For Conveners

NEW for 2018

- New Discussion frame is available. See Discussions for details.
- Joint sessions with coordinating Unions must be an EE session. Learn more about Joint Session Guidelines.
- JpGU encourages voluntary merges of sessions perceived as similar or near-identical in scientific contents.
See 1-7. Merging of Sessions for details.
-Application steps to hold joint sessions with co-sponsoring societies have changed.
Application to hold a joint session with Japanese co-sponsoring societies cannot be requested from the session proposal system. Please contact directly the representative of each society. Representatives are listed on Meeting Organization.
Contact us at 2018pcom@jpgu.org if you have inquiries regarding the contact information of each society.
Please make sure to include the name of the society you are trying to contact when emailing to this address.
*Emails sent to this address are directed to all program committee members.

Session Proposals

Session Proposal Period: September 1(FRI) at 2:00pm to October 12 (THU) at 5:00pm (JST), 2018.　

Proposing Steps
1. Please refer to the Convener Guidelines.

2. Prepare all necessary information for submission.

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

4. Confirm JpGU IDs of all (co-)conveners.

5. Propose a session from the JpGU online Session Proposal System.

*All conveners are required to be a JpGU Member of have a JpGU ID.

To acquire a JpGU ID

*AGU members may create a JpGU ID by registering their AGU account with JpGU.
In this case, AGU member will not be charged the annual due for JpGU membership.
*JpGU ID created from the AGU account is an ID starting with 50 in 6 digits. This ID holder will receive the same discounted rate for the registration fee as JpGU members, but not eligible for all other JpGU members' benefits.
*If you wish to receive the same benefits as JpGU members, please create a JpGU member ID.

To acquire a JpGU ID (for AGU members)

For conveners who will acquire a JpGU ID
If you are a JpGU Member from September to December 2017, you will be charged the annual due for 2017 fiscal year. In addition to this, annual due for 2018 is necessary in order to attend the meeting in May. The annual due for 2018 opens its payment in January 2018.

If you create your ID as Nonmember, you will not be charged the annual dues, however, you will not receive any discount to the registration fee.
Please note that changing the Nonmember ID to JpGU Members’, or vice versa, and holding two IDs in different membership category is NOT available.
New members are expected to refer to the Fee Table for details BEFORE being a JpGU Member or creating a Nonmember ID.

Propose a Session
(Online Session Proposal System）

Abstract Submission

Abstract Submission Period: January 10 (WED) at 2:00pm to February 19 (MON) at 5:00pm (JST), 2018.
Early Submission Deadline: February 5 (MON) at 23:59pm.

-Conveners may monitor their sessions during this period.
Only the title of the presentation and name of the submitters are viewable during the submission period. The abstract text will be open on February 19 at 5:00pm JST.

-Conveners are responsible to care their invited guests. Please monitor all processes associated with the submission of your invited guests. Please note that payment must also be completed during the submission period. JpGU does not intermediate any communications.

Discussion frame (with charge) can only be purchased by the conveners/ co-conveners during the submission period. If not necessary, this frame can be withdrawn at the convener discretion and receive a refund.
Please refer to the below information for details.

Special Frames to Organize Oral Sessions

Conveners may use the special frames below to organize their sessions.

Item	Time Frame	Notes for session organization
Introduction	Less than 10 min	Conveners may use each of this per slot.
Extended Discussion (with charge)	15 min-30min/slot	Up to 1 Extended Discussion frame is available per each slot. This frame is considered as a submission and will be added to the number of submissions. The title and abstract body are required when ordering this frame and the registered information is published on the program. *This frame can only be purchased during the submission period by the conveners/co-conveners.
Discussion (for free)	Less than 15 min	This frame is for the adjustment of session organization. Only one discussion is available per slot. It will be named as ‘Discussion’ on the program.

Session Organization

Session Organization Period: February 22 (THU) to March 7 (MON) at 5:00pm (JST), 2018

Session Organization Steps
1. Review all submitted abstracts to your session and accept or reject them.

2. Send requests to transfer abstracts to the session that are more suitable.

3. Invite and register your invited authors.

4. Assign oral or poster to each abstract after time slots allocations are finalized and decide the order of presentation.

5. Assign chairpersons for each oral time slot.

JpGU ID is required to all chairpersons to be registered in the system. Conveners are expected to contact the chairpersons about their designation. JpGU does not intermediate or have a request system.

Discussion Extending beyond Session Hours

Conveners may hold extended discussions beyond session hours. See below for details.

