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General Assembly

Presenting at the General Assembly 2019: A quick ‘how to’ from the EGU

Presenting at the General Assembly 2019: A quick ‘how to’ from the EGU

The schedule is out, presentation slots have been assigned and it’s time to start thinking about putting yours together. Whether you have an oral, poster or PICO slot, we have a suite of simple guidelines to get you ready for the conference!

Orals

The guidelines for oral presentations are online. All oral presentations should have the dimensions 16:9 or 4:3 and last about 12 minutes, with 3 minutes for questions. Oral presentations take place over four 105-minute time blocks. Make sure you’re in the presentation room approximately 30 minutes before your time block starts, so your presentation can be uploaded or so you can connect your laptop to the system. There will be a lecture room assistant to help you get everything ready.

Posters

Guidelines for poster presentations are also online. Importantly, the poster boards landscape and are 1978 mm by 1183 mm. Posters should be hung between 08:00 and 08:30 on the day of your scheduled poster presentation using tape available from roaming assistants. Please retrieve your poster at the end of the day (between 19:00 and 19:30). Those that are not collected will be disposed of. By the start of the General Assembly, EGU will have sent your Authors in Attendance Time – during this time, you must be present at your display.

If there is a gap in the corresponding oral session, conveners may call upon poster presenters to give a short ad hoc summary of their posters. Therefore, it might be useful to have a couple of slides (1-2) prepared in advance to help illustrate your findings.

PICOs

For the seventh year now we have a different kind of presentation: Presenting Interactive COntent (PICO). The guidelines for PICO presentations are available online. PICO sessions combine the best of oral and poster presentations. Every PICO author presents their slides in a “2 minutes madness”. After these short presentations, all attendees have enough time to watch the presentation again on interactive screens and hold discussions with the author and other attendees. These presentations are shown on wide-screens, so we recommend producing Power Point or PDF presentations with an 16:9 aspect ratio. However, you can also prepare your presentation in the classic 4:3 format. The extra space is then used for the branding of the contribution as well as the navigation. For 16:9 presentations, if navigation buttons are needed, our PICO staff on-site at the conference determines the position of the buttons together with you, so they don’t detract from your presentation. One thing to keep in mind is that, unlike in the past, PICO presentations no longer support Prezi.

For tips on how to make a PICO presentation, why not download the How to make a PICO guide. For a first-hand account of what it’s like to take part in a PICO session, take a look at this post by early career scientists in the Seismology Division too.

Outstanding Student Poster and PICO (OSPP) Awards

If you are presenting a poster or PICO at the upcoming General Assembly you can have your presentation considered for an OSPP Award. Check out one of our earlier blog posts to learn more on how to register yourself for the award, as well as a watch our interview with OSPP judges explaining what they look for in a winning poster.

Social media guidelines

The EGU encourages an open dialogue on social media (Twitter, Facebook, etc.) and blogging platforms during the General Assembly. The default assumption is to allow open discussion of General Assembly oral, PICO, and poster presentations on social media. However, you can request that the contents of your presentation are not disseminated on social media. The icons below may be downloaded from the EGU General Assembly website to include on slides or posters to clearly express if you do or do not want your results posted on any social media networks or blogs.

So that conference participants can embrace social media while at the same time remaining respectful of presenting authors’ work and protecting their research output, we’ve put together some social media guidelines, which you can find on the EGU 2019 website.

Time Blocks

Timetabling at the General Assembly is organised into the following time blocks:

  • TB1 08:30–10:15
  • TB2 10:45–12:30
  • TB3 14:00–15:45
  • TB4 16:15–18:00
  • TB5: 18:00-19:00

There is free tea and coffee available in the poster halls in the breaks between TB1 & TB2 and TB3 & TB4. TB5 5 offers refreshments, and is dedicated to networking and additional poster viewing.

No-shows

If you already know that your abstract will not be presented, you are kindly requested to withdraw your corresponding abstract as soon as possible.

