2016 AZ Water Association 89 th Annual Conference Moderator Training Moderator Training

Successful Moderators Acknowledgements Board Members, Conference Committee Tom Braatelien Debbie Muse Thank You for Serving Successful Moderators = Successful Conference Moderator Success Includes Communication w/ speakers Maintain session schedules Facilitate Q&A between speakers & attendees Inform attendees of conference activities Your are the Face of AzWater

Agenda Moderator and Assistant Moderator Duties (Tom Braatelien) Presentation Room Logistics: lighting & A/C, Laptop & A/V (Mike Caruso) Show Care Scanning Process (Richard Sacks) Phone App (Amy Baker) Fresh Ideas (Gretchen Baumgardner) YP Poster Conference (Nashita Naureen) BBQ (James Taylor) Meter Mania (Jesse Black) Registration (Deborah Muse) Conclusion (Mike Worlton)

Moderator and Assistant Moderator Duties (Tom Braatelien)

Pre-Conference Roles & Responsibilities Moderators and assistants should gain a thorough knowledge of the Duty Sheets and perform the necessary actions. Inform your speakers:  Time limits will be strictly enforced  Speaker / co-speaker bio(s) to be included with presentation  Presentation in MS PPT with PDF file required at check-in  Speaker expected to stay for entire track  Last slide of presentation must include AZ Water disclaimer: “Statements of fact and opinion expressed are those of the author(s) / presenter(s). AZ Water, AZAWWA, and AZWEA assume no responsibility for the content, nor do they represent official policy of the Association.”

At the Conference Moderator/asst./speaker check-in desk will be adjacent to the main registration desk. Moderators, assistants and speakers are to check in early. Moderators are to pick up Moderator Packet & Conference Materials Speakers are to obtain Conference Materials and provide check-in desk with a PDF of the presentation. Moderators, assistants and speakers are to maintain coordination.  Have cell phone charged, on vibrate, and ready for verbal or text communication with hotel staff, late speakers, assistants, etc.

Moderator Packet Contents Moderator / Assistant Duty Sheet Contact #’s (Conf chair, AV, etc.) Session Evaluation Sheets Speaker Warning Signs (5 min, 2 min, STOP!) “Fresh Ideas” Scoring Card (If applicable) Laser Pointer Clip Board End of Session Check List

Pre-Track Logistics Ensure your speakers are on site & checked in! Moderators/assts. and speakers get to the track room early. Introduce self & Asst. to speakers & explain track logistics Confirm Laptop, AV, lights & A/C are working Pre-load speaker presentations on laptop Assign Assistant Moderator duties: Warning Cards, PDH Scanner, Session Evaluation form, Fresh Ideas (if applicable), count attendance for each presentation.

Track Logistics To begin the track, welcome the audience and announce the title, e.g., “Welcome, this is “Track 3 – Water Treatment – “Research”. Introduce your self & your affiliation Declare the ground rules and logistics to audience: Presentations will be 20 min. w/ 5 min audience Q&A Silence cell phones Close exit doors quietly during session Explain the PDH Scanner procedures Explain the Phone App (new this year!!) If applicable, explain “Fresh Ideas” and hand out the cards Announce Upcoming events

Presentation Logistics Introduce Presentation Title, Speaker(s) & Bio(s) Keep the program on time! Always maintain 30 minute schedule: (for numerous reasons including audience needs time to change rooms) Open floor for Audience Q&A and discussion: Facilitate audience questions Ask speaker to repeat question so everyone can hear it Thank speaker(s) with applause Introduce next speaker(s), presentation title, etc.

Post-Track Logistics After final speaker, close w/ “collective” thank you to all speakers Make final announcements: Break duration Upcoming events, e.g., poster contest, BBQ, Meter Mania, etc. Encourage use of the phone app Encourage online survey completion Encourage attendees to submit a paper for the 2016 conference program Return Moderator Packet & completed Session Evaluation / Attendance form to Check-In Desk

Communications Maintain contact with speakers and assistant throughout. Use contact info sheet in Moderator packet as necessary. Stuff Happens: Call if you are going to be late/absent! Mike Worlton Tom Braatelien

Presentation Room Logistics: lighting, A/C & A/V (Mike Caruso)

Room Logistics Stay Calm & Call for Help! Lighting: ONE MAIN SETTING (dimmed lights for presentations) … 2ndary setting (full lighting if needed in emergency) Temperature: It’s never right for everyone Use house phone if need to change Audio/Visual Hotel #’s (pick up phone in room) in Moderator Packet

Room Logistics Stay Calm & Call for Help! Audio/Visual Computers by AZ Water Aaron Hiar – AZ Water IT (primary) Patrick Goodfellow (secondary) Projectors / Microphones by Hotel American Audio Visual – see card on podium If unsure, call both! Double check presenters’ slides work … BEFOREHAND!

Showcare and PDH Scanning Process (Richard Sacks)

PDH Scanner Logistics Each Room has two scanners for attendees to: Badge “in” / “out” with name badge Works best to place name badge on scanner base Credit not provided if badge “in” too late or badge “out” too early Scanner issues call: Kevin Hill – (Showcare is firm providing scanners) PDHs will generally be available within a month of conference Questions?

2016 AZ Water Conference Phone App (Amy Baker)

Download the Mobile App April 27th!

Mobile App Video Clip

Poster Competition Judging: judging within the app saves paper & tally time; judging icon Surveys: multiple surveys broken down by activities during the conference; attendee survey icon houses all attendee surveys Search: pages, people, and sessions Uber: should attendees need it About this app: how-to section on specific features within the app Fresh Ideas Judging: attendees can fill out the 10 question survey within the app instead of the paper form; the survey can be found attached to the session that is to be judged

Fresh Ideas Contest (Gretchen Baumgardner)

Fresh Ideas: What is it? This is a contest for Young Professionals (YP). The winner is sent to the AWWA Annual Conference, ACE’16 in Chicago, IL Reduce the financial hardship for young/new members who haven't had the chance to attend ACE before Get new/younger members involved in AWWA Encourage YPs and student participation from all areas of the water industry Create networking opportunities This will be the 10 th year AZWater has sponsored this opportunity

Fresh Ideas Scoring The audience judges the presenter based on 10 criteria

Fresh Ideas: Logistics There are 2 ways to judges this year! Paper or the App Score cards included in your moderator packet Let the audience know the contest is for YPs and the winner gets a paid trip to ACE to present their work in the national Fresh Ideas Contest Assistant moderator distribute score cards to audience for judging (DOUBLE CHECK CORRECT ONES HANDED OUT … name of presenter is listed) Collect score cards at the end of presentation Return Fresh Ideas packet / scored cards with moderator material at the end of your track …Or the app

Fresh Ideas: Logistics Scoring using the app

YP Student Poster Competition (Nashita Naureen)

YP Student Poster Competition This is a contest for Young Professionals (YP) Organized by the AZWater Young Professional Committee. Posters will displayed all day on Wednesday, May 11 th outside the Exhibitors hall. After 4:30 pm – Displayed at the Exhibitors Hall 5-6:30 pm – Students talk about their posters App allows people to judge the posters. Choose their top 3 favorites.

Please encourage your audience to interact and network with the students.

Conference BBQ Updates James Taylor

Meter Mania Competition (Jesse Black)

Registration (Deborah Muse)

Registration Moderators & Speakers- complimentary registration for day moderating (INcluding meals) Assistants - complimentary registration for day assisting (EXcluding meals) Register ASAP online: azwater.org

Conclusion Please Verify Accuracy of the Program Be a Great Representative for AzWater THANK YOU!