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call for sessions

Shape the EGU 2019 scientific programme: The call for sessions is open!

Shape the EGU 2019 scientific programme: The call for sessions is open!

Do you enjoy the EGU’s annual General Assembly but wish you could play a more active role in shaping the scientific programme? Now is your chance!

From today, until 6 Sep 2018, you can suggest:

  • Sessions (with conveners and description),
  • Short Courses, or;
  • Modifications to the existing skeleton programme sessions

Plus from now until 18 January 2019, you can propose townhall meetings. It’s important to note that, for this year’s General Assembly, session proposals for Union Symposia and Great Debates are due by 15 August 2018.

Explore the EGU 2019 Programme Groups (PGs) to get a feel for the already proposed sessions and to decide which PG would be the best fit for your session. When proposing a session, it’s strongly encouraged to form convener teams that reflect diversity in countries/institutes, gender and career level. A minimum of two conveners  and a maximum of five conveners per session is generally desirable.

Does your idea for a session fall under the remit of two (or more) PGs? Co-organization is possible and encouraged between groups! Put your session proposal into one PG, and you will be able to choose other PGs that you believe should be approached for co-organization.

EGU introduced the programme group Interdisciplinary Events (IE) in 2016, which has now been renamed to Inter- and Transdisciplinary Sessions (ITS). ITS looks for links between disciplines in a coordinated and coherent effort, trying to create new approaches that would not be possible if handled separately. ITS has four sub-programme groups that highlight new themes each year. If you plan to propose an Inter- and Transdisciplinary Session, please submit your proposal in programme group ITS and indicate relevant other programme groups in the session description or comment box. For ITS sessions we kindly ask to identify another programme group that becomes the scientific leader of the event. Accepted ITS sessions will be part of the session programme of the scientific leader in addition to the ITS programme.

The PG officers are on-hand to answer questions about the appropriateness of a specific session topic, so don’t hesitate to contact them if you have queries! You can also find more information about the call for sessions (and the organisation of the scientific programme in general) on the EGU 2019 website.

The EGU’s 2019 General Assembly, takes place in Vienna from 7 to 12 April, 2018. For more news about the upcoming General Assembly, you can also follow the offical hashtag, #EGU19, on our social media channels.

How to convene a session at the General Assembly… in flow charts!

How to convene a session at the General Assembly… in flow charts!

Convening a session at a conference can seem daunting, especially if you are an early career scientist (ECS) and a first-time convener. At the 2018 General Assembly, Stephanie Zihms, the Union-level ECS representative, discussed the basics of proposing, promoting and handling a session in the short course ‘How to convene a session at EGU’s General Assembly.’

In today’s post she has created some simple flow charts to ensure your convening experience is a success. With the call for sessions for the 2019 EGU General Assembly open until 6 September 2018, now’s the perfect time to put this advice into practice!

Did you know that you can help shape the General Assembly by proposing a session?

Follow the flow charts to find out more:

After the session submission deadline, the Programme Committee will look for duplicate sessions and encourage sessions to merge before the call for abstract opens. Once sessions are open for abstract submission, it is then up to you and your convener team to ensure your session is advertised. Try publicising your session as widely as possible. Why not spread the word through social media, mailing lists or even a blog post?

Remember, scientists who would like to be considered for the Roland Schlich travel support have to submit their abstracts by 1 December 2018, prior to the general deadline, to allow for abstract assessment.

Also remember that ECS can apply to be considered for the OSPP (Outstanding Student Poster and Presentation) award. Judges are normally allocated by the OSPP coordinator, but as a convener you need to check each entry has been awarded judges.


Once the general deadline closes, your responsibilities as convener or co-convener depend on the type of session and the number of abstracts. EGU’s conference organisers, Copernicus Meetings, will keep you updated via email and more information about your responsibilities can be found here.

Note that the EGU considers all General Assembly contributions equally important, independent of presentation format. With this in mind, if your session is given oral blocks, make sure your oral slots include presentations from early career scientists as well as established scientists. It’s also a good idea to ensure your diversity selection goes beyond career stage and includes gender and nationality.

As the convener (or co-convener) you need to ensure all abstracts submitted for the Roland Schlich travel support are evaluated and the feedback is provided through the online tool. This should be done as a team.

The minimum number of submitted abstracts required for a session varies each year. This often depends on the type of session requested (oral, poster, PICO) and overall amount of abstracts submitted.

Not all conveners attract the required number of abstracts for their session of choice, but don’t worry. If this happens to you, there are other options available, like converting to different session type or teaming up another session. The EGU Programme Committee works hard to make sure all abstracts are presented at the General Assembly in sessions that are as suitable to them as possible.

Remember, the call for sessions for the EGU General Assembly 2019 closes on 6 September 2018 and the call for Union Symposia and Great Debates proposals ends by 15 August 2018.

By Stephanie Zihms, the Union-level ECS Representative

The EGU’s 2019 General Assembly, takes place in Vienna from 7 to 12 April, 2019. For more news about the upcoming General Assembly, you can also follow the official hashtag, #EGU19, on our social media channels.

