What are the guidelines for proposing a session?
Session proposal submission opened on March 4th, 2021 and will close on April 14th, 2021.
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 (conveners can also be added after the session proposal deadline!). 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 early- to mid-May 2021 and early to mid-August 2021 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?
Anyone! And we especially welcome early career scientists (e.g., graduate students and post-docs) as we want our EPSP sessions, conveners, and presenters to represent the diversity within EPSP.
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 2021 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.
I have heard the meeting will be hybrid. What does this mean for my session format?
At least some of the meeting will be in person, and some will be remote. The AGU program committee staff is still working out the details as it wants to build on accessibility aspects of the remote meeting from last year and, at the same time, support an in-person meeting as well. The details will largely depend on the progress of COVID vaccinations, etc... If you have a strong preference for the format of your session, please let us know, and at the same time, we will post updates as we learn them *here*.
Potential formats for the hybrid meeting include:
Oral sessions (virtual and in-person): conveners can schedule presentations with varying lengths and as informal panels - most oral sessions typically have an accompanying poster session.
Poster sessions (virtual and in-person): conveners can request “Poster only sessions”
Formal panels (virtual and in-person): AGU’s rules for panels have 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 (virtual and in-person): 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 14th 2021: Session proposal submission closes
~early May to mid-May: 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
Late June: Abstract submission opens
Early- to mid-August: 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
Late-August to early-September: conveners receive email regarding the number and type of session they were allocated; they schedule their sessions based on submitted abstracts
Early September: 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:
Marisa Palucis (Chair) – firstname.lastname@example.org
Kimberly Hill (Past Chair) – email@example.com
Isamar Cortés (Graduate student representative) - firstname.lastname@example.org
Kyle Straub (member) - email@example.com
Claire Masteller (member) - firstname.lastname@example.org