Thank you for convening a session at the EGU General Assembly 2021. Here we provide information to help you in all stages of the convening process.
- Practical information
- Presentation guidelines
- Convener tasks and convener tools
- Session submission
- Convener teams and convenerships
- Session co-organization and co-sponsoring
- Advertise your session to your scientific community
- Session modification
- Abstract submission and TAN numbers for solicited abstracts (3 November 2020 to 13 January 2021)
- SOI – abstract implementation and increased processing charge for late abstracts (January)
- SOII – session tagging (January)
- SOIII – presentation sequencing (February)
- The weeks before the conference and last-minute duties
- During the conference
1. 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 email@example.com.
- You will be asked to use the tools of the Copernicus Office Meeting Organizer online system for session proposal. For this purpose, you receive a user account (ID and password) during session proposal. If you have an account from before, please use the same email address as linked to the user account to avoid double registration (the user account can be updated at your personal data).
- 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 can reach you in case of questions or last-minute changes.
- Conveners do not get discounts on abstract processing charges or the registration fee.
2. Presentation guidelines
- The EGU General Assembly facilitates the presentation of scientific results in the form of virtual PICO presentations (vPICO). vPICO enables an equal status for all scientific presentations at vEGU21: Gather Online. This follows EGU's statement on scientific presentations at the EGU General Assembly.
- Solicited presentations and convener talks: authors (first and co-authors) cannot have a solicited presentation in a session they (co-)convene.
- One-abstract rule and EGU membership: first authors are required to be 2021 EGU member in order to submit abstracts to the EGU General Assembly 2021. Authors are allowed to submit either one regular abstract plus one abstract solicited by a convener, or two solicited abstracts, as first author. A second regular abstract can be submitted to a session led by the Education and Outreach Sessions (EOS) programme group (the maximum number of abstracts, including solicited abstracts, remains two). Possible submissions for first authors are the following:
- 1 regular + 1 solicited abstract;
- or 2 solicited abstracts;
- or 1 regular or solicited abstract + 1 abstract in EOS-led sessions (regular or solicited).
3. Convener tasks and convener tools
3a. 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.
- Identify the lead conveners and co-conveners (more information below).
- Optionally, identify (co-)conveners as early career scientists (ECS).
- Select whether your session is proposed to be a virtual PICO session. This became obsolete for vEGU21: Gather Online where all scientific sessions follow the vPICO format.
- Only put your session proposal into one programme group.
- Avoid submitting session proposals that are similar to sessions already suggested. You may contact a convener team to discuss joining a session as a convener or slightly modifying the session proposal using the session proposal tool.
- Define keywords from the EGU General Assembly 2021 keywords list. The keywords are used to identify potential session similarity, 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 co-organization.
- Indicate whether your session is to be co-sponsored by a colleague science organization. Please define 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 on the list of 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.
- Apart from regular scientific sessions, during the call-for-sessions we accept proposals for the following:
3b. Convener teams and convenerships
- 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.
- 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 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 rule on the number of convenerships. Please check with all co-conveners that they agree to take part in the proposed session.
3c. Session co-organization and co-sponsoring
- Session co-organizing by programme groups: conveners can suggest other programme groups to co-organize their session on session 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.
- Session co-sponsoring by colleague science organizations: the EGU encourages session endorsement 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) endorsement is reciprocal, involving endorsement of sessions at meetings of both partners. (ii) The session has conveners from both organizations. (iii) The colleague organization agrees to session co-sponsoring. (iv) Session endorsement is intended for colleague scientific organizations and does not imply funding. An endorsing organization should furthermore not influence the work of the conveners or the content of the session. Programme group chairs decide on the endorsement 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.
3d. Advertise your session to your scientific community
- It is the responsibility of conveners to advertise their session. The EGU and Copernicus Meetings will advertise the conference and the entire programme, but not individual sessions. Email lists cannot be provided.
