0. Expectations for Conveners When Submitting Session Proposals
0-1. Diversity and Ethical Considerations
・When selecting co-conveners, the lead convener is expected to take into account diversity in gender, career stage (including early-career researchers and students), and international representation, as well as ethical considerations (ethics).
*When registering co-conveners, please obtain their consent in advance before completing the registration. Please note that neither the Secretariat nor the system will notify them on your behalf.
0-2. Avoiding Duplication of Session Content
・When proposing a new session, conveners should carefully review
the past session lists and already submitted proposals to avoid duplication of content.
・The same applies to sessions that have been held before; conveners should ensure that no other sessions are proposed with overlapping or similar content.
・If a session with the same or similar content already exists, conveners are requested to discuss the possibility of merging in advance.
0-3. Building an Environment that Encourages Exchange
・Conveners are requested to promote presenters to use simple and plain English as a communication tool.
At the JpGU-AGU Joint Meeting 2026, participants with diverse backgrounds—including nationality, ethnicity, gender, and age—will gather.
Conveners are requested to help ensure smooth communication among participants within their sessions. Specifically, this may include encouraging participants whose non-native speakers to present in English, and encouraging native English speakers to use plain and accessible English.
1. Calls for Session Proposals and Abstracts Submission
・
Union (U),
Public (O),
Section Leading (L),
Late-Breaking Sessions are Special Categories outside the above 7 categories (making 11 categories overall). Please refer to the Guideline for each of them to be considered before submitting your session proposal.
・To promote genuine international exchange, English is the main language of the JpGU-AGU Joint Meeting 2026. However, some sessions, such as Public Sessions will be convened in Japanese.
・Conveners must indicate the session language at the time of proposal submission. In principle, English should be chosen as a session language, except when there is a clear reason for holding the session in Japanese(J).
・The available categories are as follows:
- E : All materials (slides/posters) and oral presentations must be in English.
- J *: Text in slides/posters must include English (Japanese text may be accompanied), while verbal communication (oral presentation, Q&A etc.) can be given in either English or Japanese.
* For J Sessions, conveners should provide the reason for proposing J Sessions in the session scope so that the meeting participants can understand. Please also mention that non-Japanese speakers can attend and presentations in English are possible, even for J Sessions. The oral presentation language will be the choice of the presenter.
・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 five co-conveners (max. 6). The session proponent must be one of the conveners.
・Each convener will be required to obtain a JpGU ID* (membership not required) in order to be registered as a (co-)convener when proposing a session.
*Any type of JpGU ID is acceptable. Please refer
HERE for information on how to obtain an ID.
・The Program Committee may ask for additional conveners at a later stage to round out DEI.
・Including an AGU member among the session conveners is encouraged but not required.
・Conveners are expected to attend their sessions.
1-4. Condition and Points to Note When Submitting a Session Proposal
・The scope/session description should clearly describe the purpose and subject area of the session and be written in a way that is easy to understand for all participants, including those who attending for the first time, with content that is balanced and sufficiently informative.
・If the required information is insufficient, the Program Committee may request revisions. Proposals that do not meet the requirements of acceptance may not be accepted.
・At least one co-convener in addition to the main convener is required to propose a session.
・If the session language is designated as J, the reason must be stated in the session scope together with the note that non-Japanese speakers can attend and presentations in English are possible, even for J Sessions.
1-5. Collaborative Sessions (Joint session with Partner Unions, Co-Sponsored Session with JpGU Society Members, International Collaborative Session, Co-Sponsored Session with Other Society Members )
・At JpGU-AGU 2026, irrespective of the session language, all sessions are regarded as JpGU-AGU joint sessions.
・Please refer to the
Joint Session Guidelines before applying for co-sponsorship with partner Unions (AOGS EGU and/or TCGU).
・All co-sponsorships are subject to review and approval by the Program Committee. Do not include any co-sponsorship information in the session title or scope before approval. If such information is included, the Program Committee may request revisions.
・Oral sessions will be held in four slots of AM1, AM2, PM1, and PM2, and each slot will consist of 90 minutes of oral presentations. The maximum number of oral presentations in a 90-minute oral slot is 6.
・The PM3 will be the core time of 105 minutes for on-site poster presentations.
・Two formats are available for presentations: oral and poster.
The PC accepts a session either as orals-and-posters or posters-only. Orals-only sessions may be accepted only for Union, Public and Section Leading Sessions. Posters-only session can be requested.
・After abstracts submission, the Program Committee will reassign an orals-and-posters session to a posters-only session if the number of abstracts does not meet the required condition specified in the slot allocation formula.
・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).
1-8. Acceptance of Session Proposals
・The Program Committee reviews and accepts/rejects all proposed sessions.
・The Program Committee may reject proposals if judged to belong to one or more of the items below:
(a) Sessions that are out of the JpGU-AGU Joint 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 Program Committee assigns after acceptance a Session ID according to the session category and subcategory..
・The Program Committee may accept a session in a different category/subcategory from the original proposal.
・Depending on the number of proposed sessions, the Program Committee holds the right to merge sessions or move sessions to poster-only session.
