SUPPORT & RESOURCES

FAQs Destination Info Hotel Booking Guidelines & Policies Review Submissions & Create Program

FAQs

MARS is the online conference administration platform, and in order to carry out one or more of these crucial tasks, a user account is required.
1.1 Profile Management
  • Update personal information
  • Manage contact details
1.2 Submission Handling
  • Submit papers, abstracts, or proposals
  • Track submission status
  • Receive submission confirmation and notifications
1.3 Review and Feedback
  • Access assigned reviews (applicable to reviewers only)
  • Provide feedback and review results (applicable to reviewers only)
  • View feedback and review results
1.4 Registration
  • Register for the conference
  • Pay registration fees
  • Access registration confirmation and receipts
1.5 Program Management
  • View conference schedule
  • Bookmark sessions of interest
  • Download session materials
1.6 Communication
  • Receive important announcements
  • Contact organizers
  • Participate in discussion forums
1.7 Support and Resources
  • Submit support requests
  • Track support ticket status
1.8 Compliance & Documentation
  • Complete compliance checks
  • Upload required documentation
  • Download conference related documents

You can use your existing user account for future events without needing to create a new one.

To set up a user account, log onto the portal and follow the “Create A New User Account” instructions. Click “Login ⟶ “Create A New User Account”

Log into the portal and follow the submission guidelines provided in the “My Submissions” section of the Attendee Options dashboard.

Deadlines are listed on the conference homepage

Accommodation options are detailed in the “Support & Resources” section of the main menu on the conference homepage

For technical support, please navigate to page bottom, where you can submit a help request or find contact information for immediate assistance

Please check out the conference homepage on whether the event will be held in-person, digitally, or as a hybrid of both formats.

Our "Registration" page which details the cost for various participation levels. We also offer concessions for students, early registrants and, members. Please visit the registration section of our website for more information on fees and available discounts.

Beyond the registration fee, there may be additional costs for optional activities such as workshops, special sessions and social events. Please review the detailed fee structure on the registration page for a complete list of any additional fees that may apply.

We accept various payment methods for conference fees, including credit/debit cards, digital wallets and bank transfers. Detailed payment instructions and payment options are available during the registration process in the registration section of our website. If you have any questions or need assistance, please contact our support team.

To qualify for a student fee concession, you must provide valid proof of student status. This can include a current student ID, an official letter from you institution or any other document verifying your enrollment. Please upload the required proof during the registration process to enjoy the discounted rate. Every document needs to be written in English.

A legitimate proof of membership must be shown in order for you to be eligible for a partner society member discount. A valid membership ID card, a formal letter from the affiliated organization, or any other record attesting to your enrollment . To take advantage of the lower cost, please upload the evidence during the registration. Every document needs to be written in English.

Our conference refund policy allows for refunds under certain conditions. Detailed information about deadlines and the refund process can be found on our cancellation page in the “Registration” section of the conference’s homepage. For further information, please contact our support team.

Yes, we provide invitation letters to support your travel visa application and for general administrative purposes. You can request for an invitation letter through our “Support & Resources” section of the conference’s homepage. Please provide all necessary details to ensure the letter meets the requirements of the visa application process. If you have any questions or need further assistance, contact our support team.

Section presidents and designated program committee members will review all proposals for content and merit. Accepted proposals will be listed as sessions to attract abstract submissions. Session proposals will be either Accepted or Rejected. Those whose contents are similar or closely related may be joined, combined or merged to form a single session. If the session involves 3 or more Sections, the session will be channelled to Interdisciplinary Geosciences (IG)

Regretfully, once a material is rejected, it cannot be revised and resubmitted to the conference.

An interested organizer can convene a regular session. There are also proposals to convene special sessions. The rules and guidelines can be found in the submission section on the conference website’s home page.

An abstract should contain text only and may not exceed 300 words. Please refer to the “Submit Abstract – Guidelines and Requirements” under “Submissions” accessible from the conference website’s homepage.

Without a registration, the conference will not permit your abstract to be given a presentation slot.
If your accepted is accepted but you are unable to attend the meeting to make the presentation, consider the following options

  1. Co-Author Presentation: Arrange for a co-author or colleague who is attending the meeting to present the abstract on your behalf. Ensure they are familiar with the content and are prepared to answer questions.
  2. Withdrawal Request: Contact the organizer promptly to discuss the possibility of withdrawing your abstract and consequently, the presentation from the program.

