4-9 September 2022, Bonn, Germany

2022 guidelines for conveners

General information

Thank you for considering organising a session at the EMS Annual Meeting 2022. Here we provide information to support you at each step of the organisation, from proposing a session to finally chairing the session at the conference.

Convener teams are permanently assisted by the staff of Copernicus Meetings. We will inform you about any deadlines and tasks with regard to the organisation of your session. You will be asked to use different tools of our Copernicus Office Meeting Organizer online system. Therefore, you will need a user account (user ID and password). All links and related instructions will be given by email.

Your tasks will include the following.

  • Define your session by title, description, and organisers: we encourage you to build diverse convener teams, considering different genders, early-career scientists and different countries or institutes.
  • Decide whether you want to organise your session in the SPARK format.
  • Advertise your session to your scientific community and solicit keynote presentations. You are encouraged to provide a short video pitch for the website, illustrating the content you envision for your session and the relevance for the meteorological community.
  • Rate registration fee waiver applications as an input for the support selection committees.
  • Organise your session through evaluation, acceptance, and transfer of submitted abstracts and provision of scheduling preferences.
  • Select the presentation type for each abstract.
  • Identify chairpersons for the actual run of your session at the conference; please note that the EMS requests the conveners who chair the actual session to be physically present at the venue in Bonn.
  • Curate a dynamic live session by getting acquainted with presentation material uploaded to the programme page prior to the session.

The Copernicus Office Meeting Organizer provides the tools listed below to assist you in your tasks.

Timeline for convener tasks

Conveners and the PSC will develop the session schedule and programme based on the submitted abstracts. The timeline for convener tasks is:

  • Tue, 26 April 2022 (after 13:00 CEST) – Wed 4 May 2022: support application rating;
  • Tue, 3 May – Wed, 11 May 2022: abstract acceptance, transfer, upload (SOI);
  • Wed, 4 May – Thu, 12 May 2022: scheduling requests (SOII);
  • Mon, 13 June – Mon, 20 June 2022: presentation assignment (SOIII)

Mail tool (available after close of abstract submission, end of April 2022 through to end of September 2022)

Through the mail tool you have the option to contact all (contact) authors, for example to make them aware of the upload options for slides or presentations or to give other guidance on how you intend to run the session. You are also able to write to the contact person or all authors for a specific abstract. This function is available via a small envelope icon below the abstract number.

Session submission (15 Dec 2021 to 15 Jan 2022)

Session proposals can be submitted during the public call-for-sessions. When submitting a session, the following steps are required.

  • Define your session with a title and a short description (200–2500 characters).
  • Identify the lead conveners and co-conveners by first name, last name, and email address.
  • Submit your session proposal to one programme stream only.
  • Avoid submitting session proposals that are similar to sessions already suggested. Rather, you can contact conveners of suggested sessions or directly propose modifications to already suggested or existing sessions if you would like to be involved.
  • Indicate whether your session might be considered for a SPARK session.
  • Indicate other programme streams for potential co-organisation.
  • Respect the session submission deadline.

The programme stream moderators will build the session programme from the session proposals. You will be informed of acceptance of your session by email. The programme stream moderators can also suggest merging proposed sessions that are similar.

Session modification

The session modification enables you to define or to modify the title as well as the description of your session. This tool also provides the options to upload or link session material as well as a session summary. To provide a convener pitch on the planned content of your session, provide your material as a session summary. The limit for uploading is 50 MB. If you provide a link to a video on YouTube or vimeo, a thumbnail will automatically be displayed in the session programme.

This tool is available until the final session programme is uploaded to the website in summer. Furthermore, this tool provides you with up-to-date information and statistics about the contributions to your session during the whole period of session and programme organisation. This web interface is also the starting point for all the following tools. You are kindly asked to log in by using the convener login link provided in the main menu at the top of the website.

Support application rating

Authors can submit their abstracts together with a registration fee waiver application if they fulfil the eligibility criteria. You are kindly asked to rate those applications in order to provide the support selection committees with your preferences for support. A short CV and statement by the author will be available to you to assist you in the assessment. Please rate the applications
(a) by the quality of science as well as
(b) by the quality of the abstract.
In order to justify your decision, you may also add a comment for each rated application. Please note that conveners are not allowed to rate or even comment on support applications in which they are involved as a co-author. These applications must be handled either by another convener of their session or even directly by the Programme and Science Committee (PSC) chair.

The support selection committee will take your rating and your comments into account in the final selection. All applicants will be informed about the final decision of the selection committee. Independent of a positive or negative decision, authors are then requested to confirm their participation in the meeting by the given deadline. Abstracts without a participation confirmation will be withdrawn automatically.

SOI – Abstract implementation (end of April/early May)

During the abstract implementation phase, you are asked to review submitted abstracts of three different types:

  • Review abstracts originally submitted to your session ("Review of submitted abstracts to your session")
  • Review abstracts that were suggested for transfer to your session by another convener ("Review of transferred abstracts to your session")
  • Review abstracts without any session assignment ("Review of unassigned abstracts to your session")

In addition, you may upload contributions that were directly sent to you. Please note that abstracts uploaded by conveners are listed under "Implementation summary and finalization". All these actions can be modified as long as the "Implementation summary and finalization" action has not been completed. After having completed the reviews and uploads, please check the implementation summary and then finalise the "Abstract implementation". The outcome of this tool is the final list of active contributions to be scheduled in your session. The authors will then receive a letter of acceptance/rejection by email.

SOII – Session tagging (end of April/early May)

During the session tagging phase, you are asked to provide the PSC with your scheduling preferences. These may include inter-session relations such as no-overlap or back-to-back scheduling or any other information that you consider to be useful. Please note that the allocation will be done by the PSC upon scheduling and will in general be proportional to the number of abstracts received for a session. Should you want to draw the attention of the PSC to special considerations, please use the "Optional information" box. For the EMS2022, SOI and SOII tools are scheduled to be available in parallel for most of the time. However, SOI has to be completed first for SOII to become available. The PSC will take into account as much as possible your scheduling preferences when deciding on the session programme. However, given many competing preferences from conveners, there is no guarantee that these can all be accommodated. The PSC will schedule your session in terms of day and time. Missing information from the SOII tool will be completed by the Programme Stream Moderators to the best of their knowledge.

SOIII – Presentation selection

Following the assignment of session times by the PSC, you are then asked to

  • define the ordering of the presentations and
  • assess whether any of the abstracts could be selected as solicited with a longer presentation time.

Please note the following.

  • In case you choose earlier to run your session with the SPARK concept, different numbers and lengths of solicited (SPECIAL TRACK) and standard (lightning extended poster pitches) appear in this tool for your session.
  • The rationale in order to select the solicited papers should be based on the information in the abstract about an innovative study with interesting new findings and a clear potential for a wider interest on the topic from the audience.

Your selections will generate your draft session programme. In this draft programme, you are asked to identify chairperson(s) for each subdivision of your session. Missing information from SOIII will be completed by the PSC, and the final meeting programme for all sessions will be uploaded. Then, all the authors will receive their letter of schedule by email, indicating the time and type of their presentation.

Some preliminary details about the format of the session programme and the session concept are provided here. More details will become available in spring.

Chairing your session

Sessions should be chaired by the conveners or by assigned chairpersons. We would like to emphasise that, if the onsite meeting is possible, all chairpersons of sessions will be required to be at the meeting in Bonn; online chairing opportunities will not be provided; online oral presentation opportunities however will be offered.

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