Conveners should also:

1. Select a minimum of two chairpersons per session time block, as is appropriate for your format. Conveners should ensure that at least one chairperson can run the on-site session in the conference centre, and a second chairperson can moderate and interact with the virtual attendees and presenters. For PICO sessions, conveners should be aware that two on-site chairs will be needed, one to take care of on-site presenters, and one to manage the interactions of the on-site attendees with the virtual presenters via the large presentation screen.
2. Nominate 3 to 5 judges per presentation participating in the OSPP contest for posters and PICO presentations via the linked OSPP nominator tool. Conveners can choose volunteers from the list of available judges, chairs, or conveners of the session, or add colleagues as judges (making sure beforehand they agree to serve as a judge and that they will attend EGU). Judges are not allowed to be co-authors of the abstract they evaluate; they need to have earned a PhD or equivalent; and cannot participate in the OSPP contest.
3. Add public information to the session for people to read in the online programme. This supplementary information appears in addition to the session description, which is already available and visible, and should be concise.
4. Use the mailing list tool (individual emails are not shown) to contact the authors presenting in the session for any final information and essential communication. This mail tool is to be used to communicate only EGU General Assembly-related matters.
5. Make sure that authors are all attending and have uploaded their presentation files (at least 24 hours prior to the session start). Let authors know of any planned events associated with the session.
6. We encourage announcements of special issues in the EGU's topical journals or the EGU's proceedings series Advances in Geosciences, but do not allow advertisement of special issues with other publishers.
7. We encourage the use of gender-neutral language in all communications. Some examples can be found in this guide and related blog post.
8. If you have any last-minute modifications to your session programme, please forward this information directly to egu25@copernicus.org. If feasible, these changes will be included in the daily programme of each lecture room and PICO spot to be displayed on site. Changes to the on-site daily programme are only possible until 22 April 2025.
9. Late withdrawals and no-shows: no-shows are monitored at presentation time for all sessions. If an abstract was not presented and not withdrawn, or withdrawn after the scheduled presentation, and no prior warning was given to the conveners in either case, the abstract will be withdrawn from the online programme. The title will be marked with "withdrawn after no-show".

Conveners are responsible for the smooth operation of their session and should:

1. Check that the session chairpersons are in attendance.
2. Make sure to keep sessions on time. All oral presentation times include the time for questions and change over to the next speaker.
3. Keep in mind that the fully-hybrid session approach involves speakers and audience split in virtual and on-site groups. Virtual presenters need the same attention as on-site presenters and questions can come from on-site attendees as well as virtual attendees through the Zoom chat.
4. Ensure that presenters stand directly behind the lectern throughout their presentation in order for them to be properly framed by the video camera and thus viewable by the virtual attendees. Presenters must also make use of the lectern microphone, so that virtual attendees in Zoom can follow the session.
5. For attendees in the room or PICO spot, these audience members must also make sure they use the microphone available to them when asking a question or making a comment. Apart from allowing the virtual attendees to hear the question, it also helps any attendees who may be hard of hearing, deaf, or who have auditory processing issues, to follow the session. Large rooms have mounted microphones, where people can queue by the end of the presentation.
6. Convener nominated chairpersons must also use the designated chairperson microphone when moderating the session. It is the responsibility of the chairperson to remind presenters and audience members to always use the microphone when speaking, or repeat questions through their own microphone.
7. Presenters can indicate specific information on their presentation with the wireless mouse pointer provided at the lectern transmitted to the projected screen in the room as well as on Zoom for the virtual attendees.
8. Ensure that at least one of the chairpersons is present in Gather.Town during virtual poster sessions.
9. Carefully review the presenter guidelines, and share them with presenters in your session.
10. Enjoy the session, the science, and the networking opportunities at the EGU General Assembly!
11. Thank you very much for all the work you have put into the organization of your session.