Abstracts that are accepted are never published. Meeting attendees can use the schedule finder to view or download them. The presented abstracts will be archived following the conference, typically four to six weeks later and will only be accessible to members at https://www.asiaoceania.org/amos/login.asp

Log-in to the portal and select "Proof of Attendance" from the "Authors" area of the user interface to get the proof of attendance. You must, however, wait until after the conference is over.

The Author of an accepted abstract may be qualified for Student Volunteer Fee Waiver, Reduced Registration Fee, or AOGS Comps. To verify your eligibility and submit your application, please go to the conference homepage's "Applications" section.

By attending an AOGS Annual Meeting, one can become an AOGS member. Membership in AOGS is only good for three annual meeting years following the most recent one that you attended. One must attend an annual meeting at least once in each of the three years to keep their membership active; else, it expires. This is as illustrated below.

1st Annual Meeting
New Member		 2nd Annual Meeting
Current Member		 3rd Annual Meeting
Current Member		 4th Annual Meeting
Current Member		 5th Annual Meeting
Non Member

  AOGS Secretariat @ Meeting Matters International #06-23, One Commonwealth 1 Commonwealth Lane, Singapore 149544
  (65) 6472 3108     info@asiaoceania.org

For other enquiries, feel free to drop us a message through the form below


Destination Info View/Download PDF Discover Singapore | Visa & Invitation Letter | SG Arrival & Health Declaration | Venue & Housing Options

Visa & Invitation Letter

Conference Invitation Letter

  1. To obtain your letter of invitation to a conference, click this link https://www.meetmatt-svr2.info/visaletter/visaletter.php
  2. In the drop-down menu under the Conference Field, please choose "AOGS2025"
  3. After providing the necessary information, click "Submit" to obtain your conference invitation letter.

Check if You Need an Entry Visa
https://www.ica.gov.sg/enter-depart/entry_requirements/visa_requirements

SG Arrival Card (SGAC) with Electronic Health Declaration - Submission

https://www.ica.gov.sg/enter-transit-depart/entering-singapore/sg-arrival-card

SGAC submission is free of charge. Immigration & Check Points Authority (ICA ) Singapore does not support or endorse services offered by commercial entities assisting to submit the SG Arrival Card at a fee. They are not affiliated with ICA.

All travellers are required to submit the SG Arrival Card before arriving in Singapore, except:

*Long-Term Pass holders include holders of Student’s Pass, Dependant’s Pass, Long-Term Visit Pass and Work Pass

Venue & Housing Options

Sands Expo & Convention Centre
Marina Bay Sands Singapore
10 Bayfront Avenue, Singapore 018956

Click here for directions and more information:
https://www.visitsingapore.com/mice/en/plan-your-event/find-a-venue/sands-expo-and-convention-centre/

Download this app to discover shops, restaurants and attractions to explore in Marina Bay Sands Singapore
https://www.marinabaysands.com/mobile-app.html

Getting Around Singapore
The nearest MRT stations to Marina Bay Sands Expo And Convention Centre are:

* The Mass Rapid Transit (MRT) system is a rail network that is the backbone of Singapore's public transport system.

Handy References:
For more information about Singapore’s public transportation system, go to: https://www.lta.gov.sg/content/ltagov/en/map/bus.html
For more information about Singapore’s rail network, go to: https://www.lta.gov.sg/content/ltagov/en/getting_around/public_transport/rail_network.html

Housing Options
A room block at discounted rates is available at the MBS, first-come, first-served basis.
Please contact Ms Karen NG - Email: Karen.Ng@MarinaBaySands.com Tel: +65 66883070/66888868

AOGS has secured a variety of accommodation options along MRT* Lines to suit a range of budgets.
To book a hotel, click this link (Closes 26 June 2025)

* The Mass Rapid Transit (MRT) system is a rail network that is the backbone of Singapore's public transport system.

Hotel Booking (Booking Closes 26 June 2025)

AOGS 2025 offers highly competitive rates at official hotels. If you find a lower rate at an official hotel with the same package, please let us know.
Contact Boon Hwang NG for information and assistance. Email to info@asiaoceania.org Phone: (65) 64723108 Ext 107

Advantages of booking AOGS 2025 official hotels

Important Notes

No Frills/Budget/Boutique Hotels (For independent Travellers Only)
Hostels in Singapore
Booking.com:Hostels in Singapore. Book your hostel now!

