How to Moderate an In Person event connected to our Platform

Owned by Marcel van Egdom
Last updated: May 20, 2024
3 min read

Description:

  • This document explains how to moderate an In-Person event connected with the Evexus platform.

  • Each in-person event is unique, and the role of a moderator may vary substantially depending on the context.

  • Moderators can often be responsible for managing Q&A sessions, and this is largely the focus of this article.

  • When working with Evexus, questions are likely to come from both an in-person audience microphone AND the Evexus platform or app.

  • In addition, the event organiser may request you to action some housekeeping or other responsibilities not specifically outlined in this document.

Prerequisites:

In order to interact with the Evexus platform as a moderator you need to:

  • Be a registered platform user, with moderator access

  • Have access to a device to enable you to view platform interactions and access speaker/moderator tools.

 

The role of an In-Person event Moderator

The responsibilities of a moderator are unique to each in-person event but are likely to include some of the following elements. 

  • You may be engaged in some event pre-production such as briefing sessions. 

  • You may have a relationship with the event organisers and are familiar with the content and goals of the event. 

  • You may have been introduced to or have a relationship with some of the key stakeholders, including people who are likely to speak and present at important event milestones.

  • You have access to the event agenda, and have been introduced to key production and event staff. 

In order for an event to run smoothly, a moderator can ensure sessions begin and end appropriately through some of the following activities.

  • Understand which speakers for a particular session are presenting in person or remotely.

  • Work with the event organisers to ensure speakers are present for their sessions.

  • Check in with event organisers to ensure remote speakers have joined the remote speaker management rooms.

  • Understand what type of discussion is happening for a particular session (keynote, panel, etc.) and work with event organisers to ensure appropriate furniture, and AV is in place for a session.

These actions help ensure a session is ready to begin. Once a session begins, a moderator may undertake any of the following activities. 

  • Present house keeping instruction including where and how to ask questions of the presenters.

  • Acknowledge sponsors, and indicate where exhibition spaces can be experienced.

  • Provide updates as to particular in-person/online activity.

  • Introduce speakers and panels.

  • Moderate panels or Q&A sessions, including soliciting questions from the audience and the Evexus platform, directing those questions to in-person or virtual speakers.

  • Keeping an eye on time.

 

Instructions for monitoring the platform for delegates' questions and comments:

As outlined above, it is likely as a moderator you will be facilitating questions from both the in-person and online audience for events connected to a Evexus platform. 

In Person Audience Q&A

Facilitating questions from the audience is generally very straightforward. It usually involves acknowledging members of the audience who are standing at a Q&A mic or have been given a microphone by a support staff member.

Online Audience Q&A

In order to monitor the platform for questions from the online audience you simply refer to the device that you have chosen to use as a moderator.

  • First of all you will need to log into your event platform. See this document if needed: How To: Log In

  • Once logged in you can navigate to the session on your agenda or via the "Watch Live" button in the top menu. Either pathway will lead you to the live stream page of the session you are moderating.

  • Once at the live stream page you will use the "access speaker tools" button to go to the speaker and moderator tools for your particular session. Learn more about how to access "Speaker Tools" here.

Moderating Questions from the Speaker Tools View:

Polling:  

Polling functionality is available from the "speaker tools" view; refer to this document: Understanding the Polling Function in the Speaker Tools View. 

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