Convener Guidelines

Application of session proposals and abstract submissions Session Organization after Abstracts Submission Deadline
Session Category
Session Language
Session Conveners
Joint Sessions with coordinating Unions and other co-sponsored sessions
Session Presentation Formats
Acceptance of Session Proposals
Initial Allocations of Time slots
Additional Requests
Session Schedule before Abstracts Submission
Invited Authors
Viewing Abstracts during Abstract Submission Period
Time Slots Organization
Session Organization Process
Accepting Abstracts
Presentation Formats
Limits on Acceptances
Assignment of Chairpersons
Acceptance Notice
Modification of Abstracts
Cancellation of Presentations
Discussion Extending beyond the Time Slot Allocation

Application of session proposals and abstract submissions

(Session Category)

Each session proposal must be directed to one of the 7 JpGU categories and also to one of the subcategories therein, to be approved by the Program Committee (PC).

Union and Public Sessions are selected out of the 7 categories (9 categories). Refer to the Union & Public Sessions Guideline for consideration before submitting your session proposal.

(Session Language)

Conveners are required to select the session language (English and Japanese) as follows:
EE: All (slides/posters & oral presentations) English.
EJ: Slides and posters in English. Oral presentations in English or Japanese (presenter's choice).
JJ: Slides/Posters and oral presentations in Japanese and/or English (presenter's choice).

(Session Conveners)

Each session allows for one main convener and up to three co-conveners (max. 4). The session proponent must be one of the conveners.

Up to two of the conveners are requested to preside the session.

Each of the conveners will be required an JpGU ID.

If you are an AGU Member with a newly acquired JpGU ID, we humbly recommend including a JpGU Member as a co-convener.

(Joint Sessions with coordinating Unions and other co-sponsored sessions)

Please indicate your request for co-sponsorship of your session with coordinating Unions (AOGS and EGU) or other societies.
* 2017 Meeting is joint with AGU, therefore no need for indication.

(Session Presentation Formats)

Two formats are available for presentations: oral and poster. JpGU accepts a session either as orals and posters or posters-only according to your request. Orals-only sessions may be accepted only for Union and Public Sessions.

After abstracts submission, the PC may reassign orals and posters sessions to posters-only sessions if the number of abstracts does not exceed 8 (≥9).

Each oral presentation duration is fixed to 15 minutes per talk including discussion time and may not be changed (except for Invited Talks).

(Acceptance of Session Proposals)

The Program Committee reviews and accepts/rejects all proposed sessions.

The Program Committee cannot accept proposals if judged to belong to one or more of the below list:
(a) Sessions that are out of the JpGU Annual Meeting's scope.
(b) Sessions with contents of inappropriate science or against social ethics such as including slanders directed to particular individuals or groups, or deviations from neutral science.

The Program Committee assigns after acceptance a Session ID according to the session category and subcategory. The PC may accept a session in a different category/subcategory from the original proposal.

The Program Committee holds the right to merge sessions with similar or near-identical scientific contents. Session proponents are requested to refer to other sessions before submission.

(Initial Allocations of Time slots)

After session acceptance, time slots (90minutes/ slot) for oral presentations will be allocated based on data from previous 5 years.

Conveners of newly accepted sessions can select either one or two time slots.

The number of time slots may be reduced depending on the number of submitted abstracts.

Please note that NO additional time slots can be allocated in any case.

(Additional Requests)

Consider avoiding schedule conflicts among closely related topics. Conveners may request successive scheduling or avoidance of overlaps with related sessions.

Conveners may indicate dates to avoid for his/her sessions with proper reasons.
*Please note that we CANNOT accept preferred dates.

The program committee will consider all requests, but cannot guarantee to meet all of them due to the balance of the whole science program.

Requests after the deadline are not acceptable.

(Session Schedule before Abstracts Submission)

Tentative Session scheduling will be published before abstract submission.

