Thank you for convening a session at the EGU General Assembly 2023. Here we provide information to help you in all stages of the convening process.

Practical information

  • Conveners and co-conveners are assisted by the staff of Copernicus Meetings. Copernicus Meetings will inform you about all deadlines and milestones with regard to the organization of your session. Copernicus Meetings can be contacted at
  • You will be asked to use the tools of the Copernicus Office Meeting Organizer online system. For this purpose, you receive a user account (ID and password). If you already have a Copernicus account, please use the same email address as linked to the user account to avoid double registration (you can update your personal data on your user account by connecting to Copernicus Office).
  • Only registered conveners can access the online system. Your ID should not be shared with others.
  • All links and related instructions will be given by email.
  • Please note that the programme lists the names of conveners and co-conveners for each session as well as their affiliation(s). Here, personal details such as telephone number and email are only displayed if permitted by the user. To do this, please log in to your personal data and mark the respective public directory entries. The Programme Committee strongly recommends displaying at least your email information so authors and programme group chairs can reach you in case of questions or last-minute changes.
  • Conveners do not obtain discounts on abstract processing charges or the registration fee.
  • Authors (first and co-authors) cannot have a solicited presentation in a session they (co-)convene. (Co-)conveners cannot be the presenting author, and are discouraged from being a co-author, in oral presentations in a session they convene.

Advertise your session to your scientific community

It is the responsibility of conveners to advertise their session. The EGU and Copernicus will advertise the conference and the entire programme, but not individual sessions. Email lists cannot be provided for data privacy reasons.

Session modification

The session modification tool enables you to modify the title as well as the description of your session during the Session Organization stages (tools SOI and SOII). If there is an urgent change in the session title or description beforehand, conveners must directly contact their programme group chair or scientific officer to implement the requested changes. Once the programme is published, you can add public information on the session that will be visible in the programme. The session modification tool also provides you with up-to-date information and statistics about the contributions to your session during the whole period of the Session and Programme Organization. This web interface is the starting point for the other tools mentioned below. You can access the session programme and monitor your session after logging in by using the convener login link.

The lead convener can make changes to the co-convener team (adding/removing co-conveners, changing the order of co-conveners) using the session modification tool until the programme is published. Once the programme is published, it will no longer be possible to make changes to the co-convener listing.

The session modification tool also provides a convener mail tool. This mail tool allows you to communicate session-relevant items to the authors of your session, for example updates to the schedule or a session social event. Please communicate only EGU-related topics. We encourage announcements of special issues in the EGU's topical journals or the EGU's proceedings series Advances in Geosciences, but do not allow advertisement of special issues with other publishers.

We encourage the use of gender-neutral language in all communications. Some examples can be found in this guide and related blog post.

Current/upcoming convener tasks

SOIII – presentation selection

The programme committee will schedule your session and you will be informed by email of the time and room assigned to your session. EGU strongly encourages conveners to organize their sessions considering and promoting under-represented demographics, in particular including: (i) multiple countries and institutes, (ii) different career stages, with particular attention to the participation of early career scientists, (iii) different genders and all other forms of diversity, and (iv) diverse scientific approaches. In SOIII you will be asked to do the following:

  • For oral/poster sessions, subdivide the abstracts into oral, on-site poster, and virtual poster presentations. For PICO sessions, the abstracts are already marked as PICO.
  • Each oral presentation has a length of 10 minutes. The presentation length includes the time for change over and discussion.
  • You cannot schedule presentations for more than the time block(s) assigned to your session. You can schedule presentations for less than that time, with the remainder set aside for discussion or including a slot for an introduction. In the tool SOIII, feel free to use the button "Add subtitle" to structure your session.
  • Define the ordering of the talks and posters, or PICO presentations.
  • Assign solicited abstracts (see below). You should aim for no more than one solicited presentation per time block. You can (but are not obliged to) attribute a 10-minute, 20-minute, or 30-minute time slot to one solicited presentation per time block.
  • Define at least two chairpersons for every time block, who will be present in-person at the conference. If none of the conveners aim to be present in-person, you can appoint a chairperson who is not a convener.

Your selections will generate a draft session programme with a subdivision of the different times for the presentations. Missing information from SOIII will be filled in by the programme committee. All authors will receive their letter of schedule by email, mentioning the actual time and location of their presentation.

Information on solicited abstracts
Solicited submissions are those abstracts that you would like to particularly highlight in your session. Please note the following:

  • Authors (first and co-authors) cannot have a solicited presentation in a session they (co-)convene. (Co-)conveners cannot be the presenting author, and are discouraged from being a co-author, in oral presentations in a session they convene.
  • You can indicate the names of solicited presenter(s) in the description of your session (solicited presenters: Eugene G. Underwood,; Janice E. Smith, This can be done by using the tool session modification with access through the convener login link in the session programme.
  • You can assign the status of "solicited" to oral, poster, or PICO abstracts when you compile your final programme (see SOIII).
  • You should aim for no more than one solicited presentation per time block. Programme group chairs decide on whether an exception can be made to have more than one solicited presentation per time block, with the programme committee chair mediating in any exceptional cases.
  • Authors of solicited abstracts do not receive discounted abstract processing charges, registration fees, or travel reimbursement.

The main time blocks of the General Assembly are:

Time blocks Presentations
TB1 08:30–10:15
TB2 10:45–12:30
TB3 14:00–15:45
TB4 16:15–18:00
TB5 18:00–19:00
Networking time
TB6 19:00–20:00
Medal lectures and townhall meetings
Previous tools/tasks

Session co-organization and co-sponsoring

Convener teams and convenerships

Session submission

Support application assignment & rating (December)

Abstract submission & solicited abstract TANs (November to January)

SOI – abstract implementation & late abstracts (January)

SOII – session tagging