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Volunteer to be a Session Coordinator!

The purpose of the session coordinator is to work directly with the session presenter before, during, and after his/her scheduled event by assisting in the organization of all aspects of the assigned session. This includes:

  • Contacting the presenter to make sure all the information about their session is correct in our database
  • Making sure all A/V equipment requests are in our database on time
  • Answering the presenter's questions about the conference 
  • Assisting with setup before the session
  • Helping to distribute handouts before the session 
  • Introducing the presenter and the session
  • Counting the number of attendees at the session
  • Prompting the presenter when it's almost time to end their session
  • Thanking the presenter at the end of their session and presenting them with a certificate of appreciation. 

The intent of this process is to provide a personal source of support for the presenter and to ensure that all sessions are presented with a high level of professionalism for the FMEA members attending the conference. It is also a great way for young music educators to develop relationships with their more experienced colleagues as they work together on the logistics for the session. 

Please read the information and other documents regarding session coordinator duties that are linked on this page.

You should receive an email with link(s) to the information for the session(s) you are coordinating sometime in September. Double-check that the day and time do not interfere with any other sessions or performances you will be participating in during the conference.  

Please contact the presenter(s) when you receive that email. Their contact info is in the "Clinicians" tab when you click the link to their session. Please confirm the details of the session with them, including the presenter information, session information, date and time, and additional A/V equipment that they have requested or need to request. 

Please note that these links will also be sent to the presenter with a deadline of October 1 to change any information and add A/V Equipment Requests themselves, but we are asking you to also follow up with the presenter to make sure all requested equipment is in the database before October 31.  No additional equipment may be requested after October 1.

Information Your Presenter May Ask About:

Equipment provided in all rooms:

  • Podium with microphone
  • Head table with two chairs and one table-top microphone
  • Projection screen with a utility table in front of it.
  • 1/8" mini-plug audio cable to hook up a laptop, phone, or audio player to the sound system

Please Note:

  • All other equipment needed should be requested online in the "Equipment Requests" tab of the session info page. If it's not an option online, it's not available. (DEADLINE: Oct. 31)
  • FMEA does not provide computers, instruments (other than a piano), or music stands. We only provide the equipment that you can request on the Equipment Requests tab. Anything not available there must be provided by the presenter. 
  • Projectors and Pianos will only be provided if they were requested online. We have a limited quantity and move them between sessions, so do not assume one will be there if not requested in advance.
  • Wifi Internet access will be available for purchase at the convention center for $12.95 a day. We are not able to provide free internet access to presenters except for the keynote speaker(s) at the general sessions.

Handouts:

  • Presenters will receive an email the week before the conference that will contain a link for uploading their handouts (the Oct. 31 deadline does not apply to handouts).
  • This will allow the handouts to be visible within the online conference schedule and FMEA Mobile App. Links will appear 5 minutes before the session begins.
  • FMEA does not provide printed copies of handouts. The presenter is welcome to bring their own printed copies if they would like to distribute them. 
  • How many copies should they make? Session attendance varies from as few as 10 to over 300.  We recommend 100 as a starting point, more if you think the session will be more popular for the general attendee population, and fewer if you feel the session is targeted at a more focused audience. If you run out, you can always tell the remaining audience members to see it in the app or the online schedule. 

We also maintain a Presenter Information Page that may answer many of their questions. We will continue to update these pages as we get closer to the conference. 

Please do not hesitate to contact us if you have any questions, and thank you again for your commitment to the Florida Music Education Association.

Val Anderson
Director of Operations
val@fmea.org

Dr. John Southall
Conference Planning Chair
johnsouthall@fmea.org

Josh Bula
Website and Technical Support
josh@fmea.org