OFFICIAL HOTELS
Bayfront Station is the closest MRT station to the conference venue (5-minute walk)
++ denotes a 10% service charge and 9% Goods & Services Tax; MRT stands for Mass Rapid Transit

Please be informed that some of the routes require a train transfer to reach Bayfront Station.
Kindly check the MRT map for details and plan your journey accordingly.
View/Download MRT Map here: LTA | Rail Network

Click To View Nearest MRT To Bayfront Room Type Singapore Dollar Room Rates Click To Book
Hotel Info, Contacts, Terms & Conditions Time to walk to Hotel’s Nearest MRT MRT’S Travel Time (mins) To Bayfront MRT Single Room - Includes Breakfast for One & WIFI Twin/Double Room - Includes Breakfast for Two & WIFI
IBIS Bencoolen 10-min Rochor 9 mins Standard 180++ 195++ CLICK HERE
Mercure Icon Singapore City Centre 3-min Telok Ayer 7 mins Classic Room 195++(Room Only) + 20++ for One Breakfast 195++(Room Only) + 40++ for Two Breakfasts BOOKING FORM
Village Hotel Albert Court 10-min Rochor 9 mins Deluxe 210++ 230++ CLICK HERE
Aloft Singapore Novena 15-min (Hotel bus) Novena 21 mins Breezy 210++ 235++ CLICK HERE
Holiday Inn Express Clarke Quay 10-min Fort Canning Station 20 mins Standard 220++ 220++ CLICK HERE
Village Hotel Bugis 5-min Bugis 7 mins Deluxe 220++ 240++ CLICK HERE
Studio M 10-min Fort Canning 10 mins Studio Loft 220++ 240++ CLICK HERE
Dorsett Hotel 5-min Outram Park 15 mins Dorsett 230++ 250++ CLICK HERE
M Social 10-min Havelock 21 mins Alcove Cosy 230++ 250++ CLICK HERE
Oasia Hotel Novena 10-min Telok Ayer 7 mins Deluxe 230++ 250++ CLICK HERE
Rendezvous Hotel 1-min Bencoolen 12 mins Deluxe 240++ 265++ CLICK HERE
Copthorne King's Hotel 9-min Havelock 21 mins Deluxe 250++ 270++ CLICK HERE
Concorde Hotel 7-min Dhoby Ghaut 17 mins Deluxe 255++ 270++ CLICK HERE
Wyndham Hotel Singapore 17-min City Hall 17 mins Deluxe 270++ 290++ BOOKING FORM
M Hotel 5-min Tanjong Pagar 22 mins Deluxe 270++ 300++ CLICK HERE
One Farrer Hotel 3-min Farrer Park 18 mins Mint/Mint Premier 275++/355++ 300++/415++ BOOKING FORM
Orchard Hotel 4-min Orchard 22 mins Grand Deluxe 280++ 310++ CLICK HERE
Oasia Hotel Downtown 5-min Tanjong Pagar 22 mins Superior 290++ 310++ CLICK HERE
Grand Copthorne Waterfront 5-min Havelock 21 mins Grand Deluxe 290++ 320++ CLICK HERE
Grand Park City Hall 3-min City Hall 17 mins Deluxe 300++ 325++ CLICK HERE
Parkroyal on Beach Road 5-min Bugis 7 mins Superior 300++ 325++ CLICK HERE
Royal Plaza on Scotts 5-min Orchard 22 mins Deluxe 320++ 350++ CLICK HERE
The Clan 2-min Telok Ayer 7 mins Deluxe 330++ 360++ CLICK HERE
Swissotel The Stamford 2-min City Hall 17 mins Premier 380++ 410++ CLICK HERE
Conrad Hotel 3-min Promenade 6 mins Deluxe 380++ 410++ CLICK HERE
Parkroyal Collection at Marina Bay 5-min Esplanade 15 mins Urban Deluxe 380++ 415++ CLICK HERE
JW Marriot 3-min Esplanade 15 mins Deluxe 395++ 425++ CLICK HERE
Fairmont Singapore 2-min City Hall 17 mins Deluxe 420++ 450++ CLICK HERE
Intercontinental 3-min Bugis 7 mins Classic Room 420++ 450++ CLICK HERE
Artyzen Hotel 8-min Orchard Boulevard 25 mins Deluxe Balcony 430++ 470++ CLICK HERE
The Fullerton Hotel 3-min Raffles Palce 15 mins Premier Courtyard 440++ 470++ CLICK HERE
Mandarin Oriental Hotel 10-min Promenade 6 mins Deluxe 500++ 536++ CLICK HERE

