American Alliance for Health, Physical Education, Recreation and Dance - AAHPERD

Presider Instructions

We are delighted that you will be participating at the AAHPERD National Convention and Exposition, co-hosted by the Eastern District Association and Massachusetts AHPERD, March 13–17, in Boston. Your contribution will enhance the success of our program and contribute to the professional growth of many AAHPERD members in your field. We hope it will be an exciting and enjoyable experience for you.

• Arrive approximately 15 minutes prior to the start of the session. Double-check the official conference program for the room location. Double-check that AV equipment is working and test the microphone. If anything is wrong, send someone to the AAHPERD Program Operations Booth located on the second floor of the Convention Center. 

• Introduce yourself to the presenters and review the schedule if there are multiple speakers. Plan for Q&A after each presentation or during the last 5-10 minutes of the session. It is expected that all presenters will stay for the entire session; however, in some cases a presenter might be on two programs at the same time and have to leave following their presentation. If this is the case, put this speaker first on the program.

• Inform the presenters that you will sit in the front row to monitor their delivery time, and that you will signal them 2 minutes prior to their time expiring. Indicate that you plan to equitably enforce the time allotments so that all presenters are treated fairly. If the speaker runs past their time limit, it might be necessary for you to stand and ask the speaker to end their session.

• Introduce the session at the designated starting time by welcoming the audience to the session. Provide any relevant information about the sponsoring association and/or speakers as appropriate/or directed by the presenters. Clarify whether you will accept questions immediately after each speaker or whether questions should be held until the end.

• Presenters have been sent instructions about uploading handouts to the online program that they may wish to distribute (as an option to hard copies). Let them know that if they haven't done this, they will continue to have access through May. If they need to be resent the instructions, they can contact the AAHPERD Convention Office following convention.

• At the conclusion of the entire session, thank the presenters again and the audience for their attentive participation.

• Please ask attendees to complete a session evaluation form, which should be available in the room or provided by a room monitor. Check the Convention Program Book for the 3-digit Program ID # for your session which participants will need to write in the Program ID # box on the evaluation form. Instruct them to either return the forms to a room monitor or place them in the evaluation drop boxes located throughout the Convention Center.
  
  An online evaluation may also be completed by using the Convention Mobile App and going to "surveys" found on the 2nd page of the app home screen. Attendees without an iPhone or Android smartphone, may complete an online evaluation of the session using the convention mobile website. Links to the mobile website and convention app are available on the AAHPERD Convention homepage, www.aahperd.org/convention.

• If a presenter does not show up for his or her presentation, please inform the room monitor or an attendant in the Program Operations Booth.

• The session must end on time. The following session speakers will need to make preparations for their program to begin on time.