EGU 2019: Connect at the Networking & Early Career Scientists’ Zone

EGU 2019: Connect at the Networking & Early Career Scientists’ Zone

The EGU General Assembly, the largest geoscience conference in Europe, attracts more than 15,000 participants every year. While there are countless opportunities throughout the week to meet new people and reconnect with colleagues, the convention centre can be overwhelming, especially for early career scientists (ECS) and first-time attendees.

The Networking & Early Career Scientists’ Zone (formerly called the Early Career Scientists Lounge) on the Red Level of the conference centre is the perfect place to catch up with your peers and make new connections in a more relaxed setting.

Early Career Scientists checking the notice boards at the EGU General Assembly 2018 (Credit: Stephanie Zihms)

Early career scientists across all fields are encouraged to meet there to grab a coffee, hold informal discussions and perhaps even find opportunities for collaborations. Additionally, we hope that mentors and mentees participating in the General Assembly Mentoring Programme, as well as other meeting participants interested in networking, will meet here.

Stay up-to-date

Be sure to check out the zone’s community notice boards, where you can find information on various topics, like cultural activities in Vienna and division social events, taking place during the week of the conference. Your feedback to the ECS representatives is very welcome and can be posted on the suggestion boards too. You can also post your own flyers here to highlight sessions and events taking place throughout the week.

Attend and organise pop-up events

The Networking & ECS Zone also hosts a series of pop-up style events, from using poetry to communicate your science to giving research elevator pitches. Be sure to check out the notice boards to find more info on what drop-in sessions are scheduled for the week.

Interested in holding your own drop-in session? Participants are encouraged to organise pop-up events in the zone as well! A whiteboard, flipchart, and 42” screen with a notebook attached will be available in the main room for attendees to give ad-hoc presentations, plus two side room ‘pop-up spots’ can be used to hold informal sessions.

If you’d like to add a drop-in session to our schedule, you can contact the EGU communications officer with the pop-up event title, date, and time by 18 March. If you’d rather hold an impromptu session, such as a follow-up event to an over-subscribed short course, never fear! During the conference you can plan and host informal events on the spot; a sign-up sheet on the zone’s notice boards will be available for advertising drop-in sessions.

The EGU General Assembly is taking place in Vienna, Austria from 7 to 12 April. Check out the full session programme on the General Assembly website and follow the Assembly’s online conversation on Twitter (#EGU19 is the official conference hashtag) and Facebook.

Making a poster or PICO presentation: top tips from the Outstanding Student Poster and PICO (OSPP) Award judges

Making a poster or PICO presentation: top tips from the Outstanding Student Poster and PICO (OSPP) Award judges

Every year at the General Assembly hundreds of students present their research at the conference with a lot of time and effort going into preparing these presentations. With the aim to further improve the overall quality of poster presentations and more importantly, to encourage early career scientists to present their work in the form of a poster, the OSP Awards (as they were formerly known), were born. Since the 2016 General Assembly, PICO presentations have been included in the Outstanding Student Poster Awards, which have been renamed to Outstanding Student Poster and PICO (OSPP) Awards.

“There are a thousand posters in a hall, and they are all competing for attention,” highlights Niels Hovius of GFZ, German Research Centre for Geosciences and a former OSP Judge for the Geomorphology Division, “so, you need to stand out a little bit.”

But, how can you make sure your poster or PICO is a great presentation which achieves that?

At the 2015 General Assembly we spoke to some of the judges and past winners of the award and asked them to share their thoughts on what makes a top poster presentation.  We put their top tips together in this short video, which gives you a good idea of the key elements you ought to be thinking about when preparing your poster or PICO presentation.

If you are participating in OSPP, don’t forget to attach the OSPP label (blue SVGblue PNGyellow SVGyellow PNG) to your poster board. Alternatively, you might include the label in the poster itself. If you participate with a PICO, you are kindly asked to add the OSPP label to your PICO presentation header.

