Following our experiences from the fully virtual meeting in 2020/2021 and the first hybrid meeting in 2022 (with many limitations due to the COVID-19 pandemic), the EGU 2023 General Assembly will combine the best of long-established, traditional presentation and networking formats, while drawing on new concepts to support hybridization, improving accessibility and inclusion for all of our participants. EGU23 will feature oral presentations, poster sessions and the established PICO format for both presenters on-site in Vienna as well as those presenting remotely.

Oral presentations

  • All EGU23 oral sessions will be available for participants in a hybrid format (virtual and on-site). They will be scheduled for a specific day and time block(s) in a lecture room in Vienna. The hybrid function of the oral presentations will be delivered with Zoom meetings using lectern cameras and microphones.
  • Oral presentation sessions will be organised in 10 minute presentation slots (including questions), allowing for flexibility in organising the session. More information about the oral presentation format will be available after the schedule has been finalised.
  • In order to support both formats of presentation, authors of oral presentations are strongly recommended to upload display materials for asynchronous discussion and possible revision during a 2-month period, before and after the EGU23. During this commenting and discussion period, only registered attendees are granted access. Afterwards, display materials are opened to the public through EGUsphere and distributed following the CC-BY License.
  • Minimum 24 hours prior to the oral session's start, authors are obliged to upload their live presentation file containing the slides. This file is then distributed to the respective lecture room but is not made publicly available.
  • The scheduled oral sessions will proceed as follows:
    1. On-site authors use the lectern and its microphone to give their presentation. They will be able to forward their own slides provided in the live presentation upload. The presentation runs on the lecture room computer connected to a projector and shared simultaneously in the Zoom meeting.
    2. Virtual authors will join the session through the Zoom meeting. Once their presentation begins they will unmute themselves in order to speak to the on-site and virtual attendees. Their previously uploaded live presentation files will be shared by the conference assistant on the lecture room computer. The conference assistant in the room on-site will forward the slides for the virtual speaker. The virtual speaker's camera feed is shown to the on-site attendees on the projector.
    3. On-site attendees engage with all presentations (of both types) on the screen inside the lecture room. They can propose questions to the speaker (either virtual or on-site) moderated by a chairperson, using the in-room microphone.
    4. Virtual attendees engage with all presentations using the Zoom meeting operated from the lecture room computer. Virtual attendees will have a side-by-side view of either the on-site or virtual presenter and the presentation slides. They can ask questions through the Zoom chat and a session chairperson will moderate and repeat questions, to be answered by on-site or virtual authors.

Poster presentations

  • All EGU23 poster sessions will be available for participants in a hybrid format (virtual and on-site). They will be scheduled on a specific day and time block(s). While authors are asked to be available for questions at their poster during this specifically scheduled time period, their poster is shown for the entire day.
  • The posters in every session are divided into those being presented on site in Vienna as well as the ones being virtually presented, using a specially designed platform on Gather.Town. For each scheduled time block(s), authors of on-site posters are assigned a poster board number in a poster hall in Vienna, while authors of virtual posters are assigned a poster board number in a poster hall on Gather.Town.
  • In order to support both formats of presentation, authors of poster presentations are strongly recommended to upload display materials for asynchronous discussion and possible revision during a 2-month period before and after the EGU23. During this commenting and discussion period, only registered attendees are granted access. Afterwards, display materials are opened to the public through EGUsphere and distributed following the CC-BY License. The display material of a poster presentation does not have to be the layout poster itself, it can also be a PowerPoint presentation or a recorded video.
  • Minimum 24 hours prior to the poster session's start, authors are obliged to upload their actual poster as a live presentation file containing the poster file. This file is then linked on the day of the poster session alongside the abstract on the session's web page. These live presentation poster files are only available on the day of the session, while the corresponding display materials are available before and after the actual day of the poster session for commenting and discussion.
  • The scheduled poster sessions will proceed as follows:
    1. On-site authors set up their poster in the poster hall in Vienna, at the assigned poster board number in the morning of the scheduled day of the poster session. During their scheduled time block, on-site presenters stand next to their poster replying to questions from on-site attendees. Following the scheduled on-site live poster presentations, authors should check their display materials for questions from virtual attendees, which can only be posted as comments to the display materials and discussed there.
    2. Virtual authors will not set anything up themselves in Gather.Town. Their poster board number that will be displayed in Gather.Town links to the previously uploaded live presentation poster file, which will also be linked from the session's web page. During the scheduled time block, they 'stand' next to their poster board on Gather.Town, replying to questions from virtual attendees. On-site attendees can also enter Gather.Town to meet virtual authors and discuss the poster during the scheduled live session, as well as using the display materials to leave comments which can be answered at a later time.
    3. On-site attendees visit on-site posters in the on-site poster hall in Vienna, or virtual posters using Gather.Town. In addition, previously uploaded live presentation poster files of both on-site or virtual posters can be accessed through the session's web page on the day of the poster session. Questions of on-site attendees are asked to the presenting authors during the scheduled time block, either face to face on-site or virtually by logging in through Gather.Town.
    4. Virtual attendees visit virtual posters using Gather.Town and meet virtual presenting authors there for questions during the scheduled time block. In addition, previously uploaded live presentation poster files of both on-site or virtual posters can be accessed through the session's web page, on the day of the poster session. Questions to on-site authors from virtual attendees can only be posted as comments to the display materials and the authors will be able to respond there.

