Children
  • Anyone not wearing a badge

Passes will be provided for session personnel who are monitoring or moderating only a single session.

AIHce on Demand — Technical session recordings

Audio recordings of technical session presentations will be available, provided that presenters’ permissions have been received. The room must be kept quiet to ensure the quality of the recording. Personal recording is prohibited.

AV and computer equipment

AV and computer equipment will be provided in all technical session rooms. An AV technician will be in the vicinity to troubleshoot any problems. Note this person’s location before the session starts.

Personal laptops may not be used in technical session presentation rooms. However, they may be used to review slides and practice in the Speaker Ready Room.

General

  • Personal conversations must be conducted outside the presentation room.
  • Cell phones and pagers must be turned off.
  • Expect questions to be asked and answered. This should be done professionally. AIHce encourages scientific debate, open communication, healthy discussion, and respect for a diversity of opinions
  • All session personnel, presenters, and attendees should conduct themselves in a professional manner. In the unlikely event of an outburst, argument, disruption, or emergency, go immediately to the Speaker Ready Room and request staff assistance.
Co-Sponsored by AIHA & ACGIH