・Each session proposal must be directed to one of the 7 JpGU categories (P, A, H, S, B, G, M) and also to one of the subcategories therein (see website for details), to be proposed by the conveners and authorized by the Program Committee (PC).

・Union (U) and Public (O) Sessions are outside the above 7 categories (making 9 categories overall). Please refer to the Guideline for each of the Union and Public Sessions to be considered before submitting your session proposal.

・Conveners must select the session language (English or Japanese) from the following two formats:
　- E : All (slides/posters & oral presentations) English.
　- J : Slides/Posters and oral presentations in English or Japanese

・Conveners select the language when submitting their session proposal.

・For J Sessions, presenters choose the language.

・Each convener will be required a JpGU ID (membership not required) in order to be registered as a (co-)convener when proposing a session.

・At least one co-convener in addition to the main convener is required to propose a session.
Each session allows for one main convener and up to three co-conveners (max. 4).
The session proponent must be one of the conveners.

・The Program Committee may ask for additional conveners.

・Conveners are expected to attend their sessions.

・Please refer to the Collaborative Session Guidelines before applying for co-sponsorship with partner Unions (AGU, AOGS EGU and/or CGU, Taipei).

* For applications to hold a Joint Session with one or more of the Japanese co-sponsoring societies, please refer to the Collaborative Session Guidelines and contact directly the PC Member representing the corresponding society.

・Time zone difference will be considered when scheduling a session as much as possible for joint session with AGU, EGU, AOGS and CGU Taipei.

・Oral sessions will be held during AM1-PM2, and each slot will consist of 75 minutes of oral presentations and 15 minutes of poster flash talks, for a total of 90 minutes. The maximum number of oral presentations in a 75-minute oral slot is 5.
*In some Unions and Public Sessions where no poster session is held, each oral slot will consist of 90 minutes of oral presentations only, and a maximum of 6 oral presentations will be allowed.

・The PM3 will be the core time of 90 minutes for local poster presentations.

・For sessions without oral presentations, a flash talk slot will be set between AM1 to PM2 by the Program Committee.

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

・After abstracts submission, the PC will reassign an orals-and-posters session to a posters-only session 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).

・The Program Committee (PC) reviews and accepts/rejects all proposed sessions.

・The PC may reject proposals if judged to belong to one or more of the items below:
(a) Sessions that are out of the JpGU Meeting's scope.
(b) Sessions with contents of inappropriate science or against social ethics such as including slanders or providing inappropriate benefits directed to particular individuals or groups.
(c) The session proposal form (e.g. registration of co-conveners) is not completely filled in.

・The PC 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 PC holds the right to merge sessions with similar or near-identical scientific contents.
Session proponents are requested to refer to other sessions with similar themes being proposed before submission.

・JpGU encourages voluntary mergings of sessions perceived as similar or near-identical in scientific contents.

・Voluntary mergings can be requested after session proposal submission if other independent but similar sessions have been identified. In such a case, please forward your request to the PC. Title and scope may be revised until before the Program Organizing meeting.

・Mergings made by the PC: Conveners may revise the title and scope until before the Program Organizing meeting. If no revision is made, the PC holds the right to select the title and scope of either one of the merged sessions. PC will note the original language format requests.

・The number of conveners may be increased according to the formula set by the PC.

・After the session is accepted, time slots for oral presentations will be allocated tentatively (initial allocation).

・Oral slots will be initially allocated based on the number of abstracts of the most recent year that the session was held.
The number of slots of the merged sessions will be calculated based on the total number of abstracts in the most recent year of each of the merged individual sessions.

・Newly accepted sessions are initially allocated one "time slot", but conveners may request for two time slots based on the anticipated number of abstracts. PC will review the requests and finalize the number of slots.

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

・Please note that in principle, NO time slots can be added even the number of abstracts supersedes the allocated time slots.

・PC will designate a time period in which the conveners of accepted sessions may request specific logistical conditions.

・During this period, conveners may indicate "dates to avoid" for their sessions with proper reasons.
*Please note however, that we CANNOT accommodate preferred dates.

・Conveners may also request for successive scheduling or avoidance of overlaps with other related sessions.

・The PC cannot guarantee to meet all these requests due to the balance of the whole science program.

・Requests after the deadline will not be accepted.

・Tentative session scheduling will be published before the abstract submission starts after the Program Organizing meeting.

・All the 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.

・Each session except for Union and Public sessions can have up to TWO invited presentations (oral or poster) and ONE invited poster presentation (3 invited presentations in total) per time slot.