PICO presentations

  • All EGU23 PICO sessions will be available for participants in a hybrid format (virtual and on-site). They will be scheduled on a specific day and time block(s) at a PICO spot in Vienna. The PICO spot provides a combination of a stage and audience area for a 2-minute summary of abstract introductions, together with a number of PICO screens for detailed presentation of slides or other materials and discussions afterwards. PICO spots will also be provided with a Zoom meeting connection to allow virtual presentation and attendance during the 2-minute introductory talks.
  • The abstracts of a PICO session are scheduled for a specific time and a specific PICO screen number. All screen numbers will be available on-site in Vienna at the PICO spot as touch screens, as well as virtually in Gather.Town.
  • In order to support both formats of presentation, authors of PICO presentations are strongly recommended to upload display materials for asynchronous discussion and possible revision during a 2-month period before and after the EGU23. During this period of commenting and discussion, only registered attendees are granted access. Afterwards, display materials are opened to the public through EGUsphere and distributed following the CC-BY License. The display material of a PICO presentation can be the same as the live presentation file, but does not have to be. Authors can choose if they wish to provide further information or even a recorded video.
  • Minimum 24 hours prior to the PICO session's start, authors are obliged to upload their actual live PICO presentation file containing the slides for the 2-minute introductory abstract summary presentation, as well as the longer, detailed presentation. This full file is linked during the PICO session's time block alongside the abstract on the session's web page. Live presentation PICO files are only available during that time period, while the corresponding display materials are available before and after the actual run of the PICO session.
  • The scheduled PICO sessions will proceed as follows:
    1. On-site authors use the lectern at the PICO spot to present their previously uploaded live PICO presentation file. On-site presenters will be able to move their own slides forward. This projection at the spot's screen will be shared simultaneously in the Zoom meeting for virtual attendees. After all PICO presentations have been pitched, the on-site authors move to their assigned PICO viewing screen (according to their assigned number) at the PICO spot. The presentation file is automatically opened at the PICO viewing screen. On-site attendees will now visit to ask questions and discuss the longer format slides. Following the scheduled on-site live PICO presentations, authors should check their display materials for questions from virtual attendees, which can only be posted as comments to the display materials and discussed there.
    2. Virtual authors will use the provided Zoom meeting to give their 2-minute introductory presentation. The previously uploaded live presentation files will be controlled by the conference assistant at the PICO spot in Vienna and presenters will unmute themselves to be heard within Zoom by virtual attendees, as well as by the on-site attendees in Vienna. After all PICO presentations have been pitched, the virtual authors move to their assigned PICO viewing screen number in Gather.Town. The virtual PICO viewing screen will link the previously uploaded live presentation file from the session's web page. Virtual attendees can now visit the virtual PICO screen number to ask questions and discuss the presentation. On-site attendees can also enter Gather.Town to meet virtual authors and discuss the PICO during the scheduled live session, as well as using the display materials to leave comments which can be answered at a later time.
    3. On-site attendees will visit the PICO spot's audience area first to follow the 2-minute introductory talks. Afterwards, they move on to the PICO viewing screens according to their interest. They can engage with the previously uploaded live presentation files as these files automatically open on the assigned screens. If the PICO presentation belongs to an on-site author, on-site attendees can ask questions directly. If the PICO presentation belongs to a virtual author, on-site attendees will need to enter Gather.Town to meet them there or post their questions to the display materials to be answered at a later time.
    4. Virtual attendees engage with all 2-minute introductory presentations using the Zoom meeting operated from the lecture room computer. Virtual attendees will have a side-by-side view of either on-site or virtual presenters and the presentation slides. Afterwards, virtual attendees will enter Gather.Town to meet virtual authors at their PICO viewing screen (according to the assigned number) for questions. Virtual attendees can only ask questions to on-site authors by posting a comment on their display materials for discussion, unless the on-site presenter chooses to also enter Gather.Town during the scheduled session.