Virtual Event Moderators

Thank you once again in advance for your commitment to facilitate a session at one of our virtual conferences. If you have questions that are not covered in the details below, do not hesitate to contact Geraint Collingridge by email g [dot] collingridge [at] bgs [dot] org [dot] uk or 0207 608 8573

Moderating at a virtual event

The moderators are effectively the conductor of the session, helping the day run from end to end. They handle several key responsibilities contributing to the smooth running of the event on the day. This is even more true for virtual event. The difference between a live and virtual event is that the audience can switch off their laptops or move on to other tasks. Therefore, to keep them connected and fully engaged, you need to be energetic, use a conversational tone and encourage interaction with the presenters and between participants.

Key responsibilities
  • Encourage participant engagement (see below)
  • Introduce the presenters
  • Field and choose questions submitted in the session chat for the live Q&A session.
  • Make announcements about the rest of the meeting
  • Have fun and be energetic
Encourage participant engagement
  • Remind participant to submit their questions and participation to the session's discussion using the chat box in the session
  • Encourage attendees to socialise, visit the exhibitions and/or join a group discussion during the breaks. Visit the participant page to learn more about the platform functionalities and discover Swapcard's virtual event features in 90 seconds!
  • Remind participant to submit their feedback at the end of the session
Prepare
  • Minimise your background noise. Go to a separate room, use a noise cancelling headset, get away from barking dogs and cappuccino machines.
  • Be well lit. Have great lighting. Good lighting helps us see each other better, and thus, stay more engaged.
  • Pay attention to what's behind you. A busy background of clutter or people walking back and forth can be distracting for others on the call.
  • What are you wearing? Patterns like stripes or checkers can have a strange effect on video online. Solid colours are usually safe. Also, consider noisy jewellery: long earrings or necklaces can be distracting noises.
  • Put the webcam at eye level. This helps us make eye contact with others on the video call.
  • Turn your notifications off. All those pings and dings when people come on and offline, or post what they’re eating on Facebook can be distracting for others on the call. Close any Apps and Programmes not being used.
  • Test everything. Arrive a few minutes before the meeting starts to test your equipment. Video conferences are notorious for tech problems. Don’t let it happen to you.
  • Speak slowly and clearly. It’s easier to miss what someone has said over video than in person. Consider investing in a USB microphone for added audio quality.