	１.　Hot Topic Session	２．Others
How to apply	Hot Topic session will be selected by the Program Committee after receiving the application from the conveners. Call will start in March 1, 2018.	Application are accepted from the Business Meeting system.
Date and Time	The same date the session is held. (basically an hour session after the poster session.)	At the choice of the conveners.
Fee	Free	Rate depends on the room you select.
Limitation of attendees	This session must be open to any registered attendees.	Can be held with/ to limited attendees.
Approval	Will be reviewed and approved by the Program Committee.	Not necessary.
Publications	JpGU will promote the session in the publications and on the meeting website.	They will be listed on the Business Meeting list. *Application must be completed by mid-April to be published in the program book and website. Application may be accepted on the day at the site.

Regulations

All conveners must refer to the following REGULATIONS before proposing a session.

　Convener Guidelines
　Union & Public Guidelines
　Joint Session Guidelines
　JpGU Time Slot Allocation Formula
　Session Scheduling Guidelines（Under construction）
　Abstract Submission Guidelines

SESSION LANGUAGE

Both English and Japanese are the official languages for the JpGU Meeting 2018.
Session language will be selected at the discretion of the conveners.

Session Language Code	Slides and Posters	Oral
EE	English	English
EJ	English	English or Japanese
JJ	English or Japanese	English or Japanese

* Presenters may choose their oral presentation language (English/ Japanese) in EJ and JJ sessions.
*EE sessions receive a benefit to the regulation of the invited presentations.

Invited Authors & Financial Support

- Conveners may invite presenters to their sessions.

- The list of tentative invited guests will be published on the meeting website from December 1 to March 7. To be listed during this period, please register from the session proposal system. There is no deadline to this registration and it is not mandatory.
The final list will be posted on March 12, 2018. Please note that conveners need to formally register their invited guests on the session scheduling system in order to be finalized as invited presenters.

-Please refer to Invited Author Guidelines for details.

- JpGU cannot cover the travel expenses or provide a support to invited authors, however, invited authors from abroad may receive a financial support from JpGU journal PEPS (Progress in Earth and Planetary Science) if they propose a session for PEPS special sessions.

CONTACT

If you have any questions and/ or inquiries regarding session and programs, please contact us at 2018pro@jpgu.org.

MAILING LIST

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

JpGU MEETING 2018 CALENDAR

At least one convener should be available during the period in red in the calendar below.
All roles of conveners can also be worked on by co-conveners.
In case a main convener is not available, co-conveners should complete the tasks.

Date *All in JST	Schedule
2017 Open : Sept 1 (THU) at 2:00pm Close: Oct 12 (THU) at 5:00 pm	Session Proposal Period Propose a session from JpGU online Session Proposal System. *JpGU ID is required.
Oct 13 (FRI) to 23 (MON)	Review process by Program Committee(PC) We will contact conveners regarding merges. 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.)
Oct 24 (TUE)	Program Committee Meeting The PC will accept/ reject sessions, assign time slots and approve Union sessions, Public sessions and joint sessions with co-sponsoring Unions and societies.
Oct 25 (WED)	Acceptance/ rejection notification Assigned time slots are informed to accepted sessions.
Open: Oct 26 (THU) midnight Close: Oct 28 (SAT) at 11:59 pm	Additional request Conveners may indicate dates to avoid for his/her sessions with proper reasons from the JpGU session proposal system. All requests must be completed from the designated system and period. Tentative invited authors may also be listed through the proposal system during this period.
Oct 30 (MON) to Nov 10 (FRI)	Program Scheduling Each program committee representatives will make a schedule plan of the sessions. At least one convener must be available during this period.
Nov 14 (THU) and 15 (WED)	Program Committee Meeting Program Committee will finalize the program.
Nov 21 (TUE)	Session Schedule Release (Only for conveners) The session schedule finalized at this point cannot be changed.
Dec 1 (FRI)	Session Schedule Release Session schedule, tentative invited authors list are open to all attendees.
2018 Open: Jan 10 (WED) Close: Feb 19 (MON) at 5:00 pm	Abstract Submission Period Early submission deadline: Feb 5 (MON) at 11:59pm Final deadline: Feb 19 (MOM) at 5:00 pm 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 text is viewable after the submission period. Conveners are expected to monitor the submission of their invited guests as well.
Start: Feb 22 (THU) Deadline: Feb 27 (TUE)	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 suitable sessions. Invited authors must be registered at this point.
Feb 28 (FRI)	Confirmation of Pre-assigned Slots 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.
Start: Mar 1(FRI) Deadline: Mar 7 (WED) at 5:00pm	Session Organization Period Accepted abstracts will be assigned oral or poster presentation. Conveners must schedule their sessions and designate the chairperson for each slot.
Mar 13 (TUE)	Acceptance Notification Notification letters are distributed via emails to the submitters.
Mar 14 (WED)	Final Program release on the web
May 11 (FRI)	Abstract Release Abstract PDF is published on the web.
May 20 (SUN)- 24 (THU)	JpGU Meeting 2018