Please note that time slots may be returned depending on the number of the submitted abstracts after the deadline. All time slots are not guaranteed until the program is finalized by the Program Committee.

All time slots are not final until after the abstracts submission deadline. Some Sessions may be requested to reduce the pre-assigned time slots to reflect the actual abstract submissions when the PC finalizes the program.

(Invited Authors)

Each session except for Union and Public sessions can have up to TWO invited presentations(oral / poster) and ONE invited poster presentation per time slot. The assigned number of invited presentations will not be affected by the final number of slots after abstracts submission.

Only the invited authors can have presentations over 15 minutes.

Invited authors are NOT exempt from the fees associated with abstract submissions. They are requested to make the payments on their own as with all the other authors.

JpGU cannot cover the travel expenses of invited authors.

Please contact JpGU Office in advance, in case the conveners will cover the fees for abstract and registration of invited authors.

(Viewing Abstracts during Abstract Submission Period)

Conveners can view names, affiliations and title of submitted abstracts, but not the contents.

Session Organization after Abstracts Submission Deadline

(Time Slots Organization)

Time slot allocation will be adjusted after the deadline of abstract submission, The adjustment will be done based on the number of submitted abstracts after abstract transfer.

The number of time slots may be reduced when the number of submitted abstracts is less than proposed. But it will NOT be increased even when the number of abstracts exceeds the proposed number.

More than 8 abstracts are needed to hold oral presentations in the session.

(Session Organization Process)

Conveners must complete their program compilation in JpGU online system within the designated period.

Five steps to organize the sessions:
(1) Accept, reject or move abstracts to other sessions.
(2) Assign oral or poster to each abstract after time slots allocations finalized.
(3) Decide the order of presentations.
(4) Invite and register your invited authors.
(5) Assign chairpersons for each oral time slot.

(Accepting Abstracts)

Conveners can reject abstracts that are not suitable to their sessions.

In order to avoid troubles when rejecting abstracts, DO NOT contact the authors directly by yourselves. Please inform the Program Committee representatives. The committee will contact the authors. Remember to also inform the reason why they are inappropriate.
Rejection criteria;
- The abstract that clearly doesn’t belong to your session (if there is a different session which may be suitable, transfer is possible with the agreement of both session conveners)
- The scientific content is inappropriate.
- The content is abusive or ethically inappropriate.
- Multiple submissions from the same individual in a single session, false submissions using someone’s name or similar behaviors in order to guarantee a presentation slot
Conveners should not request directly any author to modify his/her abstract and should make the decision based on the original submitted abstracts.

(Presentation Formats)

Poster presentation requests from authors should be honored and given priority.

In case of assigning a poster request to oral presentation, the convener should contact the author directly in advance.

Oral presentations cannot be requested. Presentation formats are assigned by conveners.

(Limits on Acceptances)

One person is allowed to present up to two presentations in one session, with no more than one oral presentation.

For presentations of students who are first authors but need to be presented by their instructors, two or less oral presentations are allowed. No number limitation for poster presentation.

(Assignment of Chairpersons)

There must be at least one chairperson for each oral time slot.

Conveners must choose the chairperson(s) and contact them directly. JpGU office will not intermediate.

(Acceptance Notice)

Acceptance notification will be emailed from JpGU system after the program is finalized along with presentation ID, formats and scheduling.

(Modification of Abstracts)

Any kinds of modifications including adding or changing into new authors are not allowed after the deadline of abstract submission.

If speakers/ authors should be changed due to unavoidable reasons, the updated information will be published separately from the original one.

(Cancellation of Presentations)

Conveners can accept unavoidable presentation cancelations at their discretion. In this case, conveners must inform the Program Committee using the designed form. Please note that abstract submission fee is not refundable in any case.

Conveners can use the empty time slots freely in case of cancellation on oral presentations.

(Discussion Extending beyond the Time Slot Allocation)

Conference rooms are available for rent for group discussions after the session. Please apply with the designated form when needed.