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
For a glimpse of what is expected from conveners during the EGU General Assembly, you are invited to watch this short video.

The weeks before the conference and last-minute duties

Conveners are strongly encouraged to review their session information through the session modification tool up to the scheduled presentation time.

Conveners should also:

  1. Select a minimum of two chairpersons per session time block, as is appropriate for your format. Conveners should ensure that at least one chairperson can run the on-site session in the conference centre, and a second chairperson can moderate and interact with the virtual attendees and presenters. For PICO sessions, conveners should be aware that two on-site chairs will be needed, one to take care of on-site presenters, and one to manage the interactions of the on-site attendees with the virtual presenters via the large presentation screen.
  2. Nominate 3 to 5 judges per presentation participating in the OSPP contest for posters and PICO presentations.
  3. Add public information to the session for people to read in the virtual programme.
  4. Use the mailing list tool (individual emails are not shown) to contact the authors presenting in the session for any final information and essential communication.
  5. Make sure that authors are all attending and have uploaded their presentation files (at least 24 hours prior to the session start).
  6. Let authors know of any planned events associated with the session.

Session modification

The session modification tool enables conveners to modify the title as well as the description of their session before the final programme is published. If the modifications are significant, conveners must first directly contact their Programme Group chair or scientific officer to discuss the proposed changes.

Once the programme is published, conveners can add public information on the session, to be visible in the programme. This supplementary information appears in addition to the session description, which is already available and visible, and should be concise.

The session modification tool also provides conveners with up-to-date information and statistics about the contributions to their session during the whole period of the session and programme organisation. Conveners can access the session programme and monitor their session after logging in by using the convener login link.

The lead convener can make changes to the co-convener team (adding/removing co-conveners, changing the order of co-conveners) using the session modification tool until the programme is published. Once the programme is published, it will no longer be possible to make changes to the co-convener listing.

The session modification tool also provides a convener mail tool. This mail tool allows conveners to communicate session-relevant items to the authors of their session. This mail tool is to be used to communicate only EGU General Assembly-related matters. We encourage announcements of special issues in the EGU's topical journals or the EGU's proceedings series Advances in Geosciences, but do not allow advertisement of special issues with other publishers.

We encourage the use of gender-neutral language in all communications. Some examples can be found in this guide and related blog post.

Outstanding Student and PhD candidate Presentation (OSPP) Contest

In the session dashboard, please check if any poster or PICO presenters participate in the OSPP contest. For each participating presentation, at least three judges need to be identified by the session conveners via the linked OSPP nominator tool. Conveners can choose volunteers from the list of available judges, chairs or conveners of the session, or add colleagues as judges (making sure beforehand they agree to serve as a judge and that they will attend EGU). Judges are not allowed to be co-authors of the abstract they evaluate; they need to have earned a PhD or equivalent; and cannot participate in the OSPP contest.

Daily programme

If you have any last minute modifications to your session programme, please forward this information directly to If feasible, these changes will be included in the daily programme of each lecture room and PICO spot to be displayed on-site. Changes to the on-site daily programme are only possible until 8 April 2024.

Late withdrawals and no-shows

We kindly ask authors to withdraw abstracts as early as possible when they realise they will not be able to present their work. If an oral presentation in a session programme is marked as withdrawn, the conveners can make constructive use of the time, e.g., with discussions, with an oral summary of posters of the session, or with a standby oral presentation given by a poster author. If a poster author agrees to give an oral presentation, please send the programme change before 9 April 2024 to, including the relevant abstract number.

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 in either case, the abstract will be withdrawn from the online programme. The title will be marked with "withdrawn after no-show".

At the conference

Conveners are responsible for the smooth operation of their session and should:

  1. Check that the session chairpersons are in attendance.
  2. Make sure to keep sessions on time. All oral presentation times include the time for questions and change over to the next speaker.
  3. Keep in mind that the fully-hybrid session approach involves speakers and audience split in virtual and on-site groups. Virtual presenters need the same attention as on-site presenters and questions can come from on-site attendees as well as virtual attendees through the Zoom chat.
  4. Ensure that presenters stand directly behind the lectern throughout their presentation in order for them to be properly framed by the video camera and thus viewable by the virtual attendees. Presenters must also make use of the lectern microphone, so that virtual attendees in Zoom can follow the session.
  5. For attendees in the room or PICO Spot, these audience members must also make sure they use the microphone available to them when asking a question or making a comment. Apart from allowing the virtual attendees to hear the question, it also helps any attendees who may be hard of hearing, deaf or who have auditory processing issues, to follow the session. Large rooms have mounted microphones, where people can queue by the end of the presentation.
  6. Convener nominated chairpersons must also use the designated chairperson microphone when moderating the session. It is the responsibility of the chairperson to remind presenters and audience members to always use the microphone when speaking, or repeat questions through their own microphone.
  7. Presenters can indicate specific information on their presentation with the wireless presenter device provided at the lectern. The wireless presenter device transmits the pointing signal both projected screen in the room, and on Zoom for the virtual attendees.
  8. Ensure that at least one of the chairpersons is present in Gather.Town. during virtual poster sessions.
  9. Carefully review the presenter guidelines, and share them with presenters in your session.
  10. Enjoy the session, the science, and the networking opportunities at the EGU General Assembly!

Convener teams and convenerships

Copernicus Office Meeting Organizer online system

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

SOIII – presentation selection