Convener guidelines
Thank you for agreeing to convene a session at the ICUC12 conference. Here we provide information to support you at each step of the organization, from abstract selection 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 organization 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.
General
When organizing the following steps and tasks will be required to organize a successful session:
- Organizing your session through reviewing abstracts and scheduling as oral/poster presentations.
- Identifying chairpersons who run the onsite oral and poster sessions at the conference.
- Curating a dynamic live session by getting acquainted with authors’ presentation materials in advance of the session.
The Copernicus Office Meeting Organizer provides the tools listed below to assist you in your tasks.
SOI – Abstract implementation (14 Feb to 01 Mar 2025)
During the abstract implementation phase SOI, conveners 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")
Transfer of an abstract: Transfer of an abstract to another session should be used with care: normally the authors have a reason for selecting a specific session for their abstract. If you want to move a contribution nonetheless, ideally you immediately communicated with the author(s) first. Please note that transfer of an abstract should be done as early as possible, so the conveners of other sessions still have the possibility to consider the suitability of the abstract for their session.
In addition, conveners may upload contributions that were directly sent to them. 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 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 (mid-March 2025).
The scientific committee asks all convener teams to finalize this task by 1 March 2025; open sessions will delay the development of the session programme. In case the convener team does not finalize the "Abstract implementation", the Scientific Committee will take over and decide according to their own assessment.
SOIII – Presentation selection (10 to 27 Apr 2025)
The scientific committee will schedule your session on a specific day at a specific time. Your session may be scheduled during one (small number of abstracts) or more time blocks (high number of abstracts); for very large sessions the scheduling may even cover more than one day. Following the scientific committee's schedule finalizing, conveners are asked to:
- Assign each abstract as oral or as poster presentation
- define the ordering of the presentations for both the oral and poster sessions.
With respect to scheduling of presentations by anyone on the convener team, please consider the following recommendations:
- A session chair should not give an oral presentation in the session block he/she is chairing (this can normally be avoided, if the session is large enough to cover more than one session block moderated by different chairs).
- If, after allocation of the presentation times, a number of oral preference submissions have to be assigned as poster presentations, we see it as fair if (co-)conveners first consider the poster presentation type for their own oral-preference submissions, if there are any.
Please find more details on the conference format here
Your selection will generate your draft session programme. The next task is to:
- Identify two (or more) chairpersons for each of the oral session blocks.
- Identify two (or more) chairpersons for the poster session.
Then finalize the “Presentation Selection”.
In case the convener team of a session does not finalize the "Presentation selection", the Programme Stream Moderators will take over and complete the scheduling according to the best of their knowledge and assessment.
The final meeting programme for all sessions will then be uploaded. All authors will receive their letter of schedule by email, indicating the time and type of their presentation.
