Moderating Conference Sessions: 9 Things You Must Know
Moderating conference sessions is a skill that goes beyond making introductions and asking presenters a list of questions. It is about the ability to draw out unique insights, keep the audience engaged, make presenters feel comfortable, and maintain an uninterrupted flow to the session.
If you work in academia – as a researcher, scientist, or educator – you will at one point or another join an academic conference. There are numerous career and personal development benefits to attending academic events. You can join as an oral speaker, presenting your research findings to a targeted audience of fellow academics in your discipline. Perhaps you will do a poster presentation. There is, of course, always the option of attending as a delegate.
However, if you are looking for a type of participation that would allow you to make a bigger impact on the event and its attendees and one that does not involve presenting original research, we strongly encourage you to consider moderating a conference session.
Good moderators can help create unforgettable learning experiences. Bad moderators can make even the most insightful presenters appear dull and incoherent. That’s how important this role is.
So what are the secrets to effective moderation? Keep reading to find out.
#1. Preparation is the foundation of successfully moderating conference sessions
You can’t be effective as a moderator without having a decent level of understanding of the topic and the background of your panelists.
Presumably, you would apply as a moderator for sessions that are already within your discipline expertise. However, we recommend to dig deeper. Look into the research published within the specific theme of the session. Gather information on different viewpoints and research findings. This will help you set up certain parameters for the discussion.
Next, spend some time getting to know your panelists. In addition to checking out their latest work, look into their research history. See if you can trace the evolution of their interests. Such background information will help you feel more confident as you navigate presenters through the discussion, as well as show the areas in which the presenters overlap and where they diverge in their expertise and viewpoints.
#2. Provide the panelists with a preliminary set of questions or the direction of the discussion
Moderators aren’t the only ones that need to put in some prep work. Presenters do as well. Think of the subjects that you want to cover in your discussion and provide your panelists with an outline.
Make sure to give them enough time to prepare – at least one week before the event.
Moderating conference sessions is about finding that balance between preparation and improvisations. You don’t want the entire thing to feel rehearsed, yet you and your panelists should be prepared enough to feel comfortable and confident.
#3. Listen carefully and take note of each panelist’s contribution
Simply ticking questions off a list, irrespective of what the panelists are saying, is, by far, the most uninspired way of moderating conference discussions.
Of course, it’s important to have a general plan of what subjects to cover – even specific questions. However, pay close attention to how the discussion is unfolding. Panelists may bring up intriguing subjects that you never even considered covering.
Similarly, if you notice that panelists are steering far away from the subject perimeters of the panel, it is your job to bring the discussion back into focus.
#4. Maintain a balance in the contribution of all panelists
Not only do panelists may have opinions that differ from one another, but their personalities, too, might be very different. Not everyone is equally vocal or comfortable presenting in public. Your job as a moderator is to pay attention to the contribution of every panelist and make sure there is a balance.
This may involve pulling one of the panelists into the discussion every now and then. “John, after Sarah further elaborates on this point, I would love to hear where you stand on the subject.” These types of statements allow you to (1) give the targeted panelist a couple of moments to collect their thoughts and (2) inform the rest of the panelists about what will happen next.
#5. Take note of the audience’s level of engagement when moderating conference discussions
Be mindful of the audience’s reaction to various parts of the discussion. If you sense that the audience’s interest is fading, think of changing the direction of the discussion.
Similarly, some questions may grab the audience’s attention. You will sense it by their body language. There will also probably be a few hands in the air from audience members who want to ask questions and learn more. Lean into those discussions. See if you can offer audience members the floor to ask questions without interrupting the flow of the session.
#6. Be authentic and open-minded
The conference panel you are moderating will be all the more engaging if your panel members feel at ease. This is less likely to happen if you, as a moderator, come off as disingenuous.
Furthermore, keep an open mind about points of view that you may not necessarily agree with. Your job is to facilitate a discussion. This is best achieved by asking inquisitive questions, listening to diverse points of view, and identifying commonalities and points of differentiation.
#7. Try to meet or interact with your panelists before moderating the conference session
If possible, introduce yourself to the panelists before the actual session. It could be a 5-minute chat during a coffee break or a Zoom call a few days before the conference.
This initial interaction will break the ice and make you and the panelists feel more comfortable with each other. It’s also an opportunity for you to gain a better understanding of the communication style of your panelists. For example, are they more reflective and introverted, or outspoken and extroverted?
#8. Inform event organizers of your discussion points
It’s a good idea to keep the hosts of the event in the loop on what subjects and questions you plan to touch upon when moderating conference sessions.
On the off chance that you carried away in your preparation and aggregate discussion points that are far outside of the scope of the event program, the organizers will be able to help you re-draw the parameters of the session.
#9. Learn to correctly pronounce the names of the panelists
Academic conferences tend to be quite international in terms of speakers and attendance. It is completely normal to come across names that you’ve never heard before or are unsure how to pronounce.
However, you don’t want to stumble through the introductions or butcher a person’s name on-stage. So quickly look up how to pronounce your panelists’ names ahead of time and, if possible, confirm with the panelists the pronunciation before the session.
Follow these tips and we are certain that you will have a wonderful experience moderating conference sessions!
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