The OSP awards are presented at the level of the EGU Programme Groups which in 2015 saw an improved way of signing up for the award and also judging of the presentations. A post from the blog archives also has full details of how the presentations are evaluated and you can also find detailed information about the award on the EGU website.

The EGU General Assembly is taking place in Vienna, Austria from 7 to 12 April. Check out the full session programme on the General Assembly website and follow the Assembly’s online conversation on Twitter (#EGU19 is the official conference hashtag) and Facebook.

Make your EGU 2019 experience more environmentally friendly

Make your EGU 2019 experience more environmentally friendly

The annual EGU General Assembly, the largest geoscience conference in Europe, attracts more than 15,000 attendees to Vienna, Austria every year. With such a large number of participants, many flying to the Austrian capital to attend, the meeting has a large environmental impact.

Given this, the EGU is implementing a number of initiatives towards minimising the General Assembly’s carbon footprint. Today we’ve compiled a few of the ways the EGU is working to make your conference experience more environmentally friendly, and how you can help.

Travelling responsibly

The environmental cost of travelling hundreds to thousands of kilometres for a science meeting cannot be ignored.

To reduce this impact, we encourage participants to travel by train to Vienna when possible. For example, we are promoting a discount offered by SBB, the Swiss Federal Railways, to General Assembly participants traveling from Zurich, Switzerland to the meeting. As in previous years, we also encourage participants to use public transportation once in Vienna by including a weekly transportation pass with every week ticket to the meeting.

Looking for ways to make your conference travel carbon neutral? As a repeat from last year, we are giving meeting participants the opportunity to offset the CO2 emissions resulting from their travel to and from Vienna. To take part, simply select the ‘offset your carbon footprint’ option if registering online or through the on-site terminal stationed in the entrance hall of the convention centre.

Depending on the origin of your travel we charge you an amount to compensate your CO2 emissions. The money collected from you will then be forwarded to the Carbon Footprint campaign to be invested in one of the three projects participants can choose from.

If you opt to offset your carbon emissions, the money collected from you will then be forwarded to carbonfootprint.com to be invested in one of these three projects.

This carbon offset initiative was introduced during the 2018 General Assembly, with about 4,800 attendees, almost one third of the total meeting participants, taking part! We collectively raised nearly €17,000 for the carbon offsetting scheme, which was donated to a project that aims to reduce deforestation in Brazil.

Reducing and reusing

At the conference venue, the Austria Center Vienna (ACV), the EGU has been implementing several environmental measures with our carbon footprint in mind. The following actions from the EGU are focused on limiting the amount of waste generated at the meeting:

  • EGU’s daily newsletter at the General Assembly, EGU Today, will now only be available online, and we are moving towards producing digital versions of the programme book exclusively.
  • Carpeting will be limited to the poster halls on the basement level.
  • Lanyards used at the conference will be produced using 100% recycled material, and the badges contain FSC-recycled paper, which can be recycled in the paper products bins.
  • The plenary and division meetings will serve lunch bags with recyclable PET bottles, which will have designated boxes for disposal by the exits of the rooms.
  • Single-use water bottles will not be offered at coffee breaks. Instead water fountains will be placed throughout the centre. Bringing your own water bottle and mug for hot drinks is highly encouraged! We will also sell multi-use water bottles and coffee mugs at the EGU booth.

The ACV also has a number of green measures in place, including having energy-saving LEDs throughout the centre, using a solar array to heat the water used in the kitchens and toilets, and working with an in-house catering company compliant with green standards.

Join the discussion

If you would like to learn more about the EGU’s efforts to make the General Assembly more sustainable and share your own ideas to make the meeting more environmentally friendly, we encourage to participate in the townhall session “The carbon footprint of EGU’s General Assembly,” taking place on Thursday 11 April, 19:00-20:00 in room -2.47 of the convention centre.

The EGU General Assembly is taking place in Vienna, Austria from 7 to 12 April. Check out the full session programme on the General Assembly website and follow the Assembly’s online conversation on Twitter (#EGU19 is the official conference hashtag) and Facebook.