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Key Deadlines and Dates
24 July: All invited authors must be entered in Abstract Central
6 August: Abstract Submission and Town Hall Deadline
28 August: Abstract scheduling begins
8 September: Abstract scheduling deadline
1 October: Scientific program is published and acceptance letters are emailed
8 November: Discount Registration and Housing Deadline
- An oral session is 2 hours in length with no breaks. There are 2 morning time slots: 0800h-1000h and 1020h-1220h. There are 2 afternoon time slots: 1340h-1540h and 1600h-1800h.
- A typical oral session contains 8 papers; however, you may schedule your session in alternate formats. For example, six 20-minute talks or four 30-minute talks.
- Presentation Time: The standard time for a contributed presentation is 15 minutes (10 minutes presentation time plus 5 minutes discussion time). Invited presentations may be given longer presentation times, but this extended time must work within the standard session times.
- A standard poster session should contain roughly 25 papers. Morning poster sessions are scheduled 0800h-1220h, and afternoon poster sessions are scheduled 1340h-1800h.
Guidelines for Scheduling Sessions
- Conveners are responsible for reviewing all abstracts submitted to their session. Conveners do not have the authority to reject an abstract. If an abstract is not appropriate for the session, the convener may return the abstract to the appropriate program committee member, or recommend its rejection to the Program Committee. Complete guidelines regarding AGU abstract submissions can be found at http://www.agu.org/meetings/sess_abst.shtml
- Session conveners can only propose a session outline for approval by the Program Committee. The Program Committee has the final approval for scheduling all abstracts and sessions for the meeting. This includes the day, type of session, and papers within the session.
- An abstract can be scheduled in only one session.
- Your Program Committee representative will provide you with a tentative number of oral and/or poster sessions that can be scheduled. Note that the type and number of sessions will be finalized at the September Program Committee Meeting.
- Session conveners must not provide information to authors regarding session schedules. Please do not relay or guarantee information to authors about sessions regarding type of presentation, duration, date, or other scheduling-related matters. These decisions will be approved and finalized in late-September.
- The Program Committee has the final authority to make adjustments to all proposed schedules in order to ensure the success of the meeting plan. Adjustments may include moving papers to alternative sessions to avoid conflicts, changing the duration of presentations, changing the type of session, and rejecting inappropriate papers.
- Once sessions are scheduled, they cannot be moved or changed.
Invited Author Guidelines
- Session conveners must enter the names of all Invited Authors into the system no later than 24 July 2013.
- A person may not be invited to submit an abstract to more than two (2) sessions.
- Invited Authors will receive an email with instructions after the Invited role has been assigned to their account in the system. They will not be able to submit as Invited until after receiving email instructions.
- A First Author may NOT be an Invited Author or Presenter on an abstract submitted to a session which they are convening.
- Invited Authors are not guaranteed an oral presentation.
- Invited Authors do not receive discounted abstract fees, registration fees, or travel reimbursement.
- If you are unable to locate an invited author, please email firstname.lastname@example.org the name, affiliation and email address of the invited author.
Outstanding Student Paper Awards
Each year, almost 5,000 students request to be considered for an Outstanding Student Paper Award (OSPA). The role of OSPA Liaison was created in order to help the Coordinators for each section and focus group ensure that all students who wish to be considered are evaluated. During the Fall Meeting Session Organizing stage, conveners will be asked to designate an OSPA Liaison. What does this mean?
Liaisons will be contacted by the OSPA Coordinator for their section/focus group and will be responsible for helping fill 3 judging slots for each student. Liaisons should use their professional network in order to ask friends and colleagues to serve as judges. Liaisons will receive information from their Coordinator as to which students in their session are to be judged for the OSPA. They may choose to do the judging of the students in their session themselves if they do not have a conflict of interest.