- We encourage announcements of special issues in EGU's topical journals or EGU's proceedings series Advances in Geosciences, but do not allow advertisement of special issues with other publishers.
- Please use gender-neutral language in all communications, especially the pronoun "they" instead of "s/he". Some examples are at this link https://www.colorado.edu/cisc/resources/trans-queer/pronouns from the University of Colorado.
3e. Session modification
- The session modification tool 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 also the starting point for other tools mentioned below. Please access the session programme and monitor your session. You are kindly asked to log in by using the convener login link.
- From the start of the abstract submission until you are asked to implement your received abstracts in tool SOI (January), adjustments to your session (title, description, or conveners) can only be implemented by the programme group chairs. Please contact your programme group chair accordingly.
- During the tool SOI in January, you will be enabled to modify the title and the description of your session. In addition, the lead convener can make changes to the co-convener team (including/deleting co-conveners, changing the order of co-conveners). Title, description, and co-conveners can be modified until the conference programme is published and the letter of schedule is sent to authors. Afterwards, you can still add public information which will be visible in the programme.
- The session modification tool also provides a convener mail tool, which allows communicating 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.
3f. Abstract submission and TAN numbers for solicited abstracts (November to January)
- During abstract submission you will see the abstracts submitted to your session when using the convener login link at your session (session overview). Solicited presentations provide a means to highlight a specific topic within a session. Our guideline is 1 solicited abstract per session. 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 to submit either one regular abstract plus one abstract solicited by a convener, or two solicited abstracts, as first author. 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 sequencing (SOIII).
- Our guideline is 1 solicited abstract per session. If you expect a large number of submissions to your session (i.e., at least 40), you can ask your programme group chair for another TAN, but please note that the number of TAN available per programme group is limited.
- The vPICO session format foresees 2-minute presentations for 20 authors per time block. One of these 20 presentations can be granted a 10-minute introductory presentation. Conveners are free to use this prolonged slot for their solicited speakers.
3g. SOI – abstract implementation (January)
- Automatic cancellation of small sessions: sessions with five (5) or less abstracts after the abstract deadline will automatically be cancelled. Authors of abstracts in withdrawn sessions will be given the opportunity to send their abstract to another session.
- SOI tasks: during the abstract implementation phase, you are asked to review abstracts originally submitted to your session, those that are suggested to be transferred to your session, as well as abstracts without an assignment. If necessary and under certain conditions (see below) you may upload late contributions by the strict deadline of 20 January 2021, 13:00 CET. Please note the guidelines for abstract submission. The outcome of this tool is the final list of active contributions to be scheduled in your session.
- Late abstracts: please note that late contributions uploaded by you require approval by the programme group chair in the subsequent programme committee tools. Late abstracts have a strict deadline which is the end date of the SOI tool. Abstracts sent by authors at a later stage cannot be accepted.
- Late contributions uploaded by conveners have an increased abstract processing charge (APC) and also need to be paid. Payment is by these options: (1) author's credit card (the author gives the convener the details), (ii) convener's credit card (conveners cannot be reimbursed by the EGU), or (iii) the convener may request the author to pay the APC. In the latter case, a PDF invoice is sent to the author by email. Please remark that first authors are required to become EGU members in order to submit an abstract. Since conveners cannot acquire an EGU membership for authors due to GDPR restrictions, you must ask the first author to immediately acquire an EGU membership before you can submit the late abstract.
- Abstracts of public interest: in SOI, conveners have the opportunity to select 3–5% of abstracts in their session of greatest relevance to a broad audience. The abstracts of public interest check box allows you to select abstracts to be highlighted to the public.
- Session mergers: sessions that received few submissions or are very similar in scope can be merged. Conveners can merge sessions themselves in the SOI – abstract implementation tool. After informing the authors and giving them some time to request a transfer to a different session, please follow this procedure:
- Discuss between all conveners which session is going to be used as the basis for the new session.
- Update the title, abstract, and list of conveners of the base session.
- Mark all abstracts in the other session for movement into the new session.
