Finalized Sessions for the 2016 Ocean Sciences Meeting are now available via the Online Scientific Program. The page below contains guidelines for both Oral Session and Poster Session Moderators.

Oral Sessions
Monday – Friday
8:00 A.M–10:00 A.M.
10:30 A.M–12:30 P.M.
2:00 P.M.–4:00 P.M.

Poster Sessions
Monday – Friday
4:00 P.M.–6:00 P.M.

Oral Session Moderator’s Guidelines

  1. Whether this is your first time Moderating an oral session or you are experienced, you are encouraged to either view the Oral Session Moderator Training or plan to attend a 30 minute onsite training in New Orleans. The Meeting’s audio-visual team will discuss the use of all equipment in the room. Location will be announced.
  2. Oral sessions take place at the New Orleans Morial Convention Center.
  3. Please check the program and addendum for any changes or updates to your session.
  4. Use any reasonable means to stop a speaker who has exceeded the allotted time. The session must stay on schedule so that individuals who are presenting a paper or individuals who wish to hear a specific talk may do so at the time indicated in the program.
  5. If a paper has been withdrawn or a speaker does not appear, either call for discussion of previous papers in that session or call a recess.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-show authors on the Moderator’s Evaluation available via the 2016 Ocean Sciences Meeting Mobile App.
  6. Familiarize yourself with the pronunciation of names and affiliations. This information will be published in the online scientific program.
  7. 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.
  8. The session moderators, not the speaker, conduct 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.
  9. If a paper draws no questions from the floor, you are encouraged to ask questions in an attempt to stimulate discussion, if time allows. On the other hand, some papers elicit more than the usual number of comments; judge accordingly.
  10. 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.
  11. No new presentations may be added to the session.
  12. Each oral session room is equipped with computer projection equipment. Authors using this equipment have been encouraged to bring a back-up presentation in an alternate format in case of technical difficulties. There will be Audio-Visual personnel from Projection available in the room should there be any difficulties.
  13. Speakers cannot connect laptops into computer projectors in the meeting room. Speakers have been instructed to load their presentation in advance in the Speaker Ready Room, Room 224.
  14. As moderator, you must keep the session on schedule. If there are problems with a computer presentation, advise the speaker immediately to switch to the back-up format. Do not go to the next presentation, and do not allow session overruns while a projectionist is trying to solve these problems.

Poster Session Moderator’s Guidelines

IMPORTANT: There is a Friday evening poster session this year. Poster Sessions are scheduled Monday – Friday, 1600h – 1800h, with Friday’s poster session to include closing refreshments.

  1. Please check the Meeting Program and addendum for any changes or updates to your session.
  2. Arrive in the poster area at the beginning of when your session is scheduled to start (1600h).
  3. Make sure authors’ poster boards are numbered properly.
  4. Make sure authors have set up their posters before 1600h and are not experiencing problems.
  5. Make sure authors have clearly posted the time when they will be at their boards.
  6. Help any author who is having trouble with layout, setup, or equipment.
  7. Encourage participation by introducing persons in the area to specific authors and performing “crowd control” as necessary.
  8. To ease traffic in the poster aisles it is recommended that for Monday- Thursday Poster Sessions, authors with abstract numbers ending in odd poster numbers (-0001, -0003) are to present from 4:00 P.M. – 5:00 P.M. and authors with even poster numbers (-0002, -0004) are to present from 5:00 P.M.– 6:00 P.M.. Please know this is not required and they may present their poster for the entire poster session are you assigned.
  9. Take note of attendance at different times during the session and record this information in the 2016 Ocean Sciences Mobile App evaluation of your session.
  10. No papers may be added to the session. No papers may be moved from one session to another. Record any such situations on the session evaluation.
  11. Should any problem develop with poster set up, facilities, or equipment, contact staff located at the Poster Help Desk.
  12. Note: Please remind your presenters that ALL posters must be removed by 1600h on Friday, 26 February. Posters remaining after this time will be recycled.