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.
- Watch this short video that will give you an introduction to the various sessions at EGU23.
- 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 email@example.com.
- 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.
The weeks before the conference and last-minute duties
Please monitor your session through the session modification tool up to the scheduled presentation time. In particular, we ask you to do the following:
- Select two chairpersons per session block for oral, poster, and PICO blocks. While one chairperson concentrates on the on-site session run in Vienna, a second chairperson should cater the virtual attendees and presenters. For oral and PICO sessions, the latter should follow the Zoom chats to repeat questions and ensure that all virtual authors are present. For poster sessions and PICO viewing times, that chairperson should be present in Gather.Town to help with discussions and networking.
- Nominate 3 to 5 judges per presentation participating in the OSPP contest.
- Add public information to your session to be shown to the people reading the online programme.
- Find the mailing list of your corresponding authors for final information you would like to provide.
- Contact your authors and chairpersons by email. Please make sure that they are all attending and uploading their presentation files early enough (at least 24 hours prior to the session start).
- Let your authors know of any planned events associated with your session.
Outstanding Student and PhD candidate Presentation (OSPP) Contest
In the session dashboard, please check if any poster or PICO presenters participate in the OSPP contest. For each participating presentation, at least three judges need to be identified by the session conveners via the linked OSPP nominator tool. You can either choose volunteers from the list of available judges, nominate chairs or conveners of the session, or add colleagues as judges (after their approval to ensure that they know about their duties and that they will attend EGU). Judges are not allowed to be co-authors of the abstract to be evaluated, need to have earned a PhD or equivalent, and are not allowed to participate in the OSPP contest themselves.
If you have any modifications in your session programme, please forward this information directly to firstname.lastname@example.org. These changes will be included in the daily programme of each lecture room and PICO spot to be displayed on-site. Changes to the on-site daily programme are possible until 19 April 2023.
Late withdrawals and no-showsWe kindly ask authors to withdraw abstracts as early as possible when they realize they will not be able to present the work. If an oral presentation in your session programme is marked as withdrawn, please fill the gap in the oral programme with discussions, with an oral summary of posters of your session, or with a standby oral presentation by a poster author. If a poster author agrees to give an oral presentation, please send the programme change until 19 April 2023 to email@example.com, including abstract numbers.
No-shows are monitored at presentation time for all sessions. If an abstract was not presented and not withdrawn, or withdrawn after the scheduled presentation, and no prior warning was given to the conveners, the abstract will be withdrawn from the online programme. The title will be marked with "withdrawn after no-show".
At the conference
- Please check that the chairpersons for your session are in place.
- Make sure to keep sessions on time. All oral presentation times include the time for questions and change-over to the next speaker.
- Keep in mind that the fully-hybrid session approach involves speakers and audience split in virtual and on-site groups each. Virtual speakers need the same attention than on-site speakers in the room and questions can come from on-site attendees as well as virtual attendees through the Zoom chat.
- Ensure that speakers always locate at the lectern in order to catch their video and to use the lectern microphone as virtual attendees in Zoom could otherwise not follow the session. For attendees in the room, the microphone helps difficult-of-hearing. Use your chairperson microphone at your desk when moderating the session. Ask the audience to use a microphone when asking questions or repeat their questions through your microphone. Large rooms have mounted microphones where people can queue by the end of the presentation.
- All lecture rooms have a wireless presenter device at the lectern with a virtual pointer. Speakers are obliged to point on their presentation on the lectern monitor in order to transmit this pointing signal both to the projected screen in the room as well as to the Zoom meeting for virtual attendees.
- For poster sessions and the viewing part of PICO sessions, make sure that one of your chairpersons is present in Gather.Town.
- More relevant tips can be found in the presenter guidelines.
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.
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.