Proposal deadline:  6 September 2018

Thank you for your interest in organizing a short course at the EGU General Assembly. The following guidelines can be of help when you organize your course.

Aims

  • Short courses (SCs) are primarily aimed at providing a forum for individuals attending the General Assembly to teach their peers something of interest to anyone who is willing to listen. Ideally, this means that courses should not be affiliated, or only loosely affiliated, with any of the programme groups and that short courses are open to all conference participants.
  • Short courses are expected to focus on skills/abilities that are related to science and research, or they aim to provide training in skills needed by people working in the sciences.
  • No commercial activities are permitted during the course (e.g. sales). Courses on operating/running commercially available equipment or software are permitted.
  • No admission fee or course fee is permitted for participation in a short course.

Organizer responsibilities

  • All short-course participants and organizers must be registered for the General Assembly and pay the registration fee according to their category.
  • Organizers are free to select the content and the set-up of their course. The content should be of interest to (a subset of) the community that the EGU represents and must be accepted by the short-course programme group chairs and the programme committee chair.
  • If organizers require a room with more than 85 seats they have to make a note of this in their application, including a justification for why this is the case. Due to space limitations this will not always be possible, but will be treated on a case-by-case basis.
  • Organizers are responsible for promoting their short course. The EGU will promote short courses by listing them in the online programme. Mailing lists cannot be provided for data privacy reasons.
  • If registration for a short course is necessary (e.g. for downloading prior information), the organizers are responsible for organizing the registration of their short course (e.g. by providing a registration email address in the description of the short course). This registration is for the actual attendance of the short course and does not supersede the general registration for the General Assembly.
  • Organizers can arrange catering at their own expense. The General Assembly caterer Motto Catering must be contacted by completing the Motto online order form (which will be provided by the end of the year) by 31 March 2019 at the very latest.

Scheduling

  • Short courses can have a maximum of two successive time blocks free of charge from Monday to Friday.
  • The number of short courses that can take place during the General Assembly is limited due to the limited number of rooms available. Short courses will therefore be selected according to the training that they are offering to the proposed participants and the diversity of the target group.
  • A preference for time blocks, days, and back-to-back scheduling can be indicated online in the session tagging tool (see deadlines & milestones), but assignment depends on availability. No short courses are scheduled during the poster sessions from 17:30 to 19:00.
  • Short courses with more than 85 participants can only be scheduled in the 19:00–20:00 time block.
  • If appropriate, the SC programme group chairs will seek to combine short courses with considerable overlap in content. However, this will not be done without first consulting the main conveners.

Rooms

  • Rooms are available for a fixed time period and need to be vacated by the end of the short course to allow the next event to set up.
  • Rooms (theatre style) are equipped with a microphone, a data projector, a notebook, wired internet connection, and a VGA switch to use up to three individual notebooks in addition to the permanently installed one of that room.
  • Technical assistance is provided in each short course room.

Your short-course request will be handled by the SC programme group chairs and the programme committee chair. A draft SC programme will be available in autumn; however, please note that the final scheduling will take place at the programme committee meeting in February 2019.

The short courses are an addition to the scientific programme of the General Assembly. During time blocks 1 through 4 (with oral sessions in progress), they are offered in rooms that are not used for oral sessions. EGU is aware of the fact that short courses often attract larger audiences than the rooms can accommodate. In such cases, we can only suggest organizing the course at a future General Assembly.

Contacts

Short-course programme group chairs: sc@egu.eu, ECS Union representative and Sam Illingworth

Programme committee chair: programme.committee@egu.eu, Susanne Buiter