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.

  1. The scientific programme of the EGU General Assembly is organized by the Programme Committee, including Chairs and Science Officers of different Programme Groups (PGs).
  2. 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 egu24@copernicus.org.
For a glimpse of what is expected from conveners during the EGU General Assembly, you are invited to watch this short video.

Convener teams and convenerships

Copernicus Office Meeting Organizer online system

Current/upcoming tasks

Thank you for convening a session at the EGU General Assembly. Here we provide information to help you in all stages of the convening process.

Important: Please note that the programme lists the names of conveners and co-conveners for each session as well as their affiliation(s). Personal information such as email addresses are only displayed if permitted by the user. To allow the display of their emails and facilitate contact with authors, conveners can log in to their personal account data and mark the respective public directory entries. The Programme Committee strongly recommends displaying your email information at the very least, so authors and Programme Group chairs can reach you in case of any questions or last-minute changes.

SOIII – presentation selection

In SOIII, conveners organize the presentations in their session. EGU strongly encourages conveners to consider and promote 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.

Conveners are asked to do the following:

  1. For oral/poster sessions, subdivide the abstracts into oral, on-site poster, and virtual poster presentations. For poster-only and PICO sessions, the abstracts are already marked as posters or PICO presentations (on-site or virtual).
  2. For all types of sessions, define the order (sequence) of the talks and posters, or PICO presentations.
  3. Assign solicited abstracts (see below). Conveners should aim for no more than one solicited presentation per time block. Conveners can (but are not obliged to) attribute a 10-minute, 20-minute, or 30-minute time slot (their choice) to one solicited presentation per time block.
  4. Define at least two chairpersons for every time block, who will both be present on-site at the conference. If none of the conveners aim to be present on-site, a chairperson who is not a convener can also be appointed.

Conveners should keep in mind that:

  1. Conveners must keep the scheduled presentations within the time block(s) assigned to their session. Each time block has a duration of 105 minutes.
  2. Each oral presentation has a total duration of 10 minutes. This includes the time for questions and change over.
  3. Conveners can schedule a slot of 5 minutes for an introduction to their session.
  4. Conveners are encouraged to use the button "Add subtitle" to structure their session in a meaningful and lively way, to a maximum of 3 uses per time block. This could be utilized for closure or discussion following a sequence of three to four presentations sharing a similar topic.
  5. (Co-)conveners cannot be the presenting author, and are discouraged from being a co-author, in oral presentations in a session they convene.
  6. After SOIII, a draft session programme is generated with the specific times for the presentations in the session. Any missing information from SOIII will be filled in by the Programme Group chair. After finalization, all authors receive their letter of schedule by email, mentioning the day, time and location of their presentation.

Additional information on solicited abstracts

Conveners can assign the status of "solicited" to an oral, poster, or PICO presentation when they compile their programme in SOIII. Solicited presentations are those abstracts that conveners would particularly like to highlight in their session. Conveners should note the following:

  1. A session can only have one solicited abstract per time block. In very rare circumstances, Programme Group chairs can decide if an exception to this rule can be made.
  2. Authors (first and co-authors) cannot have a solicited presentation in a session they (co-)convene.
  3. Conveners can indicate the name(s) of the solicited presenter(s) at the end of the description of their session. This can be done by using the session modification tool, with access through the convener login link in the session programme.
  4. Authors of solicited abstracts do not receive discounted abstract processing charges, registration fees, or travel reimbursement.

The main time blocks of the General Assembly

Time block (TB) Time (CEST)
TB1 08:30–10:15
AM Coffee break 10:15–10:45
TB2 10:45–12:30
Lunch 12:30–14:00
TB3 14:00–15:45
PM Coffee break 15:45–16:15
TB4 16:15–18:00
Networking 18:00–19:00
Medal & Award lectures, evening events 19:00 & onward

Practical information

Previous tools/tasks

Public call-for-session proposals

Session submission: general information

Session co-organization and co-sponsoring

Support application assignment & rating (December)

Abstract submission & solicited abstract TANs (November to January)

SOI – abstract implementation & late abstracts (January)

SOII – session tagging