AIHce Indianapolis



Technical Session Monitors

Prior to your session you are strongly encouraged to meet with your moderator and presenters to review the program format and flow of presentations. We suggest you utilize the Speaker Ready Room for this as it is an excellent and central meeting place. During your meeting you should decide with the moderator how to divide the responsibilities for the session and devise a way to notify the presenters when their time is almost up. Sessions must maintain the presenter order and run on schedule.

Speaker Ready Room check-in is mandatory

Additionally, all monitors must:

  • Check for messages, program changes, and other information in the Speaker Ready Room.
  • Arrive to the Speaker Ready room at least 60 minutes before their session and the presentation room approximately 30 minutes before the session begins.
  • Locate lighting controls, emergency exits, audiovisual (AV) technicians, and restrooms.
  • Position themselves so badges can be checked as attendees enter and/or collect any session passes.
  • Direct attendees to the front of the room and the middle of the rows.
  • Prohibit standing in the back of the room or in the aisles (as advised by the fire marshal) unless it is to accommodate individuals with disabilities.
  • Inform attendees of the following rules:
    • Do not consume food or beverages in the room.
    • Dispose of any trash before leaving the room.
    • Do not audio or video record the session. All sessions, unless otherwise indicated, are recorded and will be made available via download after the AIHce.
  • Distribute evaluation information as people enter the room.
    • NEW for 2012: evaluations will be completed via the AIHce Mobile App. Details will be provided on-site and in the slide loop that appears on the screen in each presentation room.
  • Encourage attendees to complete evaluations before leaving the room, if possible. (Evaluations provide valuable information on the suitability of topics and are used by volunteer groups and future session arrangers.)
  • Assist in maintaining quiet and decorum.
  • Get technical or emergency assistance if needed.

Technical session attendance
All session attendees must wear a badge, including presenters from other sessions. The following individuals should not be permitted into sessions (check AIHce badges):

  • Booth personnel
  • Expo-only visitors
  • Children
  • Anyone not wearing a badge

Passes will be provided for session personnel who are monitoring or moderating only a single session.

Technical session recordings
Audio recordings of technical session presentations will be available for purchase after the session, provided that presenters’ permissions have been received. The room must be kept quiet to ensure the quality of the recording. Personal recording is prohibited.

AV and computer equipment
AV and computer equipment will be provided in all technical session rooms. An AV technician will be in the vicinity to troubleshoot any problems. Note this person’s location before the session starts.

Personal laptops may not be used in technical session presentation rooms. However, they may be used to review slides and practice in the Speaker Ready Room.


  • Personal conversations must be conducted outside the presentation room.
  • Cell phones and pagers must be turned off.
  • Expect questions to be asked and answered. This should be done professionally. AIHce encourages scientific debate, open communication, healthy discussion, and respect for a diversity of opinions.
  • All session personnel, presenters, and attendees should conduct themselves in a professional manner. In the unlikely event of an outburst, argument, disruption, or emergency, go immediately to the Speaker Ready Room and request staff assistance.