Moderator Guide

Thank you very much for taking part in your panels.

If for some reason you can no longer take part, or wish to participate remotely, contact Green Room via the #green-room-general channel on the online Discord or e-mail greenroom@eastercon2024.co.uk and they will make the appropriate arrangements.

Moderators are panellists who are designated to provide structure for and to lead panel discussions.

If this is your first time moderating an Eastercon panel, or if you haven’t often moderated panels at Eastercons, the timeline below may help you plan your session and minimise your stress levels.

Before the item 

• Discuss the panel with the panellists:
  • Via email. You can find their email in the “My Schedule” tab on PlanZ; or
  • Create a thread for the item in the #green-room-forum channel on Discord and @ mention all participants.
• Set some questions (five is enough) but aim for free flowing. You don’t need to cover every question on your list.
• Check if there are topics people do not wish to discuss.
• Ask if anyone wants to submit reading/resource lists that can be distributed at the end.
• If you have any tech requirements beyond a microphone and slides, e-mail tech@eastercon2024.co.uk as soon as possible to make the appropriate arrangements. This includes things like music and lighting cues. Don’t assume tech or programme have inferred your requirements from the item description.
• If you are using slides, you must send your slides in advance to tech@eastercon2024.co.uk by Monday 25^th of March.
  • After 25^th March we may be able to take your slides, but we cannot make any guarantees.
  • Slides should be in PowerPoint (.pptx or .ptt), or PDF. If you need to use another format, contact tech as soon as possible.
  • Slides should be in the 16:9 aspect ratio.
  • We will provide a clicker to control the slides, and you will be able to see them on a comfort monitor visible from the presenting position at the front of the room.
  • You will not be able to just turn up and use your own laptop to drive the presentation. If you have a strong need to use your own laptop please ensure you let us know in advance. You will need an HDMI connection (or appropriate adaptors).

20+ minutes before the item

On-site moderators

• Meet with your fellow panellists in the green room.
• The green room will take a drinks order from you so as to to provide you with a free drink.
• There will be a laptop set up to talk with any virtual panellists.
• Cover the above questions with anyone you were not able to get in contact with before the item.

Virtual moderators

• You will be e-mailed the link to join the Green Room discussion on Zoom. Join it 20 minutes before the item. When the item starts, you will be transferred from the green room to the item itself.
• Cover the above questions with anyone you were not able to get in contact with before the item.

10 minutes before the item 

• Head to the programme room with your fellow panellists. If you’re not sure which room you’re due to be in, the Green Room team will be able to tell you.
• Pick your seat. Note that the centre position is not always the best place for the moderator as it can block line of sight for panellists. Consider choosing an end seat. 
• Facilitate with the mic checks.
• Please remember that microphones will be live and streaming before the item starts. Avoid private conversations.

At the beginning of the item 

• Announce the title and topic, state when you will take questions, facilitate the panellist introductions (make sure they are brief). 
• Ask for a volunteer to:
  • Take the mic round to people asking questions. 
  • Monitor the Discord thread for the programme item for questions. 

During the item 

• Keep the panel on track.
• Keep an eye on the time.
  • 60 minute events should run 35 minute discussion/or presentation, followed by 10 minutes Q&A.
  • 90 minute events should run 50 minute discussion/or presentation, followed by 10 minutes Q&A.
  • Near the end of the item someone may come in the door to catch your eye and let you know you are close to the end and should be wrapping it up, but don’t rely on them.
• Make sure that everyone uses their mic. If you don’t then even if the people in the room can hear you, the people watching the stream will not be able to. If you are unused to using a microphone, you can read our microphone technique guide.
• If you have 4 or fewer panellists, moderators are encouraged to participate fully in the conversation if a panel.
• If you have 5 or more panellists, the moderator should primarily act as a guide for the discussion, but can make some contributions.
• 3-5 prepared questions are usually enough to engage a panel and keep it moving. This isn’t a quiz! Let people respond to each other.
• Make sure panellists get equal opportunities to participate.
• Avoid running in the same order each time but actively look for who wants to be drawn in and do so. 
• don’t let someone dominate and don’t be afraid to say “that’s very interesting, I am sure x wants to comment”.
• Make sure you include any Virtual Panellist.
• If a line of discussion infringes the code of conduct, shut it down. We would rather sort it out afterwards. But please also be aware that someone pushing back against harassing/insulting behaviour should not be made to feel in the wrong for doing so. Sometimes this will be a delicate balance.

When taking questions 

It is up to you if you take questions during the item or not. Regardless, you should leave about 10 minutes at the end for questions.

• Make sure people wait for the mic before asking their question (or repeat the question if it is short).
• If you are looking for questions specifically, rather than comments, you can:
  • Remind people they can put comments in the Discord
  • Say “We are taking questions first, and then comments if there is time”
• If a question is problematic, it is okay to refuse it. 
• Mentally quarter the room and take questions in turn from each quarter and the Discord.
• Avoid using pronouns or gender specific expressions. Instead of “the lady, back left”, try “the person in the back left in a red sweater”.
• Do not allow follow up questions or comments unless you are truly desperate for questions or (and this is important) someone is challenging the response of a panellist because it’s really problematic.

At the end of the item 

• Thank your panellists and the audience
• Direct the audience to take conversations to areas outside the panel room, or into the Discord thread.
• You may find people coming up to you immediately after the end of the panel because they have further questions or comments. It’s okay to say “I’m sorry but I have to go somewhere right now. How about you catch me in the bar later, or put it in the Discord?” if you don’t want to deal with these immediately. If all else fails, remind people that you need to clear the room for the next item.

Now relax. You’ve done it!

Further questions

If you still have any questions, you can get help by:

• Going to the Green Room and asking someone there
• Asking in the #help-desk channel on the online Discord
• E-mailing greenroom@eastercon2024.co.uk
• If you have a question before the convention, e-mail programme@eastercon2024.co.uk