Timeline

23 July: Names of invited authors must be entered in the abstract management system. 
6 August: Abstract and Town Hall submission deadline
28 August: Abstract scheduling begins. Note: a Tutorial is available for your reference.
7 September: Abstract scheduling ends
1 October: Scientific program is published and letters of notification are emailed
14 November: Discount registration and housing deadline

View Convener Scheduling Instructions

 

Search and view sessions and abstracts submitted by your colleagues

 

Key Deadlines and Dates: From Abstract Opening through the Abstract Deadline

23 July: All Invited Authors must be entered in the Abstract Management System. Note: a Tutorial is available for your reference.
6 August: Abstract and Town Hall Submission Deadline

Invited Author Guidelines

Instructions for adding your Invited Authors to the abstract management system were included in your electronic acceptance letter and are available to download. Note: a Tutorial is available for your reference. Please email abstracts@agu.org if you have questions about the process.

Electronic invitations will be sent to your Invited Authors in real time through the abstract management system. Invited Authors will need to accept the invitation prior to submitting the invited abstract. You will be able to track invitation status as well as view submitted abstracts to your session by accessing the abstract management system.

Things to remember:

  • Invited Authors are NOT guaranteed an oral presentation.
  • Invited Authors MUST be AGU members. If you have any questions regarding membership status of an invited author, please email abstracts@agu.org.
  • Session conveners must identify Invited Authors and issue an invitation in the abstract management system no later than 23 July 2014.
  • A person may not be invited to submit an abstract to more than two (2) sessions.
  • Invited Authors will receive an email with instructions for submitting the invited abstract. They will not be able to submit as an Invited Author until after receiving email instructions.
  • Conveners may NOT be an Invited Author or Presenter on an abstract submitted to a session which they are convening.
  • Invited Authors do NOT receive discounted abstract fees, registration fees, or travel reimbursement.

Key  Deadlines and Dates: From the Abstract Deadline through Abstract Scheduling

28 August: Abstract scheduling begins
7 September: Abstract scheduling ends
1 October: Scientific program is published and letters of notification are emailed
14 November: Discount Registration and Housing Deadline

Guidelines for Scheduling Sessions

  • Conveners will receive scheduling access to the abstract management system on 28 August through 5 September. Scheduling must be completed within this timeframe.
  • 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 rejection of the abstract to the Program Committee. Complete policies regarding AGU abstract submissions can be found on the Fall Meeting website.
  • 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 Program Committee Meeting in September.
  • 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 by the Program Committee 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.  Adjustments may include:
    • Moving papers to alternative sessions to avoid conflicts.
    • Changing the duration of presentations.
    • Changing the type of session.
    • Rejecting inappropriate papers.
    • Once sessions are scheduled by the Program Committee, they CANNOT be moved or changed.

Scheduling Check List

  • Review all abstracts submitted to your session for relevance within your session.
  • Each abstract should be scheduled in a session allocated to you by the Program Committee.
  • Abstracts within oral sessions should be given a duration and ordered. Abstracts within poster sessions should be ordered as you would like them to appear in the poster hall.
  • Assign an Outstanding Student Paper Award (OSPA) liaison. More information about the OSPA liaison designation is below.
  • Assign chairs for each session.
  • Oral sessions must have a minimum of two chairs. Poster sessions must have at least one chair.

Convener Role: Individuals responsible for the overall organization of a Fall Meeting session. Responsibilities include proposing a Fall Meeting session, soliciting abstract submissions for the session, reviewing abstracts submitted to the session, and scheduling abstracts within the session.

Chair Role: Individual(s) who are physically present during the session at Fall Meeting. Session Chair responsibilities include speaker introductions, facilitating Q&A between the audience and speakers, keeping time for each speaker, and encouraging discussion. Conveners must identify two Chairs for each oral session and one Chair for each poster session. The Primary Convener or Co-Conveners may serve as chairs.

Session Information

Oral Sessions:

  • An oral session is 2 hours in length with no breaks. There are two  morning time slots: 8:00 A.M.-10:00 A.M.  and 10:20 A.M.-12:20 A.M.. There are two afternoon time slots: 1:40 P.M.-3:40 P.M. and 4:00 P.M.-6:00 P.M.
  • A typical oral session contains eight (8) papers; however, you may schedule your session in alternate formats (i.e., six 20-minute talks or four 30-minute talks). Conveners are encouraged to include discussion time.
  • The standard time for a contributed presentation is 15 minutes (10-minutes of presentation time plus 5 minutes of discussion time). Invited presentations may be given longer presentation times, but this extended time must work within the standard session times.

 Poster Sessions:

  • A standard poster session should contain approximately 25 papers. Morning poster sessions are scheduled 8:00 A.M.-12:20 P.M., and afternoon poster sessions are scheduled 1:40 P.M.-6:00 P.M..

Outstanding Student Paper Awards (OSPA)

Conveners must designate an OSPA Liaison during the scheduling process. The role of the OSPA Liaison is to assist the coordinators for each Section and Focus Group to ensure that all students who wish to be considered are evaluated.

Liaisons will be contacted by the OSPA coordinator for their Section/Focus Group and will be responsible for helping fill three 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. Liaisons may choose to judge students in their session if they do not have a conflict of interest.