Major Session Related Changes and Notifications
・Flash Talks by poster presenters in the oral session will not be held.
Please see HERE for details．
・On-site poster core time (PM3) will be extended by 30 minutes.
・Session category has been partially revised.
・Guidelines for Late-Breaking Session Proposals are now available.
Session Proposals
Session Proposal Period and 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 ther person's 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 2024, the annual due of 2024 year is charged.
In addition to this, the annual due for 2025 year will be required in order to attend the 2025 meeting in May.
Selection of Session Language
Both English and Japanese are the official language at the JpGU annual meetings.The convener should select a session language category from the following two types depending on the session policy.
| Session Language Code | Slides and Posters | Oral |
| E | English | English |
| J | English or Japanese | English or Japanese |
Propose a Session
Session proposals are accepted from the system below.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.
*Please note also that all requests must be registered using the designated system before the deadline. Requests entered in the "communication box" at the time of session proposal or via emails will not be considered.
Tasks during Abstract Submissions
・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 26 February 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 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.
Session Organization
*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 【19:00 Wed. 26 FEB - 17:00 Tue. 04 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 : Design a Session 【Tue. 11 - 17:00 Wed. 19 MAR】
●Conveners must assign presentation format, oral or poster, to each abstract and decide the presentation or posting (if poster presentation) order.Oral Sessions
・Oral sessions are 90 minutes per slot. Please allocate oral presentations to the 90-minute oral presentation slots (maximum 6 presentations).
・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 and changeover 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 of the presenter.
●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.
Poster Sessions
・Register the posting order of each poster presentation to be published in the meeting participation site "Confit." This order will also be the order in which posters are displayed at the on-site venue.
・If you are unable to complete the organization due errors such as duplicates in the system, please contact the JpGU Office.
* The registration of the chairpersons is not required for poster sessions.
*Please do not set the special frames such as "Introduction" or "Discussion" in the poster session. If these slots are set, they will be automatically removed when the program is released.
Special Frames to Organize Oral Sessions
The following three types of frames are available for designing a session.| 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. |
Regulations & Guidelines
JpGU has important REGULATIONS and GUIDELINES related to session organization.Please take your time to read and understand them.
Guidelines for those who are proposing a special session.
Abstract submission and presentation related guidelines.
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
▶Section Leading Session Guidelines
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.
The tentative invited authors will be listed HERE. The final invited list will be posted together with the final meeting program after the session organization is completed.
Please refer to the Invited Presentation Guidelines for details.
Registration Subsidy to Promote Participation in the JpGU-AGU Joint Meeting 2026
The JpGU annual meeting in 2026 will be a Joint Meeting co-hosted by AGU. At JpGU 2025, we will provide subsidies of the registration fee for the joint session with AGU to promote participation in the following year's Joint Meeting.Eligibility for Subsidy
・All sessions approved for joint sessions with AGU are eligible.
*For details on how to apply for a joint session, please refer to the Joint Session Guidelines.
Benefit
・Registration fee for one presenter per session will be waived.
Conditions for Applying
・Applicants must have applied for and approved for a joint session with AGU.
・The person to whom the grant is applied must submit an abstract and the contribution must have been accepted.
*The applicant does not need to be an invited author.
How to Apply
・The application period for the subsidy is from late February to early March. (tentative schedule)
・Please apply using the designated form once the application period has started.
*The form information will be sent to the conveners of the applicable sessions.
*Registration is scheduled to open on 6 March, but conveners are requested to inform the subsidized presenter do not go through the registration process by themselves.
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 2025, 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 Information
Inquiries about Session Management
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 for Communication from JpGU Office
・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 2025 Conveners 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 |
|
2024
14:00 Tue. 01 OCT -17:00 Tue. 29 OCT [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. |
| Tue. 29 OCT - Mon. 04 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 17:00, 01 November]. (If no request, one slot will be assigned.) |
| Tue. 05 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. |
| Thu. 07 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 to meet the session schedule planning and for the Program Committee Meeting #2 on 02 DEC. |
| 19:00 Thu. 07 - 17:00 Wed. 13 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. |
| Thu. 14 - Fri. 29 NOV |
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. |
| Mon. 02 DEC |
Program Committee Meeting #2
Program committee will finalize the session schedule．
|
| Fri. 06 DEC |
Session List Release
The accepted sessions will be published on the website. |
| Wed. 11 DEC |
Session Schedule Preview (Conveners only)
Conveners will receive the session schedule (not for public viewing).
|
| Wed. 18 DEC |
Session Schedule Release
Session schedule and potential invited authors list will be published.(Invited authors' list will be frequently updated hereafter.) |
|
2025
14:00 Thu. 16 JAN - 17:00 Tue. 18 FEB [ JST] |
Abstract Submission
Conveners are expected to monitor their session during this period.Early bird submission deadline: 23:59 Thu. 06 FEB Final deadline: 17:00 Tue. 18 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 Wed. 26 FEB - 17:00 Tue. 04 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. 11 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. 11 - 17:00 Wed. 19 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. |
| Thu. 27 MAR |
Acceptance Notification
JpGU Office sends our Notification letters via emails to the contributors.
|
| Fri. 28 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. 16 MAY |
Abstract Release
Abstract PDF is published on the website.
|
| Sun. 25 - Fri. 30 MAY |
JpGU Meeting 2025
|