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2020 Virtual Conference Sessions: Moderators
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Preparing For Presenters
What to expect BEFORE the virtual conference 
What to expect DURING the virtual conference 
Moderator Timeline

Preparing For Presenters: Moderators

A moderator will be assigned to each Pre-Recorded Session. These sessions will include two separate presentations in a 30-minute block of time. These presentations have been paired by Safe States based on core competencies and/or presentation topics.


Moderators are responsible for ensuring that all session materials are gathered and uploaded prior to the recording; providing introductions, transitioning between presentations, closing remarks during the recording, and engaging with attendees through the chat feature during the session’s live virtual conference time.


As the name suggests, these sessions will be recorded prior to the virtual conference and then aired during their designated time slot during the conference. Presenters, moderators, and Safe States staff will be present in the virtual room as they are aired to engage participants with questions, comments, and discussion via the chat box.


What to expect BEFORE the virtual conference as a moderator

After being accepted as a moderator, you should have received information containing the designated virtual conference session day and time, your presenters’ contact information and presentation content, contact information for your assigned Safe States staff member technical assistance lead, and a link to your session’s Google Drive folder.


Prior to pre-recording, moderators are required to set up a planning call with each of the presenters and Safe States staff to plan out your presentation recording. The agenda for this call is as follows:

  • Content of each presentation (presenters give a brief summary)
  • Logistics of the recording process (led by Safe States staff)
  • Process of gathering presentation materials: PowerPoints, additional resources, and preplanned questions and chat comments (led by Safe States staff)
  • What to expect from the virtual conference (led by Safe States staff)
  • Timeline of the process going forward (lad by Safe States staff)

We will be using Zoom technology to record these presentations. Each pre-recorded session will be 30 minutes long and include two independent presentations and a short introduction/transition/closing from the moderator. Therefore, each presenter will have about 12-13 minutes for their presentation. Moderators will open each session with a brief introduction to the first presentation, a short transition from one to the other, and closing remarks to end the session. As you prepare, keep in mind that we are encouraging moderators to give an abbreviated introduction to maximize the time that presenters have to speak.


We are asking session moderators to be the point-person for assuring that all materials for the recording and virtual session are in the Google Drive folder in a timely manner. Moderators are responsible for combining both PowerPoint presentations from presenters into one single PowerPoint file prior to the recording day. This ensures that all PowerPoints are available for both the recording process and to upload onto the conference website. There will be a “master slide” deck in the Google Drive that moderators can add the two presentations to. Once you have added the presentation slides to the master slide deck please save it as “FINAL Master Slide Deck.”


We are asking presenters to prepare preplanned questions and comments for the chat box feature prior to the virtual conference. By preparing questions and comments prior to the live interactive session it ensures that the conversation keeps flowing during the live session.  It will be important for both presenters, moderators and Safe States staff to have access to the preplanned questions and comments for the chat prior to the virtual conference. That way, if a presenter is delayed to the virtual conference, moderators and staff still have content to push out.


We will be using Google Drive folders to collect your session presenter’s PowerPoints, your “FINAL master slide deck”, the preplanned questions and comments for the chat and any additional session resources presenters want to share. The link for your session’s Google Drive will be in your acceptance email.


What to expect DURING the virtual conference as a moderator

You should be prepared to be virtually present for your session at the time it is scheduled for. Participants will use a chat box and polling device to engage with presenters as they watch the pre-recorded video. Presenters, moderators, and a Safe States staff member will be in the session room during the designated session time to ensure engagement with attendees via the chat and polling box.


Safe States will schedule a webinar prior to the virtual conference to demo the virtual conference platform, answer technical questions for moderators and presenters, and go over what the chat features look like.


General Timeline for a moderator


Due Date

Register for Safe States Virtual Conference

Monday, August 10th

Upload your headshot to Google Drive

Monday, August 10th

Organize and host planning call with paired presenters and Safe States Staff  (work with safe states if you need a zoom meeting room)


Host call by August 13th

Combine presentations into “FINAL master slide deck”

Wednesday, August 12th

Record presentation with paired partners, and Safe States staff via Zoom


Recording to take place anytime between September 13th – September 28th

Attend Virtual Conference!

September 9th – September 11th


Questions? Reach out to Eva Bland at or Christa Thelen at 


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