AWWA Speakers Session Monitor Responsibilities

Thank you for volunteering to serve as a room-monitor. Please remember that you are working on behalf of AWWA and we request that monitors perform their duties in a professional manner and assume their responsibilities as they would for their own employers. Volunteers must work the hours they have committed to and should sign up for sessions that they would like to attend. Be aware that the dress for the monitors is "business casual"; ties and skirts are not required. Please wear comfortable shoes.

Technical sessions, Early Bird sessions, and workshops will be staffed with two monitors. (One per technical session at the Annual Conference.)

The most important thing to remember as a monitor is if you experience any problems (audiovisual, lighting, incorrect session sign, etc.), you should go immediately to the Speaker Ready Room or to the registration area. Tell an AWWA staff person your room name (or session number) and a brief description of the problem; they will then radio for assistance. Return to your session room, an AWWA staff person or a member of the AV staff will arrive within minutes. Please do not attempt to fix any equipment yourself. A member of the AV staff should be located in the corridors outside the session rooms. Please try to help us enforce that cellular telephones and pagers are turned off during a session or workshop.

If you are monitoring an afternoon session, report to the Speaker Ready Room at least 30 minutes before the start of the session to pick up the session bag and any needed materials.

Additional Duties

1. All monitors must attend the scheduled briefing before their first work assignment; preferably on the day they are first scheduled to monitor (see the enclosed information for time and location of the briefing you are to attend). It is imperative that monitors be on time for the briefings. Briefings will last approximately 15 minutes. Monitors who have volunteered to work any of the Early Bird sessions must be briefed the day prior to the Early Bird session. If you're monitoring more than one day, you will only need to attend one briefing session.
2. You will need to report to the Speaker Ready Room at least 30 minutes before the start of the session to pick up the session materials.
3. Before entering the session room make sure that the correct session title is on the sign outside of the entrance to the room. If it is incorrect, notify the conference coordinator in the Speaker Ready Room immediately.
4. Remove the contents from the session bag. Open the session folder and remove the monitor instructions and place it on the clipboard. Take the folder with the moderator information to the head table along with the timer and speaker name signs. Monitors should introduce themselves to the session moderator and inform him/her that you are available for assistance. Keep the session bag, counter, clipboard with monitor instructions, slide tray labels, and pen for your use.
5. Learn the location of the light switches and how they operate, so the lighting can be dimmed for showing audiovisuals. Do not turn off all lighting during presentations; attendees will be taking notes. Familiarize yourself with the AV equipment and the way they operate.
6. If a speaker uses a slide projector, he/she will give you their slide tray(s). Make sure the ring on top of the tray is locked and that the tray is clearly labeled with the speaker name, session number, and presentation number. If it is not labeled, have the speaker do so at that time. The speakers may also be giving you handout materials; place them on the table in the back of the room. Attendees will be instructed to pick up the material at the end of the session. Monitors who are working Sunday will be handing out workshop materials before the start of the workshop and any additional materials given to you by workshop presenters. Sunday workshops are the only day when materials can be distributed before or during the workshop.
7. Monitor(s) should be stationed at the door before the session begins to check attendee name badges. Please note that Sunday workshop attendees must have a workshop number printed on their badge, if they do not, have them go to the registration area to register for the workshop. (Workshops are an extra fee in addition to the conference fee.) Attendees must either have a clear badge or a corresponding day badge to attend the technical sessions. Once the session begins, make sure the doors are closed. Monitor(s) should be prepared to record attendance as indicated on the attendance log and record any session changes or substitutions, operate the lighting, help with AV equipment if necessary, and check any late arriving attendee badges.
8. When the session is over, collect the timer and name signs from the head table. Place all of the items in the session bag and return it to the Speaker Ready Room. In addition, if attendees were asked by AWWA to fill out an evaluation form or questionnaire, you will need to stand by the door at the end of the session to collect them and return them with the session bag.

Additional Responsibilities for Annual Conference only

1. AWWA requires a volunteer to serve as a "Day Captain" for the entire conference (Sunday through Thursday). The Day Captain will assist the conference coordinator in the Speaker Ready Room, help oversee the monitors, and check on the session rooms. This person will be doing a lot of walking around the convention center. If this is too much of a burden for one person, a different individual each day to serve as the Day Captain is acceptable.
2. AWWA requires two alternates to serve each day for the entire conference (Sunday through Thursday). Alternates will serve as room monitors when and where we need them to fill in. When they are not monitoring a session they will be assisting the conference coordinator and the Day Captain where necessary. AWWA prefers to have a limited number of alternates and therefore requires alternates to sign up for an entire day.