Thank you for your willingness to participate in the organization of the EGU General Assembly as a convener. Here we provide information to help you in all stages of proposing and convening a session. Information will be added to this page step-by-step as we approach the event.
- The scientific programme of the EGU General Assembly is organized by the Programme Committee, including Chairs and Science Officers of different Programme Groups (PGs).
- Conveners are assisted by the staff of Copernicus Meetings, which inform them by email of all the deadlines and milestones with regard to the organization of their sessions. Conveners use the Copernicus Office Meeting Organizer online system to submit and organize their sessions (see below). Copernicus Meetings can be contacted at email@example.com.
Session submission: general information
The EGU General Assembly programme is organized into several Programme Groups (PGs) and their respective sessions. Sessions are distributed amongst disciplinary, inter- and transdisciplinary (ITS), education and outreach (EOS), union-wide (e.g. Union Symposia, Great Debates), and community-led.
The programme is built in three main steps following the timing in the deadlines and milestones table.
- Call-for-skeleton programme: the PG Chairs are asked to implement sub-Programme Groups in their respective PG to guide session submission.
- Public call-for-session proposals: the public is invited to suggest sessions.
- Session programme finalization: the PG Chairs and their scientific officers are asked to compile their session programme from the proposed sessions before the public call-for-abstracts.
Public call-for-session proposals
Session proposals can be submitted during the public call-for-session, before the session submission deadline: 14 September 2023.
During the call-for-session proposals, EGU accepts proposals for the following sessions (check their respective guidelines for further information):
- Regular scientific sessions (organized by a leading PG)
- Inter- and Transdisciplinary sessions (ITS)
- Education and Outreach sessions (EOS)
- Union Symposia (US) and Great Debates (GDB)
- Short courses (SC)
To submit a session proposal to the EGU General Assembly programme, please first have a look at the provisional skeleton programme implemented by the PG Chairs.
When submitting a session, the following steps are required:
- Submit your session proposal to one Programme Group (PG) only. This will be the leading PG of your session and the PG Chair will be responsible for the organization of your session in the programme. Programme Groups and their Chairs and Science Officers are listed here.
- Define your session with a title and a short description (200–2500 characters). Avoid submitting a session that is similar to sessions already suggested. Rather, contact conveners or directly propose modifications to already suggested sessions if you would like to be involved.
- Identify the lead convener and co-conveners (more information below).
- Optionally, identify (co-)conveners as Early Career Scientists (ECS), if applicable.
- Identify one of the conveners as being responsible for the Outstanding Student and PhD candidate Presentation (OSPP) competition in your session.
- Define keywords from the EGU keyword list. Keywords are used by PG Chairs to identify potential session similarities when finalizing the programme and during session scheduling. They are not used for online search tools. Typing in the keyword box will bring up suggestions from the EGU keyword list.
- Indicate other Programme Groups to suggest potential co-organization with other PGs, if relevant (see below). This is a suggestion only; the final decision is taken by the PG Chairs when they finalize their programme.
- Indicate whether your session is to be co-sponsored by a colleague science organization (see below).
- 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 at the list of the EGU's topical journals as well as EGU's proceedings series Advances in Geosciences.
The Programme Group Chairs and officers will build their PG session programme from the sessions proposed.
Conveners will be informed of the status of the session they proposed by email in October. The Chair of the Programme Group where the session was proposed can accept the sessions as they were proposed, suggest changes for the sake of clarity of the final programme, and also request conveners of sessions that are similar to merge.
Convener teams and convenerships
- The 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, as well as (iii) different genders and all other forms of diversity.
- The EGU Equality, Diversity and Inclusion (EDI) Committee created the EDI session logo to be added to your session if your convener team fulfils the 3 criteria of diversity in gender, career stage, and geographic affiliation. An automatic check and assignment of this EDI logo is applied if all conveners have filled their user profile. If individual conveners have not filled their user profile, you will be asked to manually indicate whether the diversity criteria are fulfilled. We then kindly ask you to encourage your colleagues to complete their profile online.
- 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 that one can have a maximum of 3 (co-)convenerships in total in the Programme Group-led sessions, with one as lead convener. One additional co-convenership for Union Symposia and Great Debates is allowed. Short Courses are not counted towards the number of convenerships.
- Please check with all co-conveners that they agree to take part in the proposed session.
- Authors (first and co-authors) cannot have a solicited presentation in a session they (co-)convene.
- Conveners do not automatically obtain discounts or waivers on the abstract processing charges or the registration fee. If eligible, they can apply to EGU participation support schemes when applications are open during the call-for-abstracts.
- Conveners should comply to the EGU General Assembly rules of conduct.
Session co-organization and co-sponsoring
Session co-organizing by Programme Groups
Conveners can suggest other Programme Groups to co-organize their session when submitting a session proposal. The Chair of the PG hosting the session is responsible for sending the invitations for co-organization. Acceptance of these suggestions lies with the receiving PG Chair(s). Co-organized sessions are supposed to be truly multi-disciplinary in nature and to entail active involvement (through convenership) of members identifying with all co-organizing Programme Groups.
Session co-sponsoring by colleague science organizations
The EGU encourages session co-sponsoring 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) co-sponsoring should be reciprocal, involving sessions at meetings of both partners, (ii) the session has conveners from both organizations, (iii) the colleague organization agrees to session co-sponsoring, and (iv) session co-sponsoring is intended for colleague scientific organizations and does not imply funding. A co-sponsoring organization should furthermore not influence the work of the conveners or the content of the session. Programme Group Chairs decide on co-sponsoring of a session within their respective Programme Group. During session submission you will be asked to confirm that the colleague science organization agrees with the co-sponsoring.
Copernicus Office Meeting Organizer online system
- Conveners use the tools of the Copernicus Office Meeting Organizer online system. For this purpose, they need a user account (ID and password). Only registered conveners can access the online system, and the ID cannot be shared with others.
- Conveners can create or update their user account, including updating their email address at: https://administrator.copernicus.org/personal_data.
- Names and affiliations of conveners and co-conveners are listed in the programme for each session. Other personal details (e.g. email) are only displayed if explicitly permitted by the conveners in their personal account. The Programme Committee strongly recommends conveners to display at least their email information to allow authors and PG Chairs to contact them if any questions related to their session arise.
- When submitting a session proposal, conveners and co-conveners are entered by first name, last name, and email. If these data match an existing user ID, they are connected to this ID. Conveners and co-conveners who already have an ID should be registered with the email address associated with that ID. This is to avoid multiple IDs for the same person and associated login problems.