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MMEA Annual Professional Development Conference 

Presider Instructions
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Thank you so much for your assistance in making the annual Massachusetts Music Educators Association All State Conference a success. The work you do as presider is essential in coordinating this event. Thank you!

The conference runs from Thursday morning through Saturday noon at the Seaport Hotel and World Trade Center. Please note that some room assignments may have changed since initial notices to participants were sent out. Check carefully the information in all emails you receive from conference personnel, as well as the “Daily Schedule Adjustments” when you arrive in Boston. Let your Committee Member know if you have any questions. Thank you for your flexibility.

Conference Registration Desk Location
The Conference Registration desk is located in the Harbor Level Lobby of the Seaport World Trade Center (WTC). (The World Trade Center is a separate building from the Seaport Hotel.) The Harbor Level Lobby is at the bottom of the escalator.

Your Registration and Badge
If you are pre-registered, you may pick up your badge at the Conference Registration desk.
If you are not pre-registered. you will need to register first at the Registration Desk.

Your Presider Packet (Envelope)
Please look for signs directing you to the clinician and presider areas of registration in order to pick up your presider materials.

  • If you are presiding for more than one session, you will have a presider packet for each session.
  • Each packet will contain the following items:
  1. A copy of the session information sheet, which includes names and contact information of participants, and other session details;
  2. Certificates of Appreciation for session participants: Clinician(s) / Panel / Demo Group.

Registration Hours and Presider Packet Availability
Registration will be open and presider packets will be available for pickup at the following times:
Wednesday 7:00 PM - 9:00 PM World Trade Center, Harbor Level
Thursday 7:00 AM - 3:00 PM World Trade Center, Harbor Level
Friday 7:00 AM - 3:00 PM World Trade Center, Harbor Level
Saturday 7:00 AM - 11:00 AM World Trade Center, Harbor Level

Please note the following:

  • Once the conference schedule has been finalized, it will be posted on the MMEA website.
  • Sessions are scheduled for one hour unless otherwise indicated.
  • A collegiate ambassador is assigned to each session to assist with the logistics of the session.
  • Some equipment is moved between session times by the collegiate ambassadors and hotel staff. If you arrive at a session location and your REQUESTED materials are not there, please ask a collegiate ambassador for assistance. Under no circumstance should a clinician or presider move equipment, even if it does not currently appear to be in use.
  • Pianos may be moved ONLY by the representatives of the company that supplied them.

Please note the following presider duties:

Before the session

  1. Please pick up your presider packet when you arrive for the conference. Be sure that the certificate of appreciation is in your packet and that the spelling is correct. If there are mistakes, please ask a collegiate ambassador or conference committee member to contact the database manager to make a corrected certificate.
  2. Check on the session room assignment and time, and arrive at the session location 10 minutes prior to the session.
  3. Make the clinician feel welcome. Offer to help with materials and make sure that all equipment is operational.
  4. If there are any problems with the space or equipment that you are unable to resolve on your own, please have the collegiate or a member of the committee help to sort this out. The collegiate office is in the Congress Board Room on the Mezzanine Level of the World Trade Center.

During the session:

  1. Begin the session on time.
  2. Welcome the audience and introduce the collegiate who will make announcements.
  3. Introduce the clinician. (There may or may not be a biography of the clinician for you. You may contact the clinician ahead of time if you would like some specifics for the introduction.). Keep your remarks short so that the maximum amount of time can be given to the clinician.
  4. Close the door to ensure a quiet presentation environment.
  5. Assist where necessary – dim lights if needed, get water for the clinician, etc.
  6. Signal the clinician when there are five minutes left in the session.

Closing the session:

  1. Thank the clinician and hand him/her the certificate of appreciation.
  2. Ask the audience to leave promptly and quietly so that the next session can start on time.
  3. Help clean up the session space if needed.
  4. If a crowd gathers around the clinician, please ask them to move into the hall so that the next session is not delayed.

Thank you for helping our conference to run smoothly. We appreciate your service to the profession and to MMEA.

If there is an emergency during the conference and you are unable to reach your committee person, have the collegiate assigned to your session contact the conference Site Coordinator.