Guidelines & Policies View/Download PDF
AOGS Code of Conduct | Society Lectures Selection Procedure & Speaker Benefits | Travel Support to Attend Council Meetings

AOGS Code of Conduct (Year Instituted: 2022) View/Download PDF

Expected Behavior

Examples of Unacceptable Behavior

Consequences and Reporting Unacceptable Behavior
Anyone who is asked to cease unacceptable behavior is expected to comply immediately. Anyone violating the Code of Conduct may be removed from the meeting and their registration forfeited. Egregious behavior may result in bans from future AOGS meetings or other sanctions, depending on the specifics. Expulsion will also place the offender’s AOGS membership in probationary status, with reinstatement conditioned upon explaining to the AOGS council in writing the problem, who was hurt, the steps that were taken to make amends, and how further incidents will be avoided in the future.

If you experience or witness behavior that constitutes an immediate or serious threat to public safety at an on-site meeting, contact the local authorities or if in a convention center, locate a house phone and ask for security. Please report other incidents or suspected incidents to AOGS staff, leadership, or security. Harmful behavior will also not be tolerated in during online events. Concerns should be reported to AOGS executive leadership in attendance (Presidents, Vice Presidents, etc…).

Acknowledgement and agreement to abide by this AOGS Meetings and Events Code of Conduct is a condition of attending AOGS meetings.

Society Lectures – Selection Procedure and Speaker Benefits View/Download PDF (Last Updated: 26 Jul 2024)

This document describes the criteria and process recommended for the selection of Society and Section Distinguished Lecturers for the annual AOGS meetings. Normally there will be two Society Distinguished Lectures at each annual AOGS meeting, as well as two Section Distinguished Lectures per Section. The society also offers Special Lectures which feature leading scientists and academics for examining the wide range of geoscientific issues and that promises the foremost in geosciences.

With effect from 2016, out of the present two Distinguished Lectures (DLs) in each AOGS section every year one shall be delivered by an early career researcher including post-doctoral researchers under the title Kamide Lecture (K-DL).

Each division will have one DL and two K-DLs starting in 2025 in an effort to further inspire the next generation of researchers and promote the steady growth of the geoscience community and AOGS. Remember that these awards are non-transferable. For instance, if only one K-DL is selected, the other seat for K-DL must remain unfilled for the duration of the annual meeting and cannot be used to extend an invitation to a second DL.

The Society Distinguished Lectures are named “Axford Lectures” in honour of Sir Ian Axford. The Distinguished Lecture by Early Career Researcher is named “Kamide Lecture” in honour of Professor Yohsuke Kamide. Together with Professor Wing-Huen Ip, Sir Ian Axford and Professor Kamide are the three major founders of AOGS.

Criteria

  1. The speaker must have a sustained (for at least 10 years) track record of excellent science. This criterion applies solely to society, section distinguished and special lectures, but is not applicable for Kamide Lectures. If there has been a professional interruption brought on by different life occurrences, that will be duly considered. Kindly verify with the selection committee whether your nominee is eligible for this kind of consideration.
  2. The age limit of the K-DL is 35 years of age or no more than 7 years after successfully passing doctoral level degree.
    Each K-DL lasts for 30 minutes, and each DL lasts for 45 minutes. The speaker benefits of DL and K-DLs are the same. There can be only one DL.
  3. It is desirable, but not essential, that a Society, Section Distinguished Lecturer or Special Lecturer be either born or has worked in the AOGS region.
  4. A Society, Section Distinguished Lecturer or Special Lecturer is required to publish the presented paper in Geoscience Letters, the society’s official journal.

Thus, Distinguished Lecturers will be selected primarily on the basis of their excellent, sustained, scientific record.