The following rules for conveners and co-conveners apply during session proposal submission and session organization. Please be aware that not abiding by these rules can prevent programme finalization in the system:

1. When submitting a session proposal, keep in mind that a convener team consists of a minimum of 2 conveners (1 convener and 1 co-convener) and a maximum of 5 conveners (1 convener and 4 co-conveners) per session.
2. The member of the convener team who submits a session proposal agrees to become the point of contact for the session for session-specific communication with authors and conference organizers. This means that their email address would be listed alongside their name on the programme. Changes to the point of contact and/or additional points of contact can be appointed at a later stage.
3. One can have a maximum of 3 (co-)convenerships in total, with one as lead convener and a maximum of two as co-convener. One additional co-convenership for Union Symposia and Great Debates is allowed. Short Courses are not counted in the maximum number of convenerships allowed.
4. Convening a session and presenting their work at the EGU General Assembly is encouraged, but some rules apply:
   1. Conveners and co-conveners cannot be solicited speakers in the session they convene.
   2. In oral/poster sessions, (co-)conveners can be (co-)authors, but they cannot present an oral in the session they convene. They can however be poster presenting authors.
   3. In PICO sessions, (co-)conveners can be (co-)authors and presenting authors in the session they convene.
   4. A (co-)convener cannot be a session chairperson for the time block in which they are presenting.

In addition, we recommend conveners to carefully read the following points:

1. The EGU strongly encourages conveners to build their teams and organize their sessions considering and promoting under-represented demographics, in particular including: (i) multiple countries and institutes, (ii) different career stages, with particular attention to the participation of Early Career Scientists, as well as (iii) different genders and all other forms of diversity.
2. Lead conveners should check with all co-conveners that they agree to take part in the proposed session and to contribute to the session organization. All co-conveners should review the convener rules and guidelines.
3. The EGU Equality, Diversity and Inclusion (EDI) Committee created the EDI session logo to be added to your session if your convener team fulfils the 3 criteria of diversity in gender, career stage, and geographic affiliation. An automatic check and assignment of this EDI logo is applied if all conveners have filled their user profile. If individual conveners have not filled their user profile, you will be asked to manually indicate whether the diversity criteria are fulfilled. We then kindly ask you to encourage your colleagues to complete their profile online. Please note that the EDI logo only appears on the listed session following session programme finalization.
4. Conveners do not automatically obtain discounts or waivers on the abstract processing charges or the registration fee. If eligible, they can apply to EGU participation support schemes when applications are open during the call-for-abstracts.
5. It is the responsibility of conveners to advertise their session. The EGU will advertise the conference and the entire programme, but not individual sessions. Email lists cannot be provided for data privacy reasons.
6. Conveners must comply with the EGU General Assembly rules of conduct.

1. Conveners use the tools of the Copernicus Office Meeting Organizer online system. For this purpose, they need to register to the system with a user account (ID and password). Only registered conveners can access the online system. The ID is a personal identification and cannot be shared with others.
2. Conveners can create or update their user account, including updating their email address, at:https://administrator.copernicus.org/personal_data.
3. Names and affiliations of conveners and co-conveners are listed in the programme for each session. Other personal details are only displayed if explicitly permitted by the conveners in their personal account. The person proposing the session agrees to be the session point of contact, with an email address visible for session related questions.
4. When submitting a session proposal, conveners and co-conveners are entered by first name, last name, and email. If these data match an existing user ID, they are connected to this ID. Conveners and co-conveners who already have an ID should be registered with the email address associated with that ID. This is to avoid multiple IDs for the same person and associated login problems.
5. Copernicus Meetings can be contacted at egu25@copernicus.org.

The EGU General Assembly programme is organized into several Programme Groups (PGs) and their respective sessions. Sessions are distributed amongst disciplinary, inter- and transdisciplinary (ITS), education and outreach (EOS), union-wide (e.g. Union Symposia, Great Debates), and community-led.

The programme is built in three main steps following the timing in the deadlines and milestones table.

1. Call-for-skeleton programme: the PG Chairs are asked to implement sub-Programme Groups in their respective PG to guide session submission.
2. Public call-for-session proposals: the public is invited to suggest sessions.
3. Session programme finalization: the PG Chairs and their scientific officers are asked to compile their session programme from the proposed sessions before the public call-for-abstracts.

Session proposals can be submitted during the public call-for-session, before the session submission deadline: 9 September 2024.

During the call-for-session proposals, EGU accepts proposals for the following sessions (check their respective guidelines for further information):

1. Regular scientific sessions (organized by a leading PG)
2. Inter- and Transdisciplinary sessions (ITS)
3. Education and Outreach sessions (EOS)
4. Union Symposia (US) and Great Debates (GDB)
5. Short courses (SC)

To submit a session proposal to the EGU General Assembly programme, please first have a look at the provisional skeleton programme implemented by the PG Chairs, where main topics may be listed.

