Webcast for IEPPEC Conference Moderators

2 This Webcast Will Cover The peer review process What to do on your session presentation day Your role and responsibilities Resources  Pre-event  On-site  Room manager Presentation forensics What you can do today

3 Welcome! And Thank You IEPEC—since 1983 a resource for Professional Evaluators What makes us different—Peer reviewed abstract process and Peer reviewed papers What makes us really different? YOU!

4 Resources: Your Support Team CharlesMichaelisDatabuild Research and Solutions Ltd EdVineLawrence Berkeley National Laboratory Jean-SébastienBrocResearch on Energy and Efficiency MirjamHarmelinkHarmelink Consulting StefanThomas Wuppertal Institute for Climate, Environment and Energy PietBonnekampEnergy Center of the Netherlands LiPengchengChina National Institute of Standardization

5 Resources: Pre-Event and at the Event For content/event issues:  Me—content (and I will direct questions to the chairs)

6 Your Role and Responsibilities Central point for communications with your authors! Final authority on paper submission Session leader Session “storyteller” Marketing role

7 Your Role: Central Point for Communications Introduce yourself (this should already be done) to your authors (conference call is best) Review timelines and expectations (on the web)

Peer-Review Process PAPER REVIEW & SUBMISSION TIMELINE By 19 MayFirst draft due to moderator and session authors. 6 June First set of comments on your session’s authors papers due to your moderator. No Later Than 1 July Second draft due to moderator and your session’s authors. 30 JulyFinal comments back to authors and moderators. Between 30 July and 9 August You and your moderator should agree on the disposition of your final submission. Submit a PDF version of your paper to your moderator. They will submit it to us at We will be posting the papers on our website. Please note, if you do not submit a paper, you will not be allowed to make a presentation at the conference. 8

9 ~~~~~~~ Moderator By May 15 Exchange Papers Among Authors

10 Moderator Review Questions Review Questions YesNoComments Should it be reviewed again by the Session Moderator prior to publication? Is it a new and original contribution? Does it give adequate references to related work? (Please suggest key references that were omitted.) Is it clearly presented and well organized? Does it contain material that might well be omitted? If so, what? Are the conclusions sound and justified? Are the illustrations and tables all necessary and adequate?

11 ~~~~~~~ Moderator Send Back to Authors no later than June 20th By June 6 th, you should have author comments. Compile and submit to original authors.

12 Basics—Efficient Writing, Not “Lots of Writing” Maximum number of pages 12 All authors can be listed, but presenting author should be the first listed All speakers have the Author’s Kit—it is also on the website We cannot accept late papers. No paper, no podium—but always talk with me if warranted.

13 Your Author Wants to Know… Paper Format Instructions (layout, length, fonts, etc.) Paper Format Instructions (layout, length, fonts, etc.) Reference Guide (how to cite a reference) Your Paper Should Look Like This IEPEC Conf_Paper Check List

14 ~~~~~~~ Moderator If you have a problem paper… to

15 ~~~~~~~ Moderator Last Review of Papers no later than August 1 st, me August 9th to

16 Paper PDF Process Be sure that they have not included any page numbers, track changes, comments (you might be surprised at what we get), etc. Your next job is to provide us with a session summary sheet no later than August 9.

17 Your One Page Write-Up SESSION # (admin use only) SESSION TITLE (IN ALL CAPS) Moderator: Charles Michaelis, Databuild Research and Solutions Ltd PAPERS: Enter Title of Paper Enter All Authors, First Name, Middle Initial, Last Name, Affiliation

18 Your Role: Presentations  In August, make sure that your authors begin their presentation work  Discuss the format of the session  Note time constraints  Review the PowerPoint presentations rule of thumb: no more than 3-4 bridge slides (title, outline, conclusions and 8 content slides max!)  All authors send you a final electronic copy of their presentation but….

To keep you sane… Authors are to bring their own set to the conference! 19

Monday—At the Registration Desk Market Transformation will be in Classroom 1 on Tuesday. Find the computer named “Classroom 1” and… 20 Put the presentation for Market Transformation on : Classroom 1- Umweltforum

Open the Desktop and Find Your Session’s File Folder… Put you file in the proper session folder Example  Market Transformation Tues. 11:00 – 12:30 Tiedemann Wobus Parlin Bennich  National Energy Programs Tues. 2:00 – 3:30 Add files into this folder 21

Get Ready for Stage Time 22

23 Be Prepared And Thus Avoid Surprises

24 In Your Room In your room:  Table and four chairs, room set is schoolroom  Podium  Laser pointer  Speaker timer  Data projector  Computer!!!!! Confirm that each speakers presentation is in your sessions file folder on the computer. Your room manager will help with this

Focus on Key Learnings for Your Audience Ask each speaker what they see as the “take aways” from their presentation—this will help you craft a short session story Are there connections that you can see that may have been overlooked by your speakers (the old forest for the trees issue) 25

26 Credential your Speakers Review bios—and then:  Think about what is relevant in this bio that makes them ideally suited to talk about what they are going to cover—credential them—we do not need pedigrees  Be a bit informal—thus do not read a prepared bio Within 5 seconds of hearing someone read a bio, people are no longer listening nor is the information particularly useful

27 Presentation Forensics: Moderator Time Waits for No One Rule One: Time waits for no-one, you have a 90- minute session  Start on time — don’t wait!  Spend the first 5 minutes with: Why this session is important to evaluators Who the speakers are and what they will talk about and what participants should listen for (45 seconds per paper) What the rules are — 20 minutes per speaker, questions at ???? You now have only 85 minutes left

28 Introduce your first, speaker — there is now only 84 minutes left –and by the time you introduce all your speakers when they present, you will have only 80 minutes left But we are not done yet! With general admin, speaker’s presentations, time required for moving speakers up and down, closing remarks, you will have around minutes for questions and discussion left in your 90 minute session— make the most of this time Time Waits for No One

29 Presentation Forensics: Moderator Problems: Speaker won’t quit:  Remember that the audience can SEE that they have run out of time  Get up and stand next to them  Move them over and suggest that folks talk with them after the session

30 During the Session Wake up the audience! Have questions to get a discussion rolling ready at hand Repeat questions to assure that everyone has heard and you have heard the question correctly—no grandstanding with statements General Problems? Equipment?—ask your room manager to take care of it—they are there to fix whatever happens and then you ignore the problem

31 Your Room Manager: Do Things the Easy Way Will be there to help at all times  They will pull up the presentations and open them at the bottom of the screen  Speaker tent cards will be out  You and the speakers know how to work the equipment

32 Your Room Manager: Takes Care of Trouble Will make sure that your session title is clearly displayed on the outside door Will get more chairs if needed Will handle any problems in the room such as:  Temperature  Lighting  AV not working And anything that takes time away from you doing your job of keeping the session moving

33 Marketing Help us highlight your role and put your colleagues in the audience Add our website link to your signature block Note your role in the event in any marketing materials where it is appropriate