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Moderator Guidelines

Overview

Check out the 2020 Scientific Program to see all accepted sessions and abstracts. Use the navigation options, i.e. sessions organized by a particular topic area, sessions cross-listed with one or more topic areas, or sessions related to a particular index term. Use the online program to also find similar sessions or presentations to add to your itinerary.

Note that registered guests are NOT allowed in the poster hall or in the scientific sessions. Only registered scientific attendees can enter the poster hall. Please have your conference badge visible for the security guards at the entrance to the hall.

Acceptance notifications were emailed on 4 November. Presenting authors and chairs can access the Participant’s Corner using their session or abstract submission credentials to manage their scientific program participation. If you have any questions about the program, please contact the Scientific Program Team.

AGU, ASLO and TOS would like to assure all meeting participants feel safe, welcomed, and included, and that our meetings promote and help reflect diversity, inclusion, and excellence in science.

Note that we have updated our Photography and Social Media Guidelines, we encourage you to read through them.

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Moderator guidelines

Oral moderator guidelines | Poster moderator guidelines | eLightning moderator guidelines

 

Oral moderator guidelines

 

Hours

Monday, Thursday and Friday
8:00 – 10:00 a.m.
10:30 a.m – 12:30 p.m.
2:00 – 4:00 p.m.

Tuesday and Wednesday
8:00 – 10:00 a.m.
2:00 – 4:00 p.m.

 

Oral session moderator training

Whether this is your first time moderating an Ocean Sciences Meeting (OSM) oral session or you are experienced at overseeing an Ocean Sciences Meeting oral session, you are encouraged to either view the Ocean Sciences Moderator 2020 Training that will be available in January or plan to attend one of two 30-minute sessions onsite in San Diego. The OSM’s audio-visual team will discuss the use of all equipment in the session room. Dates to be determined.

 

Empty oral presentation slots

If an author withdraws from an oral session, the session conveners can request that a poster presentation from the accompanying poster session be moved to replace the withdrawn oral presentation. This can only be done to and from accompanying sessions and only with the authors’ explicit consent. Please send an email to the Scientific Program Team with the details of the withdrawn abstract, the details of the abstract that will be moved into the oral presentation slot, and the email or message where the poster presenter has given consent to being moved to an oral presentation.

Note: New abstracts CANNOT be added to fill empty slots in either oral or poster session.

Oral session moderator responsibilities

Please note: Oral sessions are held in the San Diego Convention Center. Please check for any updates to online program.

Prior to or during your session:

  • Check the online program for any changes or updates.
  • Refer to the Ocean Sciences Meeting Code of Conduct for guidance on issues you may face as a moderator  or session chair.
  • Familiarize yourself with the pronunciation of presenter names and affiliations.
  • Ensure that all speakers are treated equally and have their fully allotted time.
  • Oral session chairs will have access to the Ocean Sciences Meeting Presenter Pre-Submission Review to view the list of presenters and their contact information in their sessions and to see if an oral presenter has uploaded a PowerPoint presentation. This access will be available by mid-January.
  • Due to safety regulations, please stress that your audience members should not sit in the aisles. This will allow for the maximum number of attendees to attend the session and ensure that the city’s safety department will not close the session room or stop the session.
  • Use any reasonable means to stop a speaker who has exceeded the allotted time. The session must stay on schedule for both the audience and other speakers, per the approved program.
  • Only an author listed on a paper may present. No other substitutions are permitted.
  • If a paper has been withdrawn or a speaker does not appear, call for discussion of previous papers in that session or call a recess. Do not start the next paper until the time listed in the program. Please note any “no-shows” presenters on the chairperson’s evaluation, which will be provided in advance of the meeting.
  • You may interrupt speakers in order to ask them to speak more audibly, slowly, or clearly; to face the audience; or to briefly explain the message of an illegible slide.
  • The moderator , not the speaker, conducts the discussion by recognizing participants on the floor. During discussions, ask participants to identify themselves and speak audibly so the audience can hear the questions as well as the replies.
  • If a paper draws no questions from the floor, you are encouraged to ask questions in an attempt to stimulate discussion, if time allows. However, some papers elicit more than the usual number of comments; judge accordingly.
  • To maintain the schedule, it may be necessary to defer lengthy discussions to the end of the session or to suggest that the discussion be continued in private, once the session has ended.
  • Please be aware of signs of aggressive questioning which may border on bullying,
    especially if directed towards student or early career scientists. Please intervene in real
    time if you witness such behavior.
  • No new presentations may be added to the session.
  • Each oral session room is equipped with computer projection equipment. All presentations MUST be uploaded in the Speaker Ready Room and sent to this equipment for viewing.
  • Speakers cannot connect their laptops into computer projectors. Speakers have been instructed to load their presentation in advance in the Speaker Ready Room.
  • As moderator, you must keep the session on schedule. Do not go to the next presentation, and do not allow the session to overrun while a projectionist is trying to solve problems.
  • Please note, if you are moderating multiple sessions and have also submitted abstracts to the scientific program, the program committee CANNOT guarantee that you will be free of scheduling conflicts at the meeting due to the size of the program. Please ensure the co-moderators  of the session are available to step in to moderate  a session if the need arises.
  • An online evaluation will be sent to you a few days prior to the meeting. Please be sure to complete it as soon as your session is complete. Include an assessment of the session’s attendance as well as any papers that were not presented.