When submitting a session, the following steps are required:

1. Submit your session proposal to one Programme Group (PG) only. This will be the leading PG of your session and the PG Chair will be responsible for the organization of your session in the programme. Programme Groups and their Chairs and Science Officers are listed here.
2. Define your session with a title and description, and short summary. Avoid submitting a session that is similar to sessions already suggested. Rather, contact the conveners or directly propose modifications to already suggested sessions if you would like to be involved. Please note that only the session title and short summary will be visible in the provisional programme, until session programme finalization in October.
3. Identify the lead convener and co-conveners (more information below).
4. Optionally, identify (co-)conveners as Early Career Scientists (ECS), if applicable.
5. Identify one of the conveners as being responsible for the Outstanding Student and PhD candidate Presentation (OSPP) competition in your session.
6. Define keywords from the EGU keyword list. Keywords are used by PG Chairs to identify potential session similarities when finalizing the programme and during session scheduling. They are not used for online search tools. Typing in the keyword box will bring up suggestions from the EGU keyword list.
7. Indicate other Programme Groups to suggest potential co-organization with other PGs, if relevant (see below). This is a suggestion only; the final decision is taken by the PG Chairs when they finalize their programme.
8. Indicate whether your session is to be co-sponsored by a colleague science organization (see below).
9. Consider organizing a special issue about your session in one of the EGU's open-access journals. A subject-based selection is given in the proposal form for further information. Please take a look at the list of the EGU's topical journals as well as EGU's proceedings series Advances in Geosciences.

The Programme Group Chairs and officers will build their PG session programme from the sessions proposed.

Conveners will be informed of the status of the session they proposed by email in October. The Chair of the Programme Group where the session was proposed can accept the sessions as they were proposed, suggest changes for the sake of clarity of the final programme, and also request conveners of sessions that are similar to merge.

Session co-organizing by Programme Groups

Conveners can suggest other Programme Groups to co-organize their session when submitting a session proposal. The Chair of the PG hosting the session is responsible for sending the invitations for co-organization. Acceptance of these suggestions lies with the receiving PG Chair(s). Co-organized sessions are supposed to be truly multi-disciplinary in nature and to entail active involvement (through convenership) of members identifying with all co-organizing Programme Groups.

Session co-sponsoring by colleague science organizations

The EGU encourages session co-sponsoring by other colleague organizations as a means of strengthening ties and encouraging collaboration. Co-sponsoring organizations will be listed in the session subtitle (automatically set by the system). Session co-sponsoring is expected to follow these guidelines: (i) co-sponsoring should be reciprocal, involving sessions at meetings of both partners, (ii) the session has conveners from both organizations, (iii) the colleague organization agrees to session co-sponsoring, and (iv) session co-sponsoring is intended for colleague scientific organizations and does not imply funding. A co-sponsoring organization should furthermore not influence the work of the conveners or the content of the session. Programme Group Chairs decide on co-sponsoring of a session within their respective Programme Group. During session submission you will be asked to confirm that the colleague science organization agrees with the co-sponsoring.

During abstract submission, conveners are encouraged to promote their session. At any time, conveners can see the abstracts already submitted to their session by using the convener login link. We ask conveners to consider diversity in country, career stage, gender, and scientific approaches when encouraging colleagues to submit abstracts to their session.

Conveners can also plan to have a solicited abstract in their session, if relevant. Solicited presentations provide a means to highlight a specific overarching topic within a session. Solicited abstracts can be for oral, PICO, or poster presentations, but conveners should keep in mind that the type of presentation is not guaranteed until the meeting programme is finalized by the Programme Committee.

In order to allow enough room for the presentations coming from the public call for abstracts, some rules and guidelines apply.

1. A session can only have one solicited abstract per time block. Although numbers may vary from year to year, and according to the session format, a session needs around 15 to 22 abstracts for 1 oral time block.
2. (Co-)conveners cannot be a solicited speaker in a session they convene.
3. (Co-)conveners cannot be the presenting author, and are discouraged from being a co-author, in oral presentations in a session they convene.

Overall, considering all sessions in the programme of the General Assembly, authors are allowed, as first author, to submit either one regular abstract plus one solicited abstract, OR two solicited abstracts. An exception to this rule is however possible: authors can submit a second regular abstract if submitted to sessions led by the Education and Outreach Sessions (EOS) Programme Group. Under this exception, the maximum number of abstracts, including solicited abstracts, remains two.

Since the system limits authors to one regular abstract submitted as first author, authors who have a second abstract to submit (following the rules presented above) will need to provide a transaction number (TAN) when submitting their second abstract, whether this second abstract is a solicited or a regular (e.g. EOS) abstract.

