Thank you for convening a session at the EGU General Assembly. We here provide information to help you in all stages of the convening process.

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 egu2019@copernicus.org.
  • You will be asked to use the tools of the Copernicus Office Meeting Organizer online system for session proposal. For this purpose, you received a user account (ID and password) during session proposal. 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 Programme 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 get discount on abstract processing charges or the registration fee. But you are invited to our conveners' party.

Presentation guidelines

Scientific presentations at the EGU General Assembly

The EGU General Assembly facilitates the presentation of scientific results in the form of poster presentations, oral presentations, and PICOs. From the perspective of the EGU, all scientific presentations at its General Assembly have equal status; there is no distinction regarding the standing of oral, poster, or PICO presentations. EGU’s statement can be found here.

Solicited presentations and convener talks

Authors (first and co-authors) should not have a solicited presentation in a session they (co-)convene. (Co)-conveners should not be presenting author, and are discouraged from being co-author, on oral presentations in a session they convene.

One-abstract rule

Authors are allowed as first author to submit either one regular abstract plus one abstract solicited by a convener, or two solicited abstracts. A second regular abstract can be submitted to the EOS programme group (maximum number of abstracts, including solicited abstracts, remains two). Possible submissions for first authors are:

  • 1 regular + 1 solicited abstract;
  • or 2 solicited abstracts;
  • or 1 regular or solicited abstract + 1 EOS abstract (regular or solicited).

Convener tasks and convener tools

Session submission

Session proposals can be submitted during the public call-for-sessions. When submitting a session:

  • Define your session by title and a short description.
  • Identify the lead conveners and co-conveners (more information below).
  • Define keywords from the EGU2019 list (download csv). The keywords are used to identify potential session similarity, during building of the session programme and during session scheduling. The main target is inter-programme group overlaps. Keywords are not used to characterize sessions for online search tools.
  • Indicate other programme groups for co-organization.
  • Indicate whether your session might be considered for Inter- and Transdisciplinary Sessions.
  • Only put your session proposal into one programme group.
  • Please avoid submitting session proposals that are similar to sessions already suggested.
  • Respect the session submission deadline. Last minute submissions are difficult to handle in our large programme.

The Programme Group chair and officers build the session programme from the session proposals. You will be informed of acceptance of your session by e-mail.

We strongly encourage convener teams to reflect (i) multiple countries and institutes, (ii) different career stages, and especially include early career scientists, and (iii) gender diversity. A convener team consists of minimum two active conveners (1 convener and 1 co-convener) and maximum five conveners (1 convener and 4 co-conveners) per session. Our guideline is a maximum of three (co-)convenerships total of which one as lead convener. Please check with all co-conveners that they agree to take part in the proposed session.

Apart from regular scientific sessions, during the call-for-sessions we accept proposals for:

Session co-organization and co-sponsoring

Session co-organizing by EGU Programme Groups
Conveners can suggest other programme groups to co-organize their session at session submission. Acceptance of these suggestions lies with the Programme Group chair. The chair is also responsible for sending the invitations for co-organization to other programme groups.

Session co-sponsoring by colleague science organizations
The EGU encourages session endorsement by other colleague organizations as a means of strengthening ties and encouraging collaboration. Endorsement is expected to be reciprocal, involving endorsement of sessions at meetings of both partners. Session endorsement is intended for colleague scientific organizations and does not imply funding. An endorsing organization should furthermore not influence the work of the conveners or the content of the session. PG chairs decide on the endorsement of a session within their respective programme group, and suggestions for endorsement should therefore be directed to the corresponding PG chair.