 

Poster moderator guidelines

Hours

Monday – Thursday
4:00 – 6:00 p.m.

Location

San Diego Convention Center, Halls C-D

Poster session moderator responsibilities

Prior to or during your session:

  • Please check for updates to the online program.
  • Refer to the Ocean Sciences Meeting Code of Conduct for guidance on issues you may face as a moderator  or session chair.
  • Familiarize yourself with the pronunciation of presenter names and affiliations.
  • Please plan to arrive in the poster area before your session is scheduled to start.
  • Make sure authors’ poster boards are numbered properly.
  • Make sure authors are beginning to set up their posters before the start of the session and are not experiencing problems. We ask that presenters set up their posters by 4:00 p.m. on the day of their scheduled presentation and posters may remain for the entire meeting.
  • Make sure authors have clearly posted the time when they will be at their boards. These signs can be picked up at the Poster Assistance Booth.
  • Note any poster boards that are not withdrawn but are still empty. The evaluation survey you will be provided will ask for any “no-show” presentations.
  • Help any authors who are having trouble with layout, setup, or equipment.
  • Encourage participation by introducing individuals in the area to specific authors and performing “crowd control” as necessary.
  • No papers may be added or moved to another session and poster presentations CANNOT be moved to different poster sessions due to the logistical layout of the poster hall.
  • Should any problem develop with poster set-up, facilities, or equipment, contact a staff person at the Poster Help Desk.
  • Please be aware of signs of aggressive questioning which may border on bullying, especially if directed towards students or early career scientists. Please intervene in real time if you witness such behavior.
  • An online evaluation will be provided to you prior to the meeting. Please be sure to complete it as soon as your session is completed. This process includes an assessment of the session’s attendance as well as any papers listed in the program that were not presented.
  • Please note, if you are moderating multiple sessions and have also submitted abstracts to the scientific program the Program Committee  CANNOT guarantee that you will be free of scheduling conflicts at the meeting due to the size of the program. Please ensure the co-moderators of the session are available to step in to moderate a session if the need arises.
  • Remind authors to remove their posters by 5:30 p.m. on Friday, 16 February. Posters remaining after this time will be recycled.
 

eLightning moderator guidelines

 

Hours

Monday and Thursday
8:00 – 10:00 a.m.
10:30 a.m – 12:30 p.m.
2:00 – 4:00 p.m.
4:00 – 6:00 p.m.

Tuesday and Wednesday
8:00 – 10:00 a.m.
2:00 – 4:00 p.m.
4:00  – 6:00 p.m.

Friday
8:00 – 10:00 a.m.
10:30 a.m. – 12:30 p.m.
2:00 – 4:00 p.m.

Location

Designated eLightning Theater in San Diego Convention Center, Halls C-D

eLightning session moderator responsibilities

See the eLightning presenter guidelines for additional details on session and presentation format.

Prior to or during your session:

  • Check the online program for any changes or updates.
  • Refer to the Ocean Sciences Meeting Code of Conduct for guidance on issues you may face as a moderator  or session chair.
  • Familiarize yourself with the pronunciation of presenter names and affiliations.
  • Ensure that all speakers are treated equally and have their fully allotted time.
  • Each session contains three minutes at the start of the session in the eLightning Theater for an introduction to be given by the session chair(s). The moderator  can use this time to familiarize the audience with the format and topic of the session, and note when the audience can ask questions (either at the end of the lightning presentations, during group discussion, or at the individual presenter’s monitor following the group time). Moderators can also briefly introduce all presenters so that individual introductions don’t take away time from the presenters’ three minutes.
  • There will be a timer to help keep all presenters to three minutes for their lightning presentation. Please help presenters keep to this time limit.
  • The discussion that follows the conclusion of all lightning presentations is optional, depending on how you want to organize your session. If the discussion goes on longer than anticipated, you are free to allow discussion for as long as you see fit during your time block.
  • Following the "theater" time, please instruct the group and the presenters to proceed to the individual monitor stations. Each monitor will be labeled with “M01”, “M02”, “M03” and so on which corresponds to the presenter’s final paper number. Presenters will be sent instructions on how to locate their monitor.
  • Please be aware of signs of aggressive questioning which may border on bullying, especially if directed towards student or early career scientists. Please intervene in real
    time if you witness such behavior.
  • This program is a newer format, so we appreciate any feedback, positive or constructive, to help us improve on it  from year to year. We will circulate a survey at the end of the week to collect this feedback, so please take notes on any suggestions you have during your session.