In order to provide a TAN for the submission of a solicited abstract, conveners can generate one TAN per session directly through their session overview when logged in. This TAN must be sent directly to the author of the solicited abstract. The author can submit their second abstract through the system using this TAN. Additional TANs, if justified, can be provided by the Programme Group chair to the main convener of a session.

We suggest conveners to send their TAN as early as possible to their solicited author to avoid last-minute problems. Conveners are also encouraged to get in contact with their Programme Group chair for further clarifications, if needed.

Finally, please note that the final status of a 'solicited abstract' is only defined and displayed in the programme later, when conveners prepare the presentation selection during the SOIII phase. In that tool, conveners can then select the solicited presentation types for one solicited 10-, 20-, or 30-minute presentation per time block.

During the initial period of the abstract submission, authors are able to submit their abstracts together with a financial support application. Conveners are kindly asked to rate those applications in order to provide the support selection committee with your preferences for whom should be granted financial support. Conveners should enter their rating using the convener login between 2 and 14 December 2023. Please note that applications without a convener rating and/or without payment cannot be considered.

Conveners should rate the applications (a) by the quality of the science, as well as (b) by the quality of the abstract. Conveners can also mark one abstract per session as being essential. This will be shown in all the subsequent ranking and decision forms, in addition to the rating value. Conveners are not allowed to rate or comment on financial support applications in which they are involved as a co-author. These applications must be handled either by another session convener or directly by the Programme Group chair.

Following the rating by conveners, the Programme Group chair will provide a ranking of all applications within their programme group. The support selection committee will consider this ranking for their final assessment and support assignment.

All applicants will be informed about the final decision of the selection committee. Abstracts for which the author did not confirm their participation in case of a support request denial (they were requested in the abstract submission), will be automatically withdrawn. All relevant deadlines are indicated on the Deadline and milestones page.

Automatic cancellation of sessions without enough abstracts

Sessions with five (5) or fewer abstracts after the abstract deadline will automatically be cancelled and withdrawn from the programme. Authors of abstracts in these sessions will be given the opportunity to transfer their abstract to another session. Conveners of these cancelled and withdrawn sessions will have no more convening requirements that year, but are encouraged to resubmit their session proposal for the following year's General Assembly.

Review of abstracts

For the remaining sessions, the abstract implementation phase (SOI) will open straight away. Conveners are asked to review the abstracts originally submitted to their session and the abstracts that are suggested to be transferred to their session that are pertinent and closely related to the topic of their session. Reviewing abstracts should always be done by conveners since they are accountable and responsible. It is not allowed to use AI tools to review abstracts. While reviewing, conveners are not allowed to share any abstract content or upload abstract texts, in parts or entirely, into generative AI tools.

Abstracts should be clear, concise, and written in English, with correct spelling and good sentence structure. If any questions arise during the process, conveners should contact their Programme Group chair.

Late abstracts

During SOI conveners can upload late contributions from authors that have faced difficulties in submitting their abstract by the abstract submission deadline. Late abstract submissions can only be uploaded by the session conveners and are subsequently approved by the Programme Group chair. They have a strict deadline of 21 January 2025, 13:00 CET. Abstracts sent by authors to conveners at a later stage cannot be accepted.

Late abstract submissions have an increased abstract processing charge (APC), which needs to be paid by the authors. Payment can be processed following one of these options:

1. author's credit card (the author gives the convener the details of their credit card),
2. convener's credit card or PayPal (conveners should then ask directly to the author for reimbursement as they cannot be reimbursed by the EGU),
3. convener's request at the time of entering the late abstract in the system that the author be sent an invoice to pay the APC. In this case, a PDF invoice is automatically sent to the author by email and the late abstract will only be available for scheduling upon payment by the author.

As in regular submissions, first authors of late abstracts are also required to become EGU members before abstract submission.

Abstracts of public interest

In SOI, conveners may select a limited number of abstracts (maximum of three) in their session if they consider there are abstracts of great relevance to a broader scientific audience. The 'abstracts of public interest' check box allows conveners to select the abstracts to be highlighted to the general attendees of the meeting.

Session mergers

Sessions that have received few submissions or are very similar in scope can be merged. Conveners can merge sessions themselves in the SOI abstract implementation tool, after informing the Programme Group chair of their intention. Conveners should also inform the authors and give them time to request a transfer to a different session if the merge is not to their satisfaction.

