Conveners and co-conveners 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 need a user account (user ID and password). All links and related instructions will be given by email.
Your tasks include the following:
The Copernicus Office Meeting Organizer provides the tools listed below to assist you in the fulfilment of your tasks. For the online format of the conference, technical introduction and preparation sessions will be offered closely to the event.
The session modification enables you to define or to modify the title as well as the description of your session. You may also upload a convener pitch video or other material about your session. 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.
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 session summary. The limit for uploading is 50MB. If you provide a link to your video on YouTube or vimeo a thumbnail will automatically be displayed in the session programme. Please download the PDF file with further instructions on how to record a presentation.
Authors are able to submit their contributions 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 are invited to add a comment to each rated application. 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 session convener 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 requested to confirm their participation in the meeting by the given deadline. Abstracts without a participation confirmation will be withdrawn automatically.
During the abstract implementation phase, you are asked to review abstracts originally submitted to your session, as well as abstracts that are suggested to be transferred to your session or abstracts without any assignment. In addition, you may upload contributions which were directly sent to you. You are kindly asked to process the three different actions available below.
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 EMS2021, SOI and SOII tools are scheduled to be available in parallel for most of the time (see Timelines). 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 convenors, there is no guarantee 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.
Following the assignment of session times by the PSC, you are then asked to
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 authors will receive their letter of schedule by email, indicating the time and type of their presentation.
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 give other guidance 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.
More details on tasks and procedures between the online programme publication and the conference will become available here in May.