Major Session Related Changes and Notifications
・There will be no online poster sessions in 2024.
・Flash Talks for posters-only sessions (sessions without orals) will be set in a separate date and time (between AM1 and PM2) by the Program Committee.
・Presentation materials for poster Flash Talks must be the e-posters uploaded to the meeting participation website "Confit".
SESSION PROPOSAL PROCEDURES
1. Read Convener Guidelines and prepare for submission.
2. Prepare all required information.
*You need to enter them during the session proposal procedure.
3. Update or renew your membership information as 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.
IMPORTANT NOTES for conveners who are newly obtaining a JpGU ID
・Each convener should have a JpGU ID, regardless of the type (regular, participation ID, AGU ID), to propose a session or to be listed as co-conveners.
・The registration fee has a notable difference between JpGU members and meeting participation ID holders (non-members).
*The registration fee will be the same for both onsite and online registration. (There is no one-day ticket.)
*The ID category cannot be changed or deleted once it's used to propose a session or submit an abstract.
Please keep using the same ID throughout the year. One person can only have a single ID.
If you wish to change your ID category, please contact us BEFORE you make any action using it.
・If you become a JpGU Member as of October to December 2023, the annual due of 2023 year is charged.
In addition to this, the annual due for 2024 year will be required in order to attend the 2024 meeting in May.
PROPOSE A SESSION
Session proposals are accepted from the system below.ABOUT ABSTRACT SUBMISSION
・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
・ 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 from the processes associated with abstract submission and fees.
・Conveners may designate one of own submissions as oral presentation and use the time for panel discussion.
At 2024 meeting, the flash talk by poster presenters is requested to be given during the designated time frame in the oral slot. Conveners do not need to submit an abstract to secure time for flash talks.
SPECIAL FRAMES TO ORGANIZE ORAL SESSIONS
The following three types of frames are available for designing a session.|
Flash talk frame for poster presentations (required) |
15 min/ oral slot |
One frame per oral slot must be set for a flash talk by poster presenters. It will be listed just as "Flash talk for poster presentation" on the program and no description will follow. *All sessions with poster presentations are required to allocate poster presentation flash talks during the designated time in the oral session. *The duration of one frame cannot be changed from 15 minutes, but additional slots can be added or moved. This cannot be done on the Session Organize System, so please contact JpGU Office if you need modification.) *Please refer to About Flash Talks for details. |
| Introduction | Less than 15 min |
This frame cannot be extended beyond 15 minutes. The maximum usage allowed of this frame is once per slot. It will be listed just as "Introduction" on the program and no description will follow. |
| Discussion | Less than 15 min |
This frame cannot be extended beyond 15 minutes. The maximum usage allowed of this frame is once per slot. It will be listed just as "Discussion" on the program and no description will follow. |
SESSION ORGANIZATION
*All tasks of session organization must be performed through the designated online system.
*If the session organization has not been completed by the deadline, the PC will have the right to exercise completion of the session organization.
Phase 1 : Review and Transfer 【19:99 Tue, 27 FEB - 17:00 Tue, 05 MAR】
● Conveners are responsible to review all submitted abstracts and accept or reject them.The presentation format can be changed later during the "Organization" phase, so you do not have to be exact at this time.
● Conveners may suggest to transfer the submitted abstract to a more appropriate session using the system.
You will receive notifications via emails or on the Session Organization System if you have any request to accept.
If you have received a request, please react to it within this period.
● Conveners may register (tag) the invited status to the submitted abstracts if any.
The presentation time can be extended only when the Invited Speaker tag has been set.
Phase 2 : Session Organization 【Tue, 12 - Mon, 18 MAR】
●Conveners must assign presentation format, oral or poster, to each abstract and decide the presentation or posting (if poster presentation) order.Oral Sessions
・The 75-minute frame for oral presentations and the 15-minute frame for Flash Talks for a total of 90 minutes are initially set per oral session per slot. Please allocate oral presentations to the 75-minute oral presentation slots (maximum 5 presentations).
However, sessions with multiple slots can move the Flash Talk slots to another slot and hold them together. In this case the number of maximum oral presentation allowed will change. Please refer to About Poster Flash Talk for details.
・Frames such as Introduction and/or Discussion can be added if necessary.
