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 egu23@copernicus.org.
  • 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.

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

Abstract submission & solicited abstract TANs (November to January)

During abstract submission you will see the abstracts submitted to your session when using the convener login link. Solicited presentations provide a means to highlight a specific topic within a session. Solicited authors can be added in the session modification tool during the call for abstracts period and will be shown as additional information to the session description. Our guideline is 1 solicited abstract per session. Solicited abstracts can be for oral, virtual PICO, or poster presentations, but please note that orals are not guaranteed. We ask conveners to consider diversity in country, career stage, gender, and scientific approaches when soliciting a presenter and when encouraging colleagues to submit abstracts to their session.

Authors are allowed as first author to submit either one regular abstract plus one abstract solicited by a convener, or two solicited abstracts. A second regular abstract can be submitted to sessions led by the Education and Outreach Sessions (EOS) programme group (the maximum number of abstracts, including solicited abstracts, remains two). Since the system limits submissions to one, authors will need to provide a transaction number (TAN) when submitting their second abstract, whether this second abstract is the solicited or regular one. TANs have to be provided by the convener of the session of the solicited abstract. That means, you can generate 1 TAN for your session through your session overview, send an email to your solicited author naming this TAN, and keep track of TAN assignment and usage. We suggest sending the TAN as early as possible to your solicited author to avoid last-minute problems. If you are the convener of session X and your solicited author submits first their regular abstract to session Y and then the solicited abstract to your session X, the TAN of your session X is actually used for the submission to session X. However, if the author submits first their solicited abstract to your session X (system does not ask for a TAN yet) and then submit their regular abstract to session Y, the system will ask at session Y for a TAN since it is the second abstract. Then, the author must use the TAN obtained from you for session X at session Y and must not ask the convener of session Y for a TAN. Please note that the actual abstract status solicited will be defined later in the process during presentation selection (SOIII).

Support application assignment & rating (December)

SOI – abstract implementation & late abstracts (January)

SOII – session tagging

SOIII – presentation selection

Previous tools/tasks

Session co-organization and co-sponsoring

Convener teams and convenerships

Session submission