・Session proposals that are identical or similar in content but differ only in language will not be accepted. In such cases, the proposals may be merged, or only one session may be accepted.
・Conveners are encouraged to voluntarily merge sessions that are considered similar or nearly identical in scientific content.
・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 Program Committee. Title and scope may be revised until before the Program Organizing meeting.
・Mergings made by the Program Committee: Conveners may revise the title and scope until before the Program Organizing meeting. If no revision is made, the Program Committee holds the right to select the title and scope of either one of the merged sessions. The Program Committee will consider the original language format requests.
・The number of conveners may be increased according to the formula set by the Program Committee.
1-10. Initial Allocations of Time Slots
・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 proposed and accepted sessions are initially allocated one "time slot", but conveners may request for two time slots based on the anticipated number of abstracts. The Program Committee 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.
1-11. Additional Requests on Session Logistics
・During this period, conveners may indicate "dates to avoid" for their sessions with proper reasons.
*Please note however, that we CANNOT accommodate preferred dates.
・If there is a valid reason requiring consideration of the time difference, a request may be submitted through the designated form.
・The Program Committee cannot guarantee to meet all these requests due to the balance of the whole science program.
・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.br>
1-12. Session Scheduling before Abstracts Submission
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, and strictly depends on number of submitted abstracts. Sessions may be requested to reduce the pre-assigned time slots to reflect the actual abstract submissions when the Program Committee finalizes the program.
・Each session except for Union, Public, Late-Breaking and Section Leading Sessions can have up to 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 exceeding 15 minutes, but the assigned time slot cannot be extended for over 90 minutes. Please adjust by reducing the number of other oral presentations.
・The 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, registration) 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 support will also not be provided. However, for Public Sessions, travel expenses may be supported in accordance with the relevant regulations. For details, please refer to the
Public Session Guidelines.
1-14. Viewing Abstracts during Abstract Submission Period
・All conveners, including co-conveners, can monitor the abstract submitted (author names and titles) to their session through the Convener’s Site during the submission period. Please ensure that all planned presentations, including invited papers, have been properly submitted.
・Conveners can view names, affiliations, and titles of submitted abstracts, but not the contents during the abstract submission period.
2. Session Organization after Abstract Submission Deadline
2-1. Confirmation of Pre-assigned Time Slots
・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.
・Even when the number of abstracts exceeds the proposed number defined in the slot allocation, no additional slots will be assigned.
・Sessions in which the number of abstract submissions does not reach the minimum required for one slot will be poster-only sessions, with no oral presentations.
2-2. Session Organization Process
・Conveners must complete their session organization in JpGU online web system within the designated period.
Please follow the following five 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) Assign chairpersons for each oral time slot with their consents.
2-3. A Special-Purpose Frames Within the Oral Session Time Slot
・When organizing a session, slots of up to 15 minutes each for “Introduction” and “Discussion” may be arranged within the oral session time slot without incurring any additional charge. Please refer to the
Special Oral Frames on the Conveners' webpage for details.
・In addition to the above-mentioned discussion frame (no charge), conveners can submit an abstract and use it for panel discussion, etc.
*Slots submitted by the session conveners for discussions or panel discussions cannot be used for poster sessions.
2-4. Acceptance or Rejection of Abstracts
・ If the abstract submission falls under any of the rejection criteria specified in the
Regulation on Abstract Submissions, it may be rejected at the discretion of the conveners.
[Rejection criteria]
a) 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)
b) The scientific content does not stand on accepted scientific integrity.
c) Serious impropriety such as research misconduct, copyright infringement, or violation of human rights, is identified.
d) 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. In case of rejection, please select “Reject” in the Organizing System during the review process, the notification will be sent by the Program Committee. Contributors may request detailed reasons for rejection from the conveners. In such a case the Program Committee 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. Also, no copy-editing support is provided.
2-5. Presentation Formats
・The presentation format for each submission will be decided by the conveners, taking into consideration the preferences of the authors.
・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 Program Committee holds the right to make the final decision on the presentation format.
2-6. Limits on Acceptances
・One person is allowed to present up to two presentations in one session, with no more than one oral presentation.
2-7. Assignment of Chairpersons
・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. Secretariat office will not intermediate.
2-8. Abstract Acceptance Notice
・Acceptance notification will be emailed from JpGU after the program is finalized along with presentation ID, formats, and scheduling.
2-9. Modification of Abstracts
・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 the speakers or authors need to be changed due to unavoidable reasons, the updated information will be announced separately from the original as additional information.
2-10. Cancellation of Presentations
・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. Published information, including the abstract text, cannot be retracted.
・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.
3. Agreement to Terms and Policies
3-1. Agreement to Terms and Policies
・By serving as a session convener for this meeting, you are deemed to have agreed to the following policies:
• Privacy Policy
• Code of Conduct
• Regulation on Abstract Submission
• Copyright Policy
• Guidelines for Handling Presentation Materials at JpGU Meetings
・In addition, the email addresses registered in the member site may be used or shared within the scope necessary for meeting operations. This information may be used for official notices and communications from the organizers or relevant committees, and may also be shared between conveners and presenters for the purpose of session management and communication.