*Each oral presentation duration is fixed to 15 minutes per talk including discussion time and may not be changed (except for Invited Talks).
※Poster presentation requests from authors should be honored and given priority. In such a case, please do not accept as oral presentation without the prior consent of the contributor. The presentation format (oral or poster) will be decided by the session conveners if "oral or poster is the choice.
*In some Union and Public Session where no poster session is held, each oral slot will be 90 minutes, and a maximum of six oral presentations will be allowed.
Poster Sessions
・Register the posting order of each poster presentation to be published in the meeting participation site "Confit" .
・If you are unable to complete the organization due to duplicate errors in the system, please contact the JpGU Office.
*The registered order will also be the order in which posters are displayed at the on-site venue.
*We advise that the order of the presentations registered here will be the order of the Flash Talk presentations, so that the presentation materials (e-posters) can be displayed smoothly. Please decide the orders in consideration of the order of the Flash Talk presentations.
About Poster Flash Talks
・All sessions with poster presentations are required to have a poster presentation flash talk frame during the designated time in the oral session.
・We will only list the flash talk frame as "Flash Talk" without any specific information in the program, so you don't need to work on it using the system. However, if you wish any adjustment listed below, please contact JpGU Office as it needs to be reflected on the system.
・All sessions with poster presentations will have the same number of Flash Talk frames as oral slots. One 15-minute Flash Talk frame will be initially set up for each oral slot. However, to meet as many needs as possible for variety of sessions, the below adjustment can be requested.
・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.
【Coordination of the content and the possible adjustment to Flash Talk frame】
・The minimum presentation time for a Flash Talk is one minute, and the maximum number of presentations allowed in one frame (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.
・The duration of one flash talk frame is fixed to 15 minutes and this cannot be changed but there is no limit on the number of flash talk frames allowed in one oral slot. 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．
・ 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.
・It is also possible to move the flash talk frame to the beginning of the session.
【Presentation material for the flash talk 】
・Poster presenters must upload the e-poster on the participation website "Confit" and use it as their presentation material for the poster flash talk.
【Announcement of the content of flash talks】
・We kindly ask the conveners and chairpersons to inform the presenters of the order, time, and method of presentation of their flash talks by using the session mailing lists. The mailing list will become available from late March or early April. Please refrain from notifying the presenters at this point, as they have not been notified of the acceptance of their abstract submissions yet.
●Assign one or more 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.
REGULATIONS & GUIDELINES
JpGU has important REGULATIONS and GUIDELINES related to session organization.Please take your time to read and understand them.
SESSION LANGUAGE
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 |
INVITED AUTHORS & FINANCIAL SUPPORT
・Each session can have up to TWO invited presentations (oral or poster) and ONE invited poster presentation (3 invited presentations in total) per an oral slot.* Union sessions, public sessions and E sessions are exempt from this rule.
▶Union Session Guidelines
▶Public Session Guidelines
▶Benefit for E sessions
Invited authors are also required to complete all necessary procedures for presentation and participation, such as abstract submission, payment of submission fee and participation fee, etc. JpGU will not submit abstracts on behalf of the invited authors. JpGU also does not provide travel expenses for any participants, including invited authors.
If the convener will cover the submission or participation fee due to unavoidable circumstances, please contact the secretariat.
Please refer to the Invited Presentation Guidelines for details.
・The tentative invited authors will be listed on the website. Conveners are requested to register the name(s) of their invited authors on the session proposal system to be listed on the above-mentioned website.
The final invited list will be posted together with the final meeting program after the session organization is completed.
Introduction of Diversity Promotion Logo
JpGU has been working on the promotion of diversity and has introduced a logo to visualize the diversity of the session conveners since 2021.At JpGU 2024, we plan to keep this promotion by using a gold-based logo for sessions that meet three of the following criteria: multiple genders (especially female), multiple career stages (early career researchers up to seven years after obtaining a degree), and multiple nationalities (whether foreign researchers are included), and a silver-based logo for sessions that meet two of these criteria.
We would appreciate it if you could take this into consideration as much as possible when selecting conveners.
How to apply
Please apply using the form below.Request for Cooperation as OSPA Judges
Japan Geoscience Union is promoting outstanding research presentations by the students and to improve their research presentation skills. We have established the Outstanding Student Presentation Award to recognize students who have given excellent presentations at the Japan Geoscience Union meetings.The Student Award Committee aims to allocate two to three judges for each presentation and we will need the cooperation of a large number of judges to reach our goal.