Organise a short course at EGU 2018: follow this simple guide!

Organise a short course at EGU 2018: follow this simple guide!

From supercharging your scientific skills, to boarding your base in science communication or picking up tips on how to boost your career – be it in academia or outside – short courses can be one of the highlights of the General Assembly programme.

But, did you know that any EGU member (you!) can propose a short course? You’ve got until 8 September 2017 to complete the application. This quick guide, will give you some pointers for submitting and organising your own short course at EGU 2018!

Before you even put pen to paper and plan your workshop, remember that the courses should provide a forum to teach your General Assembly peers something of interest. This means that courses should, preferably, not be connected, or only loosely connected, to any of the programme groups and should be designed to be open to all conference participants.

Planning your short course

As the organiser, you are free to choose the content and set-up of the course. But the content should be of interest to (a subset of) the community that the EGU represents!  The decision as to whether your course will be included in the final conference programme is made by the Programme Group Chairs: the ECS Union representative and Sam Illingworth.

To submit your course, you’ll need:

  • a title and a short description
  • the details of the course organiser

You also have the option to co-organise your course with a scientific division(s) (meaning it’ll appear in the both the Short Course Programme Group and that of your favored division(s)). You might consider doing this if your workshop is aimed at a specific community, as well as being of broad appeal.

Choosing a time-slot

An innovation introduce last year and available for EGU 2018 is that short courses can now be run on the Sunday before the conference official opens, as well as throughout the General Assembly week (please note that the Sunday slots will be given preferentially to day-long workshops). Make sure you add a note in the comments section if you’d like your course scheduled on Sunday.

The logistics

All short course rooms come complete with a microphone, a data projector, a notebook, and a VGA switch to use up to three individual notebooks in addition to the permanently-installed notebook of that room.

Usually, short course rooms have no technical assistants, but should you need support, don’t forget to indicate that on the request form!

If you require participants to register in advance of the course, it is your responsibility, as the organiser, to coordinate this. Be sure to include a registration email address or a Doodle link in the description of the short course, so potential participants know how to sing-up.

Food and drink can liven up any meeting! Should you wish to provide catering throughout your workshop (at your own expense), please get in touch with the General Assembly caterer (Motto Catering) before 31 March 2018.

Dos & Don’ts

  • Do make skills/abilities related to science and research the focus of your workshop
  • Do aim to provide training in skills needed by people working in science
  • Do promote your short course
  • Do make your course interactive or include hands-on activities (if possible)
  • Do let participants know (via the description) if they’ll need to bring along materials (e.g. laptop, tablet, specific software) to participate in the course
  • Do allow time for questions

 

  • Don’t invite too many speakers
  • Don’t engage in commercial activities during the course (e.g. sales)
  • Don’t charge admission fees or course fees – these are strictly prohibited

For a full list of guidelines head over to the EGU 2018 website. If you have questions about submitting a short course request please contact the Programme Group Chairs or the EGU’s Communication Officer, Laura Roberts.

Help shape the conference programme: Interdisciplinary Events at the 2018 General Assembly

Help shape the conference programme: Interdisciplinary Events at the 2018 General Assembly

Do you enjoy the EGU’s annual General Assembly but wish you could play a more active role in shaping the scientific programme? Now is your chance! But hurry, the session submission deadline is fast approaching. You’ve got until September 8th to propose changes.

As well as the standard scientific sessions, subdivided by Programme Groups, EGU coordinates Interdisciplinary Events (IE) at the conference. Their aim is to foster and facilitate exchange of knowledge across scientific divisions. IE typically tackle a common theme through an interdisciplinary combination of approaches.

The Earth, oceans and even space are interconnected in many different ways; rarely can one system be perturbed without others being affected too.

If interdisciplinarity is important to you and your work, know that you too can co-organise your session as an Interdisciplinary Event. Read on to discover how!

The skeleton programme for the 2018 General Assembly currently features four IE themes:

  • IE1: Life in the Earth system
  • IE2: From palaeo-timescales to future projections
  • IE3: New imaging technologies in the Geosciences
  • IE4: Big data

Sessions within each of these IE themes will be scheduled closely together, to foster cross-division links and collaborations.

To propose a session in one of the planned Interdisciplinary themes, follow these simple steps:

  • Visit the IE pages on the EGU 2018 website
  • Suggest a new session (within one of the four IE themes)
  • Choose a Programme Group that will be the scientific leader. For example, if you choose BG, your session will be listed in the programme as IE/BG
  • Suggest more Programme Groups for co-organisation in the comment box

Wondering whether your session would fit as an IE? Just ask IE Programme Group officers, Peter van der Beek (gm@egu.eu) or Susanne Buiter (programme.committee@egu.eu).

Peter and Susanne, are looking forward to a strong interdisciplinary programme at the 2018 General Assembly. But they need your help to achieve this!

You can also find more information about the call for sessions (and the organisation of the scientific programme in general) on the EGU 2018 website.

The EGU’s 2018 General Assembly, takes place in Vienna from 8 to 13 April, 2018. For more news about the upcoming General Assembly, you can also follow the offical hashtag, #EGU18, on our social media channels.