・E sessions can have a maximum of THREE invited presentations irrespective of the presentation format.

・The assigned number of invited presentations will not be affected by the final number of time slots after abstracts submission and by the reduction of time slots.

・Only the invited authors can have presentations over 15 minutes, but the assigned time slot cannot be extended for over 90 minutes.
Please adjust by reducing the number of other oral presentations.

・Program Committee may request to add invited presentations to a session.
In this case, the session will receive additional invited presentation frame within the assigned time slot.

・Invited authors are NOT exempt from the fees (abstract, registrationl) associated with abstract submissions.
They are requested to submit abstracts and to make the payments on their own as with all the other authors. Travel costs will not be covered by JpGU.

・Please refer to the Invited Presentation Guidelines for details.

・Conveners can schedule a discussion frame during the oral slot.
Please refer to Conveners' website on Discussions for details.

・In addition to the above-mentioned discussion frame (no charge), conveners can submit an abstract and use it for panel discussion, etc.

・All sessions with poster presentations are required to allocate poster presentation flash talks during the designated time in the oral session.

・The 15-minute frame for a Flash Talk is initially set per oral session per slot, and the time range cannot be changed. If multiple oral session slots are allocated and there are multiple Flash Talk frames, it is possible to move the Flash Talk frame to another slot and hold them together (this cannot be done on the Session Organize System, so please contact JpGU Office for this).

・The minimum presentation time for a Flash Talk is one minute, and the maximum number of presentations allowed in one slot (15 minutes) is 9. As long as it is within the rule, the presentation time and number of presentations can be freely decided by the conveners. A Flash Talk frame will be allocated for each oral slot, but if you need more frames, the time allocated for oral presentations can be changed to additional Flash Talk frames.

・The Flash Talks for sessions without oral presentations will be held in a hybrid format, with a separate date and time (between AM1 and PM2) to be determined by the Program Committee. On-site venue will be provided, so you can make a presentation either on-site or online.

For more details, please refer to About Flash Talks.

・Conveners can view names, affiliations, and titles of submitted abstracts, but not the contents during the abstract submission period.

・Time slot allocation will be adjusted and finalized after the deadline of abstract submission.
The adjustment will be made based on the total number of submitted abstracts and after abstract transfers across sessions.

・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.

・9 or more abstracts are needed to hold an oral session.

Conveners must complete their session organization in JpGU online web system within the designated period.

Please follow the following six 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 are finalized.
(3) Invite and register your invited authors.
(4) Decide the order of presentations.
(5) Adjustment of the poster flash talk frame(s)*1
(6) Assign chairpersons for each oral time slot with their consents.

*1 If multiple oral slots are allocated and there are multiple Flash Talk frames, it is possible to move the Flash Talk frame(s) to another slot and hold them together. Also, if you need an extra flash talk frame, you can request for it. Please contact JpGU Office if you need those adjustments.

・ Rejection criteria;
　- The abstract clearly does not belong to your session (if there is a different session which may be suitable, transfer is possible with the agreement of both sessions conveners)
　- The scientific content does not stand on accepted scientific integrity.
　- Serious impropriety such as research misconduct, copyright infringement, or violation of human rights, is identified.
　- Multiple submissions from the same individual in excess of allowable limit, false submissions using another person's name.

・To avoid troubles when rejecting abstracts, DO NOT contact the authors directly.
Select 'reject' in the Session Organizing System. The PC will contact the authors.
Contributors may request detailed reasons for rejection from the conveners.
In such a case PC may ask the conveners to provide detailed and legitimate reasons to the contributor.

・Acceptance should not be made if edits are necessary.
The content at the time of submission deadline is to be the final abstract.
JpGU does not assist in copy-editing.

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

・In case of assigning a poster request to an oral presentation, the convener should confirm with the author directly in advance.

・Oral presentations cannot be requested.
Presentation formats of authors who selected 'oral or poster' are assigned by conveners.

・The PC holds the right to make the final decision on the presentation format.

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

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

・JpGU ID is required to register a chairperson in the online system.

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

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

・All modifications must be made during the abstract submission period when any modifications or withdrawal may be made.

・Any kinds of modifications including adding or changing 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 made public separately from the original one as additional information.

・Conveners can accept unavoidable presentation cancellations at their discretion.
In this case, conveners must inform the Program Committee using the designated form.
Please note that abstract submission fee is not refundable in any case.
JpGU cannot change the published information including the abstracts.

・Conveners can fill the empty time slots freely in case of cancellation of oral presentations, but are not allowed to change the time of other presenters in the final published program.