- Accept all those abstracts in the new session. The result is that the base session for the merge now contains the abstracts of both sessions, while the other session contains no abstracts and can be withdrawn, i.e. removed, in the next stage.
- It is recommended that the convener list, session title, and description be adapted (in the session modification tool) in the case of a session merge. Also make sure that the merged session remains co-organized by the same programme groups as the original sessions. This is to guarantee the best representation of the ideas, topics, and targeted communities.
3h. SOII – session tagging (January)
- During SOII – session tagging, you are asked to provide the programme committee with your scheduling requests. These may include requests for no-overlap or back-to-back scheduling, or any other information that you consider to be useful. Conveners are also asked to estimate the potential number of participants. Missing information from the SOI or SOII tools will be filled in by the programme committee.
- The programme committee will schedule your session in terms of day and time. Authors will receive a letter of acceptance/rejection by email.
- Publishing proceedings of special issues in EGU journals: please consider a publication of your session's proceedings in the EGU's open-access journal Advances in Geosciences or as special issue in one of the EGU's thematic open-access journals. You can indicate your interest during session proposal or later in SOII – session tagging. The editorial support team of Copernicus Publications will be informed and will contact you for further processing.
3i. SOIII – presentation sequencing (February)
- The programme committee will schedule your session and you will be informed by email of the day/time when your session is assigned. 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:
- The abstracts are already marked as vPICO. Define the ordering of the presentations.
- Assign solicited abstracts (see below). You should aim for no more than one solicited presentation per session. The maximum number of solicited oral presentations is one per time block.
- vPICO sessions can have one (1) 10-minute introduction for each time block. The rest of the vPICO abstracts will automatically be selected as 2-minute oral presentations.
- Define at least two chairpersons for every time block.
- 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 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.
- You can indicate the names of solicited presenter(s) in the description of your session (solicited presenters: Eugene G. Underwood, EugeneG@Under.com; Janice E. Smith, firstname.lastname@example.org). 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 vPICO abstracts when you compile your final programme (see SOIII).
- You should aim for no more than one solicited presentation per session. Programme group chairs decide on whether an exception can be made to have more than one solicited presentation per session, with the programme committee chair mediating in any exceptional cases.
- Authors of solicited abstracts do not receive discounted abstract processing charges or registration fees.
3j. 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 select two chairpersons per session block. Please check the last-minute duties below.
- If you have any modifications in your session programme after uploading the final meeting programme, please forward this information directly to email@example.com. These changes are possible until mid-March.
- Contact the authors of your session. Ensure that they all upload display materials for their abstracts prior to the conference and encourage them to enable commenting by registered conference attendees.
- Late withdrawals and no-shows: we kindly ask authors to withdraw abstracts as early as possible when they realize they will not be able to present the work. Hereby, if differences in time zones make it impossible for an author to be present in the live session, we ask such authors to pre-record their 2-minute presentation so that the webinar host can take care of playing the recording to the attendees. But if we do not hear anything back from an author, their absence is seen as no-show. 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".
- Last-minute duties:
- Session modification: log in to your session dashboard. Here, you can edit your chairpersons, add public information to your session to be shown to the people reading the online programme, and 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. Let them know of any planned events associated with your session.
- Emphasize that authors must upload their presentation file for their 2-minute presentation at least 24 hours before the session starts.
- Authors being not able to present during the live session are asked to upload a pre-recorded presentation so that session attendees will have the chance of seeing the author's presentation.
- If authors cannot be present at all, they should indicate their absence in the system in order not to be judged as no-show.
3k. During the conference
- Please check that the chairpersons for your session are in place.
- Make sure to keep sessions on time. Virtual PICO sessions consist of up to 20 abstracts with a 2-minute oral presentation in one webinar where all presenting authors get presenter permissions. A conference assistant takes care of running the slides of the 2-minute presentations so that authors must not share their screen. Afterwards, each abstract has a breakout webinar assigned so that session attendees can chat with individual authors.