Run your own event at EGU24 with the pop-up networking scheduler!

Run your own event at EGU24 with the pop-up networking scheduler!

Pop-up networking returns for the #EGU24 General Assembly! Attendees can add their own events to the conference programme using the pop-up scheduling tool. Events can be virtual or in-person, and include a number of tagging options to communicate the event theme to other attendees.

The pop-up networking scheduling tool is live right now! Anyone attending EGU24 can organise an event using the scheduling tool; be sure to have your Copernicus login details to hand when you do. Events can be of any kind – from large to small – throughout the entire week of the Assembly, 15 – 19 April. From finding a space for focused discussion or to hosting a spontaneous networking event, the scheduler offers a range of in-person and virtual locations for both the in-person and virtual conference centre, whilst also including the option to advertise community events in locations outside of the centre.

How to use the pop-up scheduling tool

Both the tool and the pop-up events can be found in the conference programme. When selecting the programme group, scroll to the “Community-led” group and then click on the “pop-up networking” sub-group. The pop-up networking webpage will display the list of pop-up events. At the top of the page click on the “schedule your own pop-up networking event”.

Using the Pop-up Networking Scheduler requires just three simple steps:

  1. Enter the event title description, date, and time,
  2. Choose any number of event tags to communicate the event topic and scope,
  3. Select the event date and location, which could be from a number of on-site choices, an off-site location a virtual event at the EGU virtual conference centre, or a virtual event hosted on a different platform.

Selecting one or more event tags make it easier for others to find your event in the programme. These include many of the cross-cutting themes of the General Assembly – such as ‘Policy’, ‘Education’ or ‘Equality, Diversity and Inclusion (EDI)’ – and tags which indicate your intended audience – such as ‘Early Career Scientist (ECS)’, ‘Union-wide’ or ‘Division event’.

Your event can be located at a number of on-site spaces, all of which will have signage to communicate that the space is used for pop-up networking events. New this year is the EGU job spot – perfect for events dedicated to events under the job and careers theme.

Virtual events can choose to use the EGU24 virtual conference centre in Gather.Town, an online spatial video conferencing tool. In Gather.Town attendees control an avatar to navigate the virtual space with proximity based video and audio; when attendee avatars approach each other they will be able to see and speak to each other and these functions will close when you move away. Guidelines with more detail on how to use Gather.Town will be published soon on the website.

Finally, both in-person and virtual events can also be organised beyond the official locations. This allows organisers to advertise in-person events happening off-site in Vienna or virtual events using platforms other than the EGU24 Gather.Town.

Once submitted, your Pop-up event will be added to the conference programme. Simply return to the “pop-up networking events” programme sub-group mentioned before. Browsing the events can be refined by selecting the different event tags, with all events sorted by date and time.

Inspiration for pop-up scheduling events

Attendees looking for inspiration may look to the pop-up events of the previous year’s general assemblies. In-person events have included:

  • informal post-session discussions.
  • networking coffee breaks, picnics and lunches.
  • evening dinners.
  • cultural events in Vienna.
  • group playground visits for attendees with children.
  • meet-ups for users of particular social media networks.
  • networking between potential employers and job-seekers.
  • meeting the organisers of community events, such as the Early Career Scientist Representatives.

Virtual pop-up events benefit from a wide selection of engaging platforms. The EGU24 Gather.Town hosts its own networking zone, however you can link to any platform you like. Previously members have used:

  • Animal Crossinga video game on the Nintendo Switch, where users can build their own community of anthropomorphic animals. At the 2020 General Assembly, science-artist Kelly Stanford built her own Sci-comm island complete with a treasure hunt.
  • Discord: a popular community-building platform where attendees can join different channels – or topics – where they may communicate through text chat, voice, or video. EGU Pride, the Union’s network for LGBTQIA+ members, socialises using Discord.
  • Twitch: This popular live-streaming service is used for everything from talk shows to cooking and video gaming. Attendees can watch live demonstrations or performances whilst asking questions or converse using the text-based chat.
  • Zoom: The now-familiar video conferencing platform provides accessible tools which allow for face-to-face meetings, including the capability for larger sessions to be split into smaller groups, or “breakout rooms”. EGU uses Zoom outside of the General Assembly to host virtual events such as networking sessions and scientific seminars for Early Career Scientists, science-for-policy hangouts, and webinars.
  • Video-sharing platforms: Looking to share your favourite sci-comm videos with colleagues, indulge your favourite nature documentary, or reflect on presentations past? Platforms like tv and Watch2gether allow you to watch content together with other attendees from video services like Youtube or Vimeo with minimal effort.

The EGU community is a foundational to how the Union is organised and runs, and the General Assembly is no different; the pop-up networking scheduler was introduced to support community-led events at the Assembly. If you’re looking to meet more of the community, foster discussion, or build on topics in the programme be sure to return the pop-up networking events page throughout the week, and consider adding your own!

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Simon Clark is the Project Manager at the European Geosciences Union, where he oversee project, community, and organisational development. Simon is also the point of contact for early career scientists (ECS) at the EGU Executive Office. They have a PhD in Ecohydraulics and Environmental Engineering from the University of Liverpool, UK. Beyond research, Simon also has a strong interest in science-communication, -art, and -storytelling. You can find Simon on twitter @kelpiesi.

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