NEW for 2019

・Session language is E and J. (No EJ session for this year.)
 See ▶Session Language for details.

・The maximum of abstract person can submit is up to FIVE submissions including invited papers.
Amongst the five submissions, one oral and one poster or two poster is the maximum number of submission to one session.

・Authors Policy has changed. The person submitting the abstract will automatically be the first author and presenter.

・Regulation on Abstract Submission and Public Session Guidelines have revised.
 ▶Regulation on Abstract Submissions (Ver.05 07/31/2018)
 ▶Public Session Guidelines (07/31/2018)

*Convener Guidelines is updated every year. Please refer to the 2019 Convener Guidelines prior to proposing a session.
▶Conveners Guidelines 2019


Session Proposal Period: September 3(MON) at 2:00pm to October 12 (FRI) at 5:00pm (JST), 2019. 
Proposing Steps

1. Read Convener Guidelines prior to submitting a session proposal.

2. Prepare all required information.

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

4. Make sure that all co-conveners have a JpGU ID.
*Conveners including co-conveners must have a JpGU ID in order to be registered in the system.

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

IMPORTANT NOTES for conveners who is newly acquiring a JpGU ID

If you become a JpGU Member from September to December 2018, you will be charged the annual due for 2018 fiscal year.
In addition to this, annual due for 2019 is necessary in order to attend the meeting in May.
The 2019 annual due payment will be able to settle from January 8, 2019.

If you create a Nonmember ID (Meeting Participant ID), you will not be charged the annual due, however, only standard registration rate applies.
Please note that transfering the ID category or holding two IDs in different category is NOT acceptable.
New members are expected to refer to the Fee Table for details BEFORE creating a JpGU ID.
*Those who will newly create a JpGU ID may choose the ID type, JpGU Member ID, Nonmember ID (Meeting Participant ID) or ID for partner Union members.

[Additional Resources]
-Difference in Fees per ID category type
-ID Types
-How to Create a JpGU ID for EGU and AOGS members
*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 with 6 digits starting from 50. This ID holder will receive the same discounted rate for the registration fee as JpGU members, but not other member benefits do not apply.
*If you wish to receive the same benefits as JpGU members, please create a JpGU member ID.

Propose a Session


Abstract Submission Period: January 8 (TUE) at 2:00pm to February 19 (TUE) at 5:00pm (JST), 2019.
Responsibility of Session Conveners during Abstract Submission Period

Early Submission Deadline: February 4 (MON) at 11:59pm JST.

-The title and name of contributor is viewable during the submssion period.
The abstract body will be available after Tuesday, February 19 at 5:00pm JST.

-Conveners are expected to monitor their session and responsible to ensure that all planned submissions including invited abstracts are submitted by the deadline.
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.
Spontaneous Discussion (no fee) Less than 15 min This frame must be used to adjust the oral slot to be fixed 90 minutes and finish the organization on the system.
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 is from February 20 (WED) to March 7 (THU) at 5:00pm (JST), 2019.
*Acceptance or rejection of abstracts and tranfer of abstracts must be completed by February 25.
Session Organization Steps
*All tasks of session organization must be performed through the designated online system.

1. Coneners 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 on 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.
If assigned oral time slots, conveners must decide the presentation order.
Poster requests should be honored and given priority. In case of accepting the poster-request abstract as oral, conveners must contact the author and have his/ her consent BEFORE finalizing the session organization.

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


Two types of extended discussions beyond session hours are available.
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.
Applications will open in March 2019.
Applications are accepted from the Business Meeting Reservation tool (to be open in April).
Date and Time The same date the session is held. (basically an hour after the poster session.) At the choice of the conveners.
Fee Free Rate depends on the room type you select.
Type 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. 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 also be accepted on site if there is a room available.


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


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.
*The will be no EJ category for 2019.


- Each session are able to invite up to 3 authors per slot to submit abstracts to a session.

- The list of tentative invited guests will be published on the meeting website from December 3 to March 7.
To be listed on the tentative invited 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 on March 14, 2019.
Please note that conveners need to formally register their invited guests on the session scheduling system in order to be considered and published as invited presenters.

- 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 orange in the calendar below.
All roles of conveners can also be worked by co-conveners.
In case the main convener is unable to act the performance, co-conveners are responsible to complete the tasks.

Date *All in JST Schedule
Open : Sept 3 (MON) at 2:00pm
Close: Oct 12 (FRI) at 5:00 pm
Session Proposal Period
Propose a session from JpGU online Session Proposal System.
*JpGU ID is required.
Oct 13 (SAT) to 22 (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 23 (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 24 (WED)
Acceptance/ rejection notification
Assigned time slots are informed to accepted sessions.
Open: Oct 24 (WED) midnight
Close: Oct 29 (MON) at 10:00 am JST
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 (TUE) to Nov 8 (THU)
Program Scheduling
The session date and time will be allocated by representatives of the PC.
At least one convener must be available during this period in case of a contact from the PC.
Nov 13 (TUE)
Program Committee Meeting
Program Committee will finalize the program.
Nov 21 (WED)
Session Schedule Release (Only for conveners)
The session schedule finalized at this point cannot be changed.
Nov 21 (WED)
Session Release
Accepted session information will be posted on the website.
Dec 3 (MON)
Session Schedule Release
Session schedule, tentative invited authors list are open to all attendees.
Open: Jan 8 (TUE)
Close: Feb 19 (TUE) at 5:00 pm JST
Abstract Submission Period
Early submission deadline: Feb 4 (MON) at 11:59pm JST
Final deadline: Feb 19 (TUE) at 5:00 pm 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 text is viewable after the submission period.

Conveners are expected to monitor the submissions of their invited guests as well.
Start: Feb 20 (WED)
Deadline: Feb 25 (MON)
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.
Feb 27 (WED)
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: FEB 28 (THU)
Deadline: Mar 7 (THU) 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 8 (FRI) - 12 (TUE) Final adjustment period to finalize the data (JpGU secretariat)
Mar 13 (WED)
Acceptance Notification
Notification letters are distributed via emails to the contributors.
Mar 14 (THU)
Final Program release on the web
May 17 (FRI)
Abstract Release
Abstract PDF is published on the web.
May 26 (SUN)- 30 (THU)
JpGU Meeting 2019