Moderator Instructions

Thank you for agreeing to serve as a moderator at the 13NCEE! As moderator, your role is to keep the session under control and on time, but most importantly, to keep the session stimulating and informative through your active participation. Below you’ll find important logistical information about 13NCEE sessions, as well as the list of moderator responsibilities both beofre and during your session.

13NCEE Session Types

  1. Technical Sessions: include up to 6 presentations. Speakers have 12 minutes to deliver their presentation, plus 2 minutes to answer one question from the audience. It is recommended that they include their contact information and Paper ID # on their slides. Your session welcome, and a possible sponsorship welcome, should take no more than 5-6 minutes. Before each oral presentation, introduce the speaker by name and affiliation, and state the title of the presentation (optional). At the end of the session, you should have time for a 1-minute wrap-up.
  2. Lightning Sessions: include up to 8 presentations. Speakers have 3 minutes to present using a short PowerPoint presentation. They are also encouraged to display a poster of their work during the following poster session. It is recommended they limit their presentation to 3 slides of technical content and one additional slide featuring their contact information, Paper ID #, and location in the poster hall (note that posters will not be assigned a specific location, but will be assigned to an area based on technical topic area).
  3. Special Sessions: will each have a unique format. Contact the session organizer(s) if you have questions about your role.

13NCEE Room AV Setup Details

Each room will have appropriate audiovisual (A/V) equipment, including:

  • Projector and screen
    Computer connected to an integrated presentation management system
  • Podium with microphone
  • Panel table with four microphones for use by any panelists or moderators
  • Speaker to play audio from all microphones and any embedded videos
  • Audience seating in theater style


Because we are using an integrated presentation management system, swapping of computers, loading slides from USBs, or downloading from your email during a session will NOT be allowed. You MUST upload your slides in the onsite Speaker Ready Room.

Presentation Timekeeping

Bright-colored time cards will be provided to alert speakers of how much time they have left to speak. An early career volunteer may be assigned to your session to serve as an assistant moderator to help with timekeeping and/or A/V handling, as needed.

For Oral presentations, moderators should give the following warnings:

  • At 5 minutes remaining, raise the green “5 Minutes” time card.
  • At 1 minute remaining, raise the yellow “ 1 Minute” time card.
  • When their time is up, raise the red “Time’s Up” time card.


For Lightning presentations, moderators should give the following warnings:

  • At 1 minute remaining, raise the yellow “ 1 Minute” time card.
  • When their time is up, raise the red “Time’s Up” time card.

Moderator Responsibilities

Prior To Conference:

  1. By June 15, 2026, visit the technical program, find your session(s), read the presenters’ papers, and review the session description. Please send any requested updates to the presenter order or session description to ncee@eeri.org.
  2. By June 21, 2026, please coordinate with all session speakers by email or phone to make sure they know their speaking order, speaking time, and are preparing to present.
  3. You will receive an email prior to June 15, 2026 that confirms any session sponsors and provides you additional information. Contact ncee@eeri.org with any questions.
  4. By July 1, 2026, email all speakers to confirm they are working on their presentations. Final presentations must be uploaded onsite in the Speaker Ready Room (room F149)
  5. At least 24 hours prior to your session, visit the Speaker Ready Room (room F149) to view all speaker presentations uploaded for your session to confirm that they are listed in the correct order and are displaying correctly. Please confirm that any sponsored content is uploaded. Contact any speakers whose content is missing.

During The Session:

  1. Arrive at the session room at least 15 minutes before the scheduled start time to meet and greet the speakers and address any last-minute issues.
  2. Welcome attendees to the session.
  3. If applicable, acknowledge the session sponsor by thanking them, then showing their video or showing their sponsor slide and reading the relevant description.
  4. At the beginning of any technical or lightning session, briefly introduce the session content (no more than a minute). The program is posted here.
  5. Technical Sessions:
    • Are 90 minutes long.
    • We need to keep a STRICT time limit for each paper and discussion.
      • If time allows, one question can be asked after each oral presentation.
      • If a presentation in a technical session extends longer than the allocated time, then the discussion should be deferred to the end of the session, if time permits.
    • Moderate the discussion. It helps to listen to presentations carefully and to prepare questions in case the audience does not volunteer any. Always allow the audience to ask questions first and reserve your questions as a backup to animate the session.
    • If a speaker is missing, we recommend you use your judgment to minimize changes to the schedule as attendees may want to change rooms during sessions based on the original schedule.
  6. Lightning Sessions
    • Lightning sessions are 30 minutes long.
    • We need to keep a STRICT time limit for each paper
    • Lightning sessions should always leave discussion to the end of the session and at the following poster session.
    • If a speaker is missing, we recommend you use your judgment to minimize changes to the schedule as attendees may want to change rooms during sessions based on the original schedule.
  7. Keep in mind the 13NCEE Code of Conduct during the session. During any discussion, remember the following:
    • Treat all participants, attendees, and EERI staff with respect and consideration at all times.
    • Be collaborative, recognizing the value of a diversity of experiences, views, and opinions.
    • Communicate openly with respect for others, critiquing ideas rather than individuals.
  8. At the end of your session, thank the presenters, the session sponsor (if applicable), the assistant moderator, and the audience.
  9. We recommend you scan the program to identify additional related sessions that the audience may be interested in attending and highlight them before closing the session.