We would like to take this opportunity to ask for the active cooperation of all conveners who have a deep understanding of the field of your own Session and the contents of the presentations. For this purpose, we will take the liberty of registering all conveners as candidates for judges (around April).
Thank you in advance for your cooperation.
CONTACT FORM FOR CONVENERS
Please contact the Program Committee using the designated Conveners Contact Form if you have any inquiries or concerns related to sessions and scientific program.MAILING LIST
・All announcements for conveners will be communicated using the conveners' mailing list.*The email address registered on the JpGU system at the time of session proposal will be used in the mailing list.
Please update your email address prior to the proposal if necessary.
・Please contact us if you would like to change your email address.
JpGU 2024 CONVENER TASK CALENDAR
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 |
|
2023
14:00 Mon, 02 OCT -17:00 Wed, 01 NOV [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. |
| Thu, 03 - Tue, 07 NOV |
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 is received from the convener, the PC holds the right to make the decision. Conveners of newly proposed sessions may request for 2 slots during this period (application deadline is 06 Nov). (If no request, one slot will be assigned.) |
| Wed, 08 NOV |
Program Committee Meeting #1
The Committee will review the proposed sessions and accept/ reject.Union and Public sessions are to be selected at this point. |
| Fri, 10 NOV |
Acceptance/ rejection notification
Accepted sessions are informed the pre-assigned time slots.Sessions contacted by the PC regarding merging should decide and inform the result to the PC by Friday, 17 November to meet the session schedule planning and for the Program Committee Meeting #2 on 07 DEC. |
| 19:00 Fri, 10 - 17:00 Thu, 16 NOV [JST] |
Period to submit Additional Requests
Conveners may request for the following specific logistical conditions during this period. ・date(s) to avoid ・successive scheduling with other sessions ・avoidance of conflict with similar sessions ▶Details on Additional Requests are available HERE. 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. *There is no deadline to register a potential invited authors. Please enter the information on the system when it's decided. |
| Fri, 17 NOV - Fri, 01 DEC |
Program Planning by Program Committee
Representatives of each section will make an initial program plan.Multidisciplinary and Interdisciplinary sessions are categorized under the 5 sections based on the "Main Section" selected during the proposal procedure. At least one convener is requested to be available during this period. |
| Thu, 07 DEC |
Program Committee Meeting #2
Program committee will finalize the session schedule．
|
| Fri, 08 DEC |
Session List Release
The accepted sessions will be published on the website. |
| Wed, 13 DEC |
Session Schedule Preview (Convners only)
Conveners will receive the session schedule (not for public viewing).
|
| Tue, 19 DEC |
Session Schedule Release
Session schedule and potential invited authors list will be published.(Invited authors' list will be frequently updated hereafter.) |
|
2024
14:00 |
Abstract Submission
Conveners are expected to monitor their session during this period.Early bird submission deadline：23:59 Thu, 01 FEB Final deadline: 17:00 Thu, 15 FEB If you are planning to designate a discussion time frame during a session, please submit an abstract during this period. Conveners can view the title and name of submitters to their session from the session organizing site. Conveners are expected to monitor the submissions of their invited authors as well. |
| 19:00 Tue, 27 FEB - 17:00 Tue, 05 MAR |
Acceptance/Rejection & Transfer
Conveners are responsible to review and accept/reject the submitted abstracts to their session. Conveners may request to transfer an abstract to a more appropriate session. Invited authors must be registered at this point. |
| Tue, 12 MAR |
Final Slot Adjustment
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 after transfer to finalize the number of assigned slots. |
| Tue, 12 - 17:00 Mon, 18 MAR |
Session Organization Period
Conveners should finalize the presentation format of each abstract and assign the presentation or posting order. Conveners must designate the chairperson(s) for each slot in this period. |
| Wed, 27 MAR |
Acceptance Notification
JpGU Office sends our Notification letters via emails to the contributors.
|
| Fri. 29 MAR |
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.
|
| Fri, 17 MAY |
Abstract Release
Abstract PDF is published on the website.
|
| Sun, 26 - Fri, 31 MAY |
JpGU Meeting 2024
|