When merging sessions, we recommend conveners follow this procedure:

1. Contact your Programme Group chair to discuss your merging plans (e.g. with which other session/s you would like to merge).
2. Ensure that all conveners of sessions that plan to be merged agree which session will be the base for the merge and which session/s will move into the merge (e.g. the session that received more abstracts could be used as the base session).
3. Agree on the updated title, description, and list of conveners of the new merged session.
4. Mark all abstracts in the session/s that will be moving to be transferred to the new merged session.
5. Accept all abstracts moved into the new merged session. This should result in one session that contains all the abstracts from the merged sessions. Those session descriptions will now be empty and can be 'withdrawn' to complete the merge.

It is recommended that the list of conveners, the session title, and the description of the session be adapted first (in the session modification tool) in the case of a session merger. This is to guarantee the best representation of the ideas and topics in the final session.

During session tagging, conveners are asked to provide their scheduling requests to the Programme Committee. These may include requests for no-overlap or back-to-back scheduling with other sessions, any specific anticipation of audience size that might indicate a particular room requirement, or any other information considered to be useful. If the conveners do not provide any such information in the SOI or SOII tools, the session will be considered to have 'no requests'.

When scheduling the sessions (day, time and room), the Programme Group chair will consider the convener's SOII requests as far as possible. There is, however, no guarantee that all requests can be satisfied. Once the scheduling of sessions is finalized by the Programme Group chair in February, conveners are informed by email of the time and room assigned to their session, and authors receive a letter of acceptance/rejection of their abstract, also by email.

Publishing proceedings of special issues in EGU journals

Conveners may also consider a publication of their session's proceedings in the EGU's open-access journal Advances in Geosciences or as special issue in one of the EGU's 19 thematic open-access journals. They can indicate their interest in such a publication at any point from the initial session proposal through to SOII – session tagging. The editorial support team of Copernicus Publications will be informed and will contact the conveners for further processing.

In SOIII, conveners organize the presentations in their session. EGU strongly encourages conveners to consider and promote under-represented demographics, in particular including: (i) multiple countries and institutes, (ii) different career stages, with particular attention to the participation of early career scientists, (iii) different genders and all other forms of diversity, and (iv) diverse scientific approaches.

Conveners are asked to do the following:

1. For oral/poster sessions, subdivide the abstracts into oral, on-site poster, and virtual poster presentations. For poster-only and PICO sessions, the abstracts are already marked as posters or PICO presentations (on-site or virtual).
2. For all types of sessions, define the order (sequence) of the talks and posters, or PICO presentations.
3. Assign solicited abstracts (see below). Conveners should aim for no more than one solicited presentation per time block. Conveners can attribute a 10-minute, 20-minute, or 30-minute time slot (their choice) to one solicited presentation per time block.
4. Define at least two chairpersons for every time block, who will both be present on-site at the conference. If none of the conveners aim to be present on-site, a chairperson who is not a convener can also be appointed.

Conveners should keep in mind that:

1. Conveners must keep the scheduled presentations within the time block(s) assigned to their session. Each time block has a duration of 105 minutes.
2. Each regular oral presentation has a total duration of 10 minutes. This includes the time for questions and change over.
3. Conveners are encouraged to use the button "Add subtitle" to structure their session in a meaningful and lively way, to a maximum of 3 uses per time block. This could be utilized for closure or discussion following a sequence of three to four presentations sharing a similar topic.
4. (Co-)conveners cannot be the presenting author, and are discouraged from being a co-author, in oral presentations in a session they convene.
5. After SOIII, a draft session programme is generated with the specific times for the presentations in the session. Any missing information from SOIII will be filled in by the Programme Group chair. After finalization, all authors receive their letter of schedule by email, mentioning the day, time and location of their presentation.

Additional information on solicited abstracts

Conveners can assign the status of "solicited" to an oral, poster, or PICO presentation when they compile their programme in SOIII. Solicited presentations are those abstracts that conveners would particularly like to highlight in their session. Conveners should note the following:

1. A session can only have one solicited abstract per time block. In very rare circumstances, Programme Group chairs can decide if an exception to this rule can be made.
2. Authors (first and co-authors) cannot have a solicited presentation in a session they (co-)convene.
3. Conveners can indicate the name(s) of the solicited presenter(s) at the end of the description of their session. This can be done by using the session modification tool, with access through the convener login link in the session programme.
4. Authors of solicited abstracts do not receive discounted abstract processing charges, registration fees, or travel reimbursement.

The main time blocks of the General Assembly