Presentation Scheduling Instructions
Conveners Develop Session Schedules
The number of timeslots that each Session receives will vary according to the number of abstracts garnered. Session Conveners should receive their timeslot allocation from the respective Section Presidents (see also notes below) within 3 to 4 weeks, after abstract submission closes. Conveners should aim to complete their session’s programs within 7 to 10 days. These are the main activities and their schedules (actual may vary, changes are usually informed via e-news and on the conference website)
|Abstract Submission Closes||23 Feb 2021|
|Conveners’ Complete Abstract Reviews & Decide AOGS Comps (if applicable)||09 – 16 Mar 2021|
|Conveners Receive Session Time Slots||16 – 23 Mar 2021|
|Conveners Input Schedules & Session Chairs to the Online Scheduler on MARS||23 – 30 Mar 2021|
|Section’s Program Ready for Approval by Program Committee||06 Apr 2021|
|Schedule Notification to Authors/Presenters||From 27 Apr 2021|
|Secretariat Delete from Program – Abstracts Not Covered by Paid Registration||01 Jun 2021|
- Assigning the presentation mode for each accepted abstract and observing these
society policies and rules
- For in-person meetings, it is normally a 60%-40% Split between Oral and Poster. 2021 being an exceptional year, there are no such restrictions.
- Any author requesting poster presentation SHOULD NOT be assigned to oral! And many requesting oral should be considered for posters as well.
- Invited papers should not exceed one third of oral presentations in a given session, the only exception is for sessions of great timeliness (such as a recent natural disaster or the first reports from new international scientific programs or space missions). Typically, each Invited Talk will be 20 minutes in duration but sometimes needs to be 15 minutes in order to fit oral presentations in the time available.
- Convener and Co-conveners cannot present or be a co-author to an invited paper in their own session.
Any paper with an overlap between the co-authors and the co-conveners cannot be designated as “Invited”.
- The rest of this document covers
- Accessing your Session(s) and Abstract List(s)
3.1 Log-in on MARS: https://meetmatt-svr.net 3.2 Click “My Sessions” (under Convener Options) on the left menu to see the “My Sessions” page. This lists the session(s) that you are convening. 3.3 The “Abstract Submission Summary” provides a quick preview about the abstracts in your session. 3.4 Click the abstract count next to “Total Submitted”, and you will see the “Abstract List” page. This lists all the abstracts in your Session. 3.5 Click on the “ID” to view the abstract’s details including Title, Author List, Review Decision, etc.
- Assigning Presentation Mode
4.1 Decide for every abstract, its presentation mode – whether “Oral” or “Poster”. For as long as the session’s program is still work-in-progress, changes can be made as often as you wish. 4.2 The number of “Oral” and “Poster” presentations for each session is according to the number of timeslots allocated to your Session which, is calculated based on the total number of accepted abstracts in your Session relative to the total number for the conference. 4.3 The assignment is expected to be based on the abstract content and quality, consideration for preferences of the authors, and the necessity that the session fits within the time allocated. Session scheduling is based on a ratio of oral to poster presentations of 60:40 (60:40 ratio is applicable for in-person meeting only. For AOGS2021 Virtual, no such restriction). Authors who requested for posters should not be assigned to oral presentations. 4.4 Care needs to be taken that the oral presentations, especially within a single Session, are seen to be fairly distributed. Typically, a person should not make more than one presentation in a session. 4.5 To assign the Presentation Mode: For each Abstract
- Go to the “Abstract Details” page (see 3 above for detailed instructions)
- Under “Abstract Status” section, go to “Assign Presentation Mode” and then click the link “Mark as Oral” or “Mark as Poster”, as desired and where appropriate.
- Indicating "Invited Speaker" Mode
5.1 You may assign an abstract to “Invited” status for your own Session. By default, every abstract is “Contributed” at the time it is submitted. You may indicate abstracts are invited in the system if they are invited by the conveners.
Reminder Please! Rules - For invited abstracts:
- Invited papers should not exceed one third of oral presentations in a given session, the only exception is for sessions of great timeliness (such as a recent natural disaster or the first reports from new international scientific programs or space missions).
- Convener and Co-Conveners cannot present or be a co-author to an invited paper in their own session. Any paper with an overlap between the co-authors and the co-conveners cannot be designated as invited.
- Duration of the presentation – typically this is 20 minutes (but sometimes may have to be 15 minutes) for an Invited Talk. For contributed talks, the standard presentation time is 15 minutes. In the program book, the word “Invited” will appear next to those invited abstracts.
- Besides the above, invited abstracts are treated the same way as contributed abstracts. That is, registration fees and abstract fees are applicable to authors of invited abstracts; if the authors wish to receive financial aid, they should also apply to pay reduced registration fee online.
AOGS2021 Virtual Presentation Format
Presenters pre-record their individual presentations. Only the Q&A is conducted live during the scheduled session time. Each presentation will consist of two parts.
- 10-min pre-recorded video of the presentation
- 5-min Live Q&A for attendees to meet virtually with presenters and ask questions or give feedback
- Pre-uploaded poster on public display
- 10-min live Q&A for attendees to meet virtually with presenters and ask questions or give feedback
5.2 To mark assign the invitation mode: individually:
- Go to the "Abstract Details" page (see 3 above for detailed instructions)
- Under “Abstract Status” section, row "Invited / Contributed" click the link "Mark as Invited” or "Mark as Contributed” where appropriate.
- Viewing Your Session Timeslot(s)
6.1 Go to the “My Sessions” page. 6.2 In the Abstract Summary Table is a section titled “Session Schedule”. This lists the timeslots (for oral presentations) assigned to your Session.
It shows the:
- Timeslot code
- Day, time and duration (90min or 120min)
- Presentation room number and room capacity (in theatre seats)
- Number of abstracts you have assigned to the timeslot and the amount of time utilized
6.3 Click the “View Program” link to view your timeslots in the overall timetable. 6.4 Please contact the Section President for assistance relating to timeslot allocation (quantity, schedule), including your re-arrangement requests.
- Ordering the Presentations
7.1 Go to the “My Sessions” page. 7.2 Click on “Presentation Schedule” in the "Session Schedule" section. 7.3 Click on “Order Oral Presentations”. 7.4 On this page, you can choose for each talk (accepted abstract)
- The timeslot
- The sequence of the talk in the timeslot
- The talk duration (pre-set to 15 min for contributed talks and 20 min for invited talks)
7.5 Note that only accepted abstracts can be available for ordering. 7.6 The duration is 15 minutes for contributed talks, including questions and changeover between speakers. Only invited talks may be given a longer presentation time; typically 20 minutes each but sometimes need to be 15 minutes in order to fit oral presentations into the time available. 7.7 These schedules are tentative and may be subjected to changes by the Program Committee. Once approved, an official notification will be made by AOGS.
- Assigning Session Chairs
8.1 You should assign Session Chairs for each timeslot. These are the people who will be chairing the session in the presentation room at the conference. 8.2 It is the responsibility of the Session Chairs to:
- Ensure that presentations stick to the time available
- Facilitate the Q & A at the end of each presentation
8.3 Usually the Session Chairs will be the Conveners of the Session. The Conveners need to have the agreement of the proposed Chair before assigning them to a particular timeslot. 8.4 Usually the Session Chair will not present a paper in the portion of the session that they are chairing. It is strongly advised that you assign Two Session Chairs to each timetable slot. 8.5 Follow these steps to assign Session Chairs
- Go to the "My Sessions" page.
- Click the link “Assign Session Chairs” under the “Session Schedule” section
- On this page, you can input the Chair’s email address and they will be added based on their email record in MARS.