The following convener guidelines & rules are currently focussing on the session proposal phase before the call for abstracts starts. It will be completed with more details at a later stage. Please revisit these guidelines regularly.

Session submission

Session proposals can be submitted during the public call-for-sessions. When submitting a session, the following steps are required.

  • Define your session with a title and a short description (200–2500 characters).
  • Identify the lead conveners and co-conveners (more information below).
  • Optionally, identify (co-)conveners as Early Career Scientists (ECS).
  • Identify one of the conveners as being responsible for the Outstanding Student and PhD candidate Presentation (OSPP) competition in your session.
  • Submit your session proposal to one programme group only.
  • Avoid submitting session proposals that are similar to sessions already suggested. Rather, you can contact conveners of suggested sessions or directly propose modifications to already suggested sessions if you would like to be involved.
  • Define keywords from the EGU23 keywords (will be linked soon) list. The keywords are used to identify potential session similarities, during building of the session programme and during session scheduling. The main target is inter-programme group overlaps. Keywords are not used to characterize sessions for online search tools.
  • Indicate whether your session might be considered for Inter- and Transdisciplinary Sessions (ITS). If yes, please read the ITS guidelines and select one of the ITS' sub-programme groups.
  • Indicate other programme groups for potential co-organization.
  • Indicate whether your session is to be co-sponsored by a colleague science organization. Please state whether this co-sponsorship's status is proposed or approved by the colleague organization.
  • Consider organizing a special issue about your session in one of the EGU's open-access journals. A subject-based selection is given in the proposal form for further information. Please take a look at the list of the EGU's topical journals as well as EGU's proceedings series Advances in Geosciences.
  • Respect the session submission deadline. Last-minute submissions are difficult to handle in our large programme.

The programme group chair and officers build the session programme from the session proposals. You will be informed of acceptance of your session by email. The programme group chair can also suggest proposed sessions that are similar to merge.

Apart from regular scientific sessions, during the call-for-sessions we accept proposals for the following.

  • Short courses
  • Union Symposia and Great Debates
  • Inter- and Transdisciplinary Sessions

Convener teams and convenerships

  • The EGU strongly encourages conveners to build their teams and 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. The EGU Equality, Diversion and Inclusion (EDI) Working Group created the EDI session logo to be added to your session if your convener team fulfills the 3 criteria diversity in gender, career stage, and origin. An automatic check and assignment of this EDI logo is applied, if all conveners have filled their user profile. If individual conveners have not filled their user profile, you will be asked to manually indicate whether the diversity criteria are fulfilled. We then kindly ask you to encourage your colleagues to complete their profile online.
  • A convener team consists of a minimum of 2 active conveners (1 convener and 1 co-convener) and a maximum of 5 conveners (1 convener and 4 co-conveners) per session.
  • Our rule is a maximum of 3 (co-)convenerships in total, with one as lead convener. One additional (co-)convenership for Union Symposia and Great Debates is allowed (that is, a maximum of 4). Short Courses are exempted from the guideline on the number of convenerships. Please check with all co-conveners that they agree to take part in the proposed session.
  • Every session require at least two conveners to be onsite in Vienna. If this cannot be guaranteed, two chairpersons must be assigned and be available onsite to guide the session.

Session co-organization and co-sponsoring

Session co-organizing by programme groups
Conveners can suggest other programme groups to co-organize their session on submission. The chair of the programme group hosting the session is responsible for sending the invitations for co-organization to other programme groups. Acceptance of these suggestions lies with the receiving programme group chairs. Co-organized sessions are supposed to be truly multi-disciplinary in nature and to entail active involvement (through convenership) of members identifying with all co-organizing programme groups/divisions.

Session co-sponsoring by colleague science organizations
The EGU encourages session co-sponsoring by other colleague organizations as a means of strengthening ties and encouraging collaboration. Co-sponsoring organizations will be listed in the session subtitle (automatically set by the system). Session co-sponsoring is expected to follow these guidelines: (i) co-sponsoring is reciprocal, involving sessions at meetings of both partners, (ii) the session has conveners from both organizations, (iii) the colleague organization agrees to session co-sponsoring, and (iv) session co-sponsoring is intended for colleague scientific organizations and does not imply funding. A co-sponsoring organization should furthermore not influence the work of the conveners or the content of the session. Programme group chairs decide on co-sponsoring of a session within their respective programme group. On session submission you will be asked to indicate whether co-sponsoring is a wish of or already approved by the colleague science organization.