Thank you for convening a session at the ICG2022. Here we provide information to help you in all stages of the convening process.
1. Practical information
- Conveners and co-conveners are assisted by the staff of Copernicus Meetings. Copernicus Meetings will inform you about all deadlines and milestones with regard to the organization of your session. Copernicus Meetings can be contacted at icg2022@copernicus.org.
- You will be asked to use the tools of the Copernicus Office Meeting Organizer online system. For this purpose, you receive a user account (ID and password). If you already have a Copernicus account, please use the same email address as linked to the user account to avoid double registration (you can update your personal data on your user account by connecting to Copernicus Office).
- Only registered conveners can access the online system. Your ID should not be shared with others.
- All links and related instructions will be given by email.
- Please note that the programme lists the names of conveners and co-conveners for each session as well as their affiliation(s). Here, personal details such as telephone number and email are only displayed if permitted by the user. To do this, please log in to your personal data and mark the respective public directory entries. The Organizing Committee strongly recommends displaying at least your email information so authors can reach you in case of questions or last-minute changes.
- Conveners do not obtain discounts on abstract processing charges or the registration fee.
2. Presentation guidelines
Scientific presentations at the conference
The ICG2022 facilitates the presentation of scientific results in the form of poster and oral presentations in physical sessions on site in Coimbra.
3. Convener tasks and convener tools
3a. Convener teams and convenerships
- A convener team consists of a minimum of 2 active conveners per session.
- Oral/poster sessions require at least two conveners to be on site at the conference. If this cannot be guaranteed, two chairpersons must be assigned (see point 3e) and be available on site to guide the session.
3b. Advertise your session to your scientific community
It is the responsibility of conveners to advertise their session. The Organizing Committee will advertise the conference and the entire programme, but not individual sessions. Email lists cannot be provided for data privacy reasons.
3c. Session modification
The session modification tool enables you to modify the title as well as the description of your session during the Session Organization stages. The session modification tool also provides you with up-to-date information and statistics about the contributions to your session during the whole period of the Session and Programme Organization. This web interface is the starting point for the other tools mentioned below. You can access the session programme and monitor your session after logging in by using the convener login link.
The conveners can make changes to the conveners team (adding/removing conveners, changing the order of 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 convener listing.
The session modification tool also provides a convener mail tool. This mail tool allows you to communicate session-relevant items to the authors of your session, for example updates to the schedule or a session social event. Please communicate only conference-related topics.
We encourage the use of gender-neutral language in all communications.
3d. Abstract implementation and late abstracts (21 April – 3 May 2022)
During the abstract implementation phase, you are asked to review abstracts originally submitted to your session, those which are suggested to be transferred to your session, as well as abstracts without an assignment. In addition, you may upload late contributions by the strict deadline of 3 May 2022, 13:00 CEST. Please note the guidelines for abstract submission. The outcome of this tool is the final list of active contributions to be scheduled in your session.
3e. Presentation selection (26 May – 8 June 2022)
The organizing committee will schedule your session and you will be informed by email when your time is assigned. In SOIII you will be asked to do the following:
- Subdivide the abstracts into oral and poster presentations.
- Define the ordering of the talks and posters.
- Assign invited abstracts.
- Define the length of each talk.
- Define at least two chairpersons for every oral or poster time block.
Your selections will generate a draft session programme with a subdivision of the different times for the presentations. Missing information will be filled in by the organizing committee. All authors will receive their letter of schedule by email, mentioning the actual time and location of their presentation.
Information on invited abstracts
invited submissions are those abstracts that you would like to particularly highlight in your session. Please note the following:
- You can assign the status of "invited" to oral or poster abstracts when you compile your final programme.
- Authors of invited abstracts do not receive discounted abstract processing charges, registration fees, or travel reimbursement.
3f. The weeks before the conference and last-minute duties
Please monitor your session through the session modification tool up to the scheduled presentation time. In particular, we ask you to do the following:
- Select two chairpersons per session block (for oral or poster blocks).
- Please check the last-minute duties below.
Daily programme
If you have any modifications in your session programme after uploading the final meeting programme, please forward this information directly to icg2022@copernicus.org.
Late withdrawals and no-shows
We kindly ask authors to withdraw abstracts as early as possible when they realize they will not be able to present the work. Early withdrawal allows conveners to still fill a possible gap in their oral programme. It also helps the conference organizers to reduce the number of empty poster boards.
If an oral presentation in your session programme is marked as withdrawn, please fill the gap in the oral programme with discussions, with an oral summary of posters of your session, or with a standby oral presentation by a poster author. If a poster author agrees to give an oral presentation, please send the programme change to icg2022@copernicus.org, including abstract numbers.
Last-minute duties
- Session modification: log in to your session dashboard. Here, you can edit your chairpersons, add public information to your session to be shown to the people reading the online programme, and find the mailing list of your corresponding authors for final information you would like to provide.
- Contact your authors and chairpersons by email. Please make sure that they are all attending. Let them know of any planned events associated with your session.
- Withdrawn abstracts: take a look at your programme online to see whether you have any abstracts marked as withdrawn. Please fill the gaps in the oral programme with discussions, with an oral summary of posters of your session, or with a standby oral presentation by a poster author. If a poster author agrees to give an oral presentation, please send the programme change to icg2022@copernicus.org, including the abstract number.
