Session Proposal Period: OCT 13 (TUE) - NOV 4 (WED) at 5PM JST, 2020 
Session proposal submission procedures

1. Read Convener Guidelines and prepare for submission.

2. Prepare all required information.
*You need to enter those during the session proposal procedure.

3. Update or renew your membership information if necessary.
*All updates must be completed BEFORE proposing a session.

4. If you would like to register a co-convener, you should have his/ her JpGU ID.

5. Propose a session via JpGU online Session Proposal System.

*Conveners including co-conveners must have a JpGU ID in order to be registered in the system.
*AGU member can obtain an ID using their AGU account information.
*The JpGU ID obtained using the AGU membership, an 6 digits ID starting with 50-, is not categorized under JpGU Member but the dicounted meeting registration rate is applied.
* AGU members who would like to become a JpGU member should obtain an JpGU members ID from the "Obtain JpGU ID" button above, without going through the JpGU-AGU linkage system.

IMPORTANT NOTES for conveners who are newly acquiring a JpGU ID

(1) If you become a JpGU Member as of Oct 13- December 2020, the annual due of 2020 year is charged.
In addition to this, the annual due for 2021 year will be required in order to attend the 2021 meeting in May.

(2) The 2021 Meeting Participation ID can be obtained from Oct 13.
No annual due is required for this type of ID, however, membership discount is not applied for the meeting registration fee.
(3) Please keep using the same ID thoughout the year. The ID category cannot be changed once it's acquired.
One person can only have an ID.

Propose a Session

The call for sessions has closed. We received about 220 proposals.
Thank you to everyone who submitted a session.
The accptance notification will be send out to conveners on Nov 13.


Abstract Submission Period: JAN 13 (WED) - FEB 18 (THU) at 5PM JST, 2021 (Early Deadline: FEB 4, 11:59PM JST)
Roles of Session Conveners during Abstract Submission Period

- Conveners can view the abstract title and name of contributor(s) of the submitted abstracts to their session.
The abstract body will be available after Tuesday, February 18 at 5PM JST.

- Conveners are expected to monitor their sessions and are responsible to ensure that all planned submissions including invited abstracts are submitted by the deadline.
Please note that invited authors are not exempt for the processes associated with abstract submission.

- Conveners must purchase the Extended discussion frame (with charge) if necessary during this period.
If the purchased discussion becomes unnecessary, conveners can withdraw it, however, no refund will be issued.
*See below for information on 'Special Frames to Organize Oral Sessions'.


Conveners may use the special frames below to organize their oral sessions.
Item Category Duration Notes for session organization
Introduction Less than 10 min Maximum usage of this frame is one/ slot.
Extended Discussion (with charge) 15 min-30min/slot Up to one Extended Discussion frame is available per slot.
This frame is considered as one submission and will be added to the total number of submissions received to the session.
The title and description of the discussion details are required when submitting and the information entered at this point is published on the web program.
*This frame can only be purchased during the submission period by conveners/co-conveners.
*If the purchased discussion becomes unnecessary, conveners can withdraw it, however, no refund will be issued.
*Only session conveners can purchase the Discussion Frame.
Spontaneous Discussion (no fee) Less than 15 min This frame must be used to adjust the time in exactly 90 minutes. The system will not allow you to finish the organization if the total time is less or more than 90 min.
The maximum usage allowed of this frame is once per slot.
Spontaneous Discussion is listed as 'Discussion' on the web program and does not constitute an abstract.


Session Organization Period: FEB 25 (THU) - MAR15 (MON) at 5PM JST, 2021 (Acceptance and transfer: by March 3 )
Session Organization Steps
*All tasks of session organization must be performed through the designated online system.

1. Conveners are responsible to review all submitted abstracts and accept or reject them.

2. Conveners may suggest to place the submitted abstract to more appropriate session using the system.
If the suggestion is not accepted, the abstract remains in the originally submitted session.

3. Conveners may register the invited status to the submitted abstracts if any.

4. Conveners must assign presentation format, oral or poster, to each abstract and decide the presentation or posting (if poster presentation) order.
Poster requests should be honored and given priority. In case of accepting a poster-request abstract as oral, conveners must contact the author and have his/ her consent BEFORE finalizing the session organization.
If the comtributor selected "oral or poster" as a format, conveners have a right to decide the format.

5. Assign chairpersons for each oral time slot.
JpGU ID is required to all chairpersons to be registered on the system.
Conveners are responsible to contact the chairpersons about their designation. JpGU does not intermediate or have system to send invitations to chairperson.


In addition to the above-memtioned discussion frame, two types of extended discussions (charged and free of charge) beyond session hours will be provided.

