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). 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 Overviews and to rank the Support Applicants.
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
Update the general information about their own Session/Event, whenever appropriate. Conveners click "Session/Event Form" below their corresponding Session/Event, login and find their forms to update all information about their Session/Event directly onto the Web.
Rank support applications and provide a written statement of personal support for the "first" one. (Convenvers click "Support Applications" below their Session/Event, login, and find a detailed description on how to proceed).

 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.
Organize the Programme of their own Session in view of their Session Overview compiled and published by EGS on the Web based on the abstracts and information received from the authors. (Please, click "Organizer Overviews" below your Session/Event, login and find a detailed description on how to accomplish you tasks). Conveners decide about acceptance or rejection or transfer of a contribution to another session, add contributions of his/her choice not yet received by the EGS Office, 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/Acceptance from the EGS Office once the completed overviews will be received.
Approve the Programme of their own Session in view of the Session Draft Programme compiled and published by EGS on the Web based on the decision of the Programme Committee.

 Chairpersons must be selected and all key-authors will be informed by EGS about the exact date and location of their presentation and the session programme (Notice of Schedule).
Provide input, if necessary, into the final ON-SITE Session Programme.

 		A few days prior to the Assembly the EGS Office generates the final printout of the Session Programmes to be posted at the Meeting; late papers may occasionally still be added!
Decide on the publication of "proceedings" or of a collection of "extended" articles of their session We recommend 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 on the Web. The EGS Office prefers to receive these reports electronically via the Organizer's Session/Event Form

Important Remarks

  1. All accepted Abstracts will be included in the CD-ROM version of the Abstract Book Geophysical Research Abstracts.
  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!

[EGS Icon]EGS General Assembly 2002 (EGS Office)