What are the guidelines for proposing a session?
Session proposal submission opened on February 19, 2020 and will close on April 15 2020.
We encourage any and all sessions that broadly fit into Earth - and planetary surface - processes. However, before you prepare and submit a session proposal, please look at the list of sessions already submitted to EPSP – this avoids duplicating effort and having to merge sessions at a later date.
When proposing a session, you must have between two and four conveners, including a primary convener. A name, affiliation, and email address is required for each convener. At least one of the conveners must be designated as “primary liaison”. This person commits to being available between ~May 1 and May 20th 2020 and August 5th through August 17th 2020 so that the EPSP program committee chair can discuss session scheduling times or issues that arise. If the primary liaison cannot be available, the session conveners need to contact the EPSP program committee to give them an alternative liaison.
Who can propose an EPSP session at the AGU Fall Meeting?
We strive for our EPSP sessions to have a diverse group of conveners, with the goal of broadening participation and having an inclusive program at the Fall Meeting.
The primary convener is the primary point of contact between other session organizers and the EPSP Program Committee. AGU requires that the Primary Convener be a current 2020 member of AGU. However, co-conveners and chairs are not required to be AGU members.
What is required for the proposed session abstract?
The proposed session must have an informative title (max 300 characters) and be in title case (i.e., The Fall Meeting is Coming).
The Session description is limited to 150 words, and will be used through the abstract submission deadline (late July). These descriptions should be concise and informative, as they help submitters identify the appropriate session for their abstract. General sessions cannot be celebratory or honorary, and cannot contain the name of a scientist in the title or session description. The EPSP Program Committee may ask conveners to modify the title, abstract or merge with another session. Any modifications to sessions typically occur during the session proposal submission window or before general abstract submissions.
What are the session formats conveners can request?
Oral sessions: these receive two-hour time slots, and conveners can schedule presentations with varying lengths and as informal panels - most oral sessions typically have an accompanying poster session.
Poster sessions: these receive half-day slots, but posters are displayed for the full day during the meeting (conveners can request “Poster only sessions”).
Formal panels: AGU’s rules for panels has changed. Most panels need to undergo the same process for requests for abstracts as do the oral sessions. If you would like to submit a panel, you will need to work with the EPSP program committee chair. If you submit a request for a panel session, one of the members of the program committee will contact you to help guide you through this process. Please contact us with specific questions about this.
e-lightening: three-minute oral presentations paired with digital, interactive poster presentations.
Stepping outside of EPSP
Conveners can have up to four sections cross-listed (which helps authors find relevant sessions during abstract submission and attendees find sessions during the meeting).
Sessions with conveners that have different primary section affiliations (e.g., one is EPSP and another is Planetary Science) can list their session as being co-organized between the different sections. The classification “co-sponsored” is for sessions that are co-organized in some way with organizations outside of AGU (such as with GSA).
Session proposal review timeline…and beyond
April 15th 2020: Session proposal submission closes
~early May to May 20th 2020: EPSP program committee reviews submitted session proposals (during this time, sessions may be merged) – the designated liaison must be around during this time
~early June: Session conveners receive an email regarding the status of their proposed sessions
June 29th 2020: Abstract submission opens
August 5th 2020 to August 17th 2020: EPSP program committee reviews submitted abstracts and begins to allocate session type (e.g., poster versus oral versus e-lightening) – the designated liaison must be around during this time
August 19th to September 1st 2020: conveners receive email regarding the number and type of session they were allocated; they schedule their sessions based on submitted abstracts
September 2nd – 4th 2020: The EPSP program committee plans the EPSP portion of the Fall Meeting within the broader AGU program
I still have more questions – who do I contact?
If you have questions or want to get feedback on ideas for a session proposal, direct them to the program committee executive committee:
Marisa Palucis (Chair) – firstname.lastname@example.org
Kimberly Hill (Past Chair) – email@example.com