Association of Zoos and Aquariums

Concurrent Sessions, Workshops, and Roundtable Discussions must have an assigned moderator.

Prior to Submitting a Proposal

Select a topic, title, and speaker list.
Organize session content, flow and desired results with the speakers.
Collect information for submitting a program proposal. This includes full name and contact information from each participant, audiovisual needs, and topic descriptions for the session as a whole as well as each individual speaker.

For Submissions

Submit the proposal using the online submission form.
Serve as the contact person for the Program Committee during the submission and evaluation process. The moderator ensures that the participants are properly informed of requirements and changes required by the Program Committee.
Be prepared to work with both the Program Committee and your speakers to follow up on any changes requested by the Program Committee during the evaluation process.

For Accepted Sessions

Confirm all participants by the deadline. The moderator must also inform the Program Committee if there are any changes in speakers and topics for accepted sessions.
Handle all additional forms and paperwork required by the Program Committee.
Manage all AV needs. Confirm with your speakers the method of each presentation to make sure that the proper media format is used. This is particularly important if you have international speakers.
Familiarize yourself with the speaking skills of each speaker. Distribute speaker guidelines and contact the Program Committee if further assistance is desired.

At the Conference

Confirm arrival of all participants and ensure that all presentation formats are correctly labeled and delivered to audiovisual personnel prior to the scheduled session.
And, of course, during the session the moderator assists in ensuring the presentations stay on course and within the allotted time frame.

After the Conference

Distribute information for submitting presentations to the conference proceedings. Remind your speakers of the deadline for submission.
Submissions for proceedings are the responsibility of each individual speaker.