Guidelines for Conveners
Conveners and co-conveners are permanently assisted by the staff of Copernicus Meetings. We will inform you about any deadlines and milestones with regard to the organization of your session. You will be asked to use different tools of our online system Copernicus Office Meeting Organizer. Therefore, you already received a user account (ID and password) during the set up of the Session Programme. All links and related instructions will be given by email.
Please note that the programme lists the names of convener and co-coveners for each session as well as their affiliation. Thereby, personal details such as telephone number and e-mail are only given if you allow the display. To do this, please log in to your Personal Data and mark the respective "Public Directory Entries". The programme committee strongly recommends that as a minimum, you display your e-mail information.
Your convener duties include:
The following tools assist you in the fulfillment of your duties:
The session modification enables you to define or to modify the title as well as the description of your session, and enables the convener to modify the ordering of the co-conveners. Furthermore, this tool provides you during the whole period of session and programme organization with up to date information and statistics about the contributions of your session. This web interface is also the starting point for the following tools.
Please access the session programme and browse to your session. You are kindly asked to log in by using the Organizer Login link.
Support Application Assignment & Ranking
During an initial period of the abstract submission, authors are able to submit their contributions together with a support application. You are then kindly asked to rank those applications in order to provide the support selection committee with your preferences for a granting. In addition, you are also able to assign support applications to unassigned abstracts and you can upload additional contributions. Please note that applications without a convener ranking can not be considered.
Please rank solely on the scientific importance of the contribution to your session because of limited funds. The support selection committee will then consider your ranking and other priorities factored in, e.g., applicants ranked by more than one convener and the fact that certain applicants may obtain national grants if offered a waiver and/or a small support. The above restrictions/priorities will mean that few, perhaps even no applicants from certain sessions are supported. Furthermore, supported participants in some sessions may not be those most highly ranked on scientific grounds by any given convener, particularly if the applicant was accorded high priority by another convener.
All applicants will be informed about the final decision of the selection committee. Independent from a positive or negative decision, the authors are requested to notify their participation in the meeting until a given deadline. Abstracts without a participation notification will be withdrawn automatically.
SOI – Abstract Implementation
During the abstract implementation, you are asked to review abstracts originally submitted to your session, those which are suggested to be transferred to your session, as well as abstracts without an assignment. In addition, you may upload contributions which were directly sent to you.
The outcome of this tool is the final list of active contributions to be scheduled in your session.
SOII – Session Tagging
During the session tagging, you are asked to provide the programme committee with your scheduling requests. These may include time and inter-session relations, requests for a specific lecture room size, or any other information that you consider as useful.
The programme committee will then schedule your session in terms of day, room and time. Missing information from the SOI or SOII tools will be filled by the programme committee and the authors will receive a Letter of Acceptance/Rejection by email.
SOIII – Presentation Selection
Following the time as given by the scheduling of the programme committee, you are then asked to:
Your selections will generate your draft session programme with the subdivision into the different times for the presentations. In this draft programme, you are asked to define a chair person for your session.
Missing information from SOIII will be filled by the programme committee and the final meeting programme for all sessions will be uploaded. Then, all authors will receive their Letter of Schedule by email, mentioning the actual time and location of their presentation.
Information on Solicited Abstracts
Solicited submissions are those abstracts (which might be ultimately oral or poster) that you would like to particularly highlight in your session. Please note the following:
If you have any modifications in your session programme after the upload of the overall meeting programme, please forward these information directly to email@example.com. These changes will be included in the Daily Programme of each lecture rooms to be displayed on-site.