Guidelines for conveners

General information

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:

  • 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;
  • 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 expect 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 providing scheduling preferences
  • Select the presentation type for each abstract;
  • Identify chairpersons for the actual run of your session at the conference;
  • Curate a dynamic live session by getting acquainted to presentation material uploaded prior to the session to the programme page.

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.

Session modification

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.

Support application rating

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.

SOI – Abstract implementation

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.

  • 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 convenors 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 finalize 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

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.

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.

The session concept is the following.

  • All the authors have the option to upload display material from 1 August onwards that will be available to all registered conference participants for viewing and commenting.
  • The live session blocks have 1:30 hours. In the first part of this block (about 1 hour), all the authors give lightning talks on their presentations; the second part (about 30 min) is reserved for discussion in break-out rooms (video chat).
  • For each lightning presentation 5 minutes are foreseen (3 minutes are reserved for the talk plus 2 minutes for Q&A directly following the lightning talk). For the solicited presentation, 12 minutes are foreseen for the talk plus 3 minutes for Q&A. For each session block one solicited presentation can be assigned, but conveners can choose to have none. Convenors may also schedule one introductory slot of 5 minutes for a session.
  • The rationale in order to select the solicited papers by the conveners should be based on an informative abstract about an innovative study with interesting new findings with a clear potential for a wider interest on the topic from the audience.
  • With this concept one session block can accommodate 1 solicited plus 9 lightning presentations plus Q&A, while without a solicited talk the session block can be up to 12 lightning presentations plus Q&A.
  • Presentation material: for the live 3-minute presentations, presenters have to upload highlighting slides (deadline: 24 hours before the session starts) with a maximum of two slides; in case presenters are concerned about the stability of their internet connection, they are encouraged to pre-record a 3-minute video of their presentation.
  • Break-out rooms can either be created for each individual presentation (resulting in up to 12 parallel rooms) or for thematically grouped presentations of 3 or 4.

More details on the virtual format of the session programme are provided here. 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.

Chairing your session

Sessions should be chaired by the conveners or by assigned chairpersons. Please find further information on chairing your session at the chairperson guidelines.

Mail tool

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.

Supporters & sponsors