1.Hot Topic Session
How to apply Hot Topic session will be selected by the Program Committee after receiving the application from conveners.
Applications will open in March 2021.
Date and Time The same date the session is held. (basically an hour after the poster session.)
Fee Free
Type of Attendees This session must be open to any registered attendees.

2.Other discussion opportunities
This is under consideration now. We will post updates as soon as it's decided.


These are importants REGULATIONS and GUIDELINES related to session organization. Please take your time to look into them.



Both English and Japanese are the official language at the JpGU annual meetings.
Session language will be selected at the discretion of the conveners.

Session Language Code Slides and Posters Oral
E English English
J English or Japanese English or Japanese
*Presenters may choose their presentation language (English or Japanese) in J sessions.


- Each session is able to invite authors. The mumber of invited authors depends on the mumber of allocated slot(s).

The list of potential invited guests will be published on the meeting website.
To be listed on the list, conveners must register the name(s) of their invited authors on the session proposal system.
There is no deadline to this registration and it is not obligatory. The list will be updated accordingly.
The final invited list will be posted together with the final meeting program.

- Please refer to Invited Author Guidelines for details.

- JpGU cannot cover the travel expenses or provide a support to invited authors.


Please contact the Program Commiittee if you have any inquiries or concerns about sessions or Meeting Program.
*Other inquiries are accepted from the Contact Form .


All communications for conveners will be sent via emails.
*Your current email address registered on your members page is automatically listed on the mailing list.
Please update your email address prior to the proposal if necessary.


At least one convener should be available during the period in red in the calendar below.
All tasks can be worked by co-conveners as well.
In case the main convener is not available to work on with the tasks, please make sure that one of the co-conveners completes them.
Date *All in JST Schedule
OCT 13 (TUE) - NOV 4 (WED) at 5PM JST
Session Proposal Period
Propose a session from JpGU online Session Proposal System.
*JpGU ID is required to log in to the system and propose a session.
NOV 5 (THU) - 11 (WED)
Review process by Program Committee(PC)
PC may contact conveners regarding the proposed session. At least one convener must be available during this period.
If no reply from the convener, the PC holds the right to make a decision.
Conveners of newly proposed sessions may request for 2 slots during this period. (If no request, one slot will be assigned.)
NOV 13 (FRI)
Acceptance/ rejection notification
Accepted sessions are informed the pre-assigned time slots.
Sessions contacted by the PC regarding merging should make a desicion and infom the result to the PC by the Program Committee Meeting #2 on NOV 20.
NOV 13 (FRI) - 19 (THU) at 10AM JST
Period to submit Additional Requests
Conveners may request for specific logistical conditions during this period.
Conditions that can be requested are,
・date(s) to avoid
・successive scheduling
・avoidance of conflict with similar sessions

All requests must be completed from the designated system by the deadline.
Potential invited authors may also be listed through the proposal system during this period.
NOV 20 (FRI) - 30 (MON) Program Planning by Program Committee Representatives of each section will make a initial program plan.
Multidisciplinary and Interdisciplinary sessions are categorized under the 5 sections based on the "Main Section" selected during the proposal procedure .
At leat one convener is requested to be available during this period.
Session List Release
The accepted sessions will be published on the website.
Session Schedule Release
Session schedule and potential invited authors list will be published.
(Invited authors' list will be frequentially updated hereafter.)
*The list of sessions and session schedule will not be made public or confirmed to the convener in advance.
JAN 13 (WED) - FEB 18 (THU) at 5PM JST
Abstract Submission
Early submission:FEB 4 11:59PM
Final deadline: FEB 18 5PM JST
Conveners are expected to monitor their session during this period.
If you are planning to have a discussion, please purchase the Discussion frame during this period.
Conveners can view the title and name of submitters to their session from the session organizing site. Abstract body is viewable after the submission period.

Conveners are expected to monitor the submissions of their invited guests as well.
FEB 25 (THU) at 7PM - MAR 3 (WED) at 5PM
Acceptance/ Rejection
Conveners are responsible to review and accept/ reject the submitted abstracts to their session.
Conveners may request to transfer the abstract to more appropriate session.
Invited authors must be registered at this point.
Final Slot Adgustment
Time slot allocation will be adjusted after the deadline of abstract submission.
The adjustment will be made based on the total number of submitted abstracts and the number of assigned slots is finalized.
MAR 8 (MON) - 15 (MON) at 5PM
Session Organization Period
Conveners should finalize the presentation format of each abstract and assign the presentation or posting order.
Conveners must designate the chairperson for each slot in this period.
MAR 22 (MON)
Acceptance Notification
Notification letters are distributed via emails to the contributors.
MAR 24 (WED)
Final program will be published on the website.
Name of author(s), abstract title, date and time of presentation, presentation format will be made public.
Abstract Release
Abstract PDF is published on the website.
MAY 30 (THU) - JUN 3 (THU)
JpGU Meeting 2021