Selection Process for Section Distinguished Lecturers

  1. Each Section President forms and heads the Selection Committee.
  2. The Executive Committee of the society reviews and approves the members of the selection committee, which is headed by the Section President.
  3. The Selection Committee requests nominations, each comprised of the nominee’s name, institution, and a few-sentence rationale.
  4. The Selection Committee uses the criteria and information from the nominators to develop a ranked list of nominees (separately for DL and K-DL), comprised of the two top ranked nominees plus alternates.
  5. The Selection Committee forwards the ranked list to the Council for discussion, possible revisions (taking into account the gender and geographic diversity of the society), and eventual approval.
  6. The Selection Committee is then responsible for inviting the approved nominees and, once they accept, organizing the Section Lectures.

Procedure for choosing speakers for Society Distinguished Lectures, Special Lectures and Public Lectures

  1. The process will be essentially identical to that for Section Distinguished Lecturers except that the relevant Committee will be the AOGS President and/or the Society's Awards Committee.
  2. Recipients of the Wing Ip Medal and Axford Medal must deliver medal lectures during the annual meeting
  3. The Public Lecture speaker will deliver a presentation aimed at educating and engaging a general audience on a specific topic of interest.
Benefits For Every Speaker View/Download PDF

Axford Lecture

  1. Conference will reimburse travel expense for up to Two Thousand Singapore Dollars.
    A copy of the air ticket (with fare amount) and/or official receipt is needed to process the travel reimbursement.
  2. Complimentary registration to attend the annual meeting.
  3. Complimentary invitation for one person to the Convener’s Dinner.
  4. A souvenir plaque.
  5. AOGS will cover the Article Processing Charge (1240 Euro/1340 USD/1040 GBP) for publishing the presented paper in Geoscience Letters, the society’s official journal.

Section Distinguished Lecture

  1. Conference will reimburse travel expense for up to Five Hundred Singapore Dollars. A copy of the air ticket (with fare amount) and/or official receipt is needed to process the travel reimbursement.
  2. Complimentary conference registration to attend the annual meeting.
  3. Complimentary invitation for one person to the Conveners’ Dinner.
  4. A souvenir plaque.
  5. AOGS will cover the Article Processing Charge (1190 Euros/1290 USD/ 990 GBP) for publishing the presented paper in Geoscience Letters, the society’s official journal.

Special/Medal Lecture

  1. Complimentary conference registration to attend the annual meeting.
  2. Complimentary invitation for one person to the Conveners’ Dinner.
  3. A souvenir plaque.
  4. AOGS will cover the Article Processing Charge (1190 Euros/1290 USD/ 990 GBP) for publishing the presented paper in Geoscience Letters, the society’s official journal.

Public Lecture

  1. Complimentary invitation for one person to the Conveners’ Dinner
  2. A souvenir plaque.
Travel Support to Attend Council Meetings View/Download PDF

With effect from 18 February, 2023
Travel and housing support is extended to individuals who attend AOGS Council Meetings at the request of the AOGS Council.

Hotel Accommodation

Per Airfare, Economy Class Only

Eligibility and Claim Procedure

With effect from March, 2019
Travel and housing support is extended to individuals who attend AOGS Council Meetings at the request of the AOGS Council.

Hotel Accommodation

Per Airfare, Economy Class Only

Eligibility and Claim Procedure

With effect from November, 2014
Travel and housing support is on reimbursement basis and maximum amount claimable is:

Hotel Accommodation

Per Airfare, Economy Class Only

Eligibility and Claim Procedure

Before 2009
Council Members travel to attend meetings at their own expenses

From 2009 to 2014
Travel and housing support is on reimbursement basis and maximum amount claimable is:

REVIEW SUBMISSIONS & CREATE PROGRAM IN MARS View/Download PDF (Last Updated on 10 Aug 2024)

1.0 Guide for Session Proposal Reviewers
2.0 Convener’s Guide for Reviewing Abstract Submissions
3.0 Convener’s Guide for Scheduling Presentations and Designating Session Chairs

1.0 Guide for Session Proposal Reviewers View/Download PDF

This guideline is intended to assist Section Presidents in selecting sessions for the annual meeting of the society by helping them to provide assessments on MARS, the AOGS online platform. The conference website’s FAQ section under Support & Resources has information regarding MARS.

Please kindly complete reviews within the assigned deadline to ensure a smooth selection process. Thank you for your valuable contribution to the review process.

Program Committee

  • The AOGS Secretary General is Program Chair
  • All Section Presidents are Program Committee Members
  • The deadlines are listed on the homