Collaboration in Action: Promoting Residentially Based Education
October 15-17, 1998

Room Monitor Guidelines

Thanks in advance for your interest in volunteering for this conference. I hope that you find it an enjoyable and educational experience. As a room monitor you are an important and integral piece to the success of the conference. You will be assisting the speaker(s) and participants to ensure that the session goes smoothly for all.

Please be sure to wear a watch! You will be helping to keep speakers on time.

When you arrive at the Radisson, please report to the Conference Information Desk, which is located on the ground floor of the Radisson, just beyond the Main Lobby and Hotel Registration Desk. You will pick up a name tag, a copy of these instructions, logistical information for your session(s), and be shown to the room that you will be monitoring.

Room monitors responsibilities include:

1. Check the logistical information sheet on your session and be sure that everything is in order.

2. Check that all A/V needed is in room.

3. Introduce yourself to the moderator and speakers in that session and discuss special needs/concerns.

4. Starting the session on time.

5. If there is a flip chart in the room, please clear the paper and be sure marker is working.

6. Test microphone levels and adjust (see Beverly if you need help).

7. Help speakers with handout materials.

8. Assisting with their A/V equipment needs (finding a continuing education person if necessary).

9. Making sure the lights are at the appropriate level (for slides, overhead, etc.).

10. Monitor water stations/supply. Notify the Conference Desk if water is low, more cups are needed, etc.

11. Monitoring the door to avoid any "slamming".

12. Remind the speaker or make announcement-reminding participants to hand-in evaluation forms to the registration/information table before leaving the conference.

13. Letting the presenters know when the end of the session is close so they can wrap up (5 min warning).

Report any problems to the Conference Information Desk immediately, including:

• Problems with A/V equipment
• Problems with room set up
• Speaker doesn't show (Yikes!)
• Temperature of room
• Other questions/concerns

There will always be someone nearby to help out with any problems.

Thank you so much and enjoy the conference!

Beverly Williams, UVM Conferences Manager
John Sama, Conference Co-Chair
Char Mehrtens, Conference Co-Chair