Guidelines for Conveners of EGS General Assemblies

Conveners and Co-Conveners, in close cooperation with the EGS Office, play an essential role in the process of advertising and finalizing the Scientific Programme of a General Assembly (see also Abstract Evaluation and Late Papers). We have published a Test Session to study the type of information and the actions required for advertising and finalizing the programme of a session. It is the task and the responsibility of the Session Conveners, in consultation with their Co-Conveners, to

Keep the deadlines listed in the Assembly' s
Deadlines & Milestones Plan.		 Most important are to return the completed Session Overview and the Draft Programme, to rank the Support Applicants, and to decide about the publication of Session Proceedings.
Advertise their own Session throughout the scientific community possibly interested in the topics covered by their session. E.g. by circulating a Call-for-Paper Letter and to inform colleagues about Deadlines, Abstract Format & Submission, Pre-Registration, Pre-Reservation of Accomodation, and EGS Support Programmes
Organize the Programme of their own Session in view of their Session Overview compiled and forwarded by EGS based on the abstracts and information received from the authors. Conveners decide about acceptance or rejection or transfer of a contribution to another session (please contact the appropriate Session Convener first!), add contributions of his/her choice not yet received by the EGS Office (please forward corresponding abstracts promptly!), classify the contributions into oral and poster sessions, select solicited talks, and arrange the papers in each session in the order of their presentation. Key-authors will receive a Notice of Status from the EGS Office once the completed overview will be received.
Rank support applications and provide a written statement of personal support for the "first" one. Abstracts of authors applying for financial support should be reviewed critically with regard to their excellence and importance for the session. EGS will inform all applicants with the request to confirm their participation in the conference.
Finalize the Programme of their own Session in view of the Session Draft Programme compiled and forwarded by EGS based on the decision of the Programme Committee. Late papers can still be added and all key-authors will be informed by EGS by e-mail and mail about the exact date and location of their presentation and the session programme.
Provide input, if necessary, into the final ON-SITE Session Programme. 10 days prior to the Assembly the EGS Office generates the final printout of the Session Programmes to be posted at the Meeting; late papers can still be added!
Decide on the publication of "proceedings" or of a collection of "extended" articles of their session For the publication of refereed "proceedings" we recommend the EGS journal Physics and Chemistry of the Earth, and the EGS Journals or Special Publication Series (books) for the publication of more extended and more rigorously reviewed articles.
Provide a Short Report of their Session shortly after the Assembly for inclusion in EGS Newsletter. The EGS Office prefers to receive these reports electronically by e-mail, URL or FTP or on diskette, CD-ROM, ZIP, JAZ or MOD.

Important Remarks

  1. All accepted Abstracts will be included in the CD-ROM version, while all Abstracts of scheduled contributions may be included in the printed version of Geophysical Research Abstracts (Abstract Book). The Programme Committee decides whether or not a printed version of GRA will be made available.
  2. Sessions, for which Session Overviews will not be returned in time by their corresponding Conveners, will be finalized by the Programme Committee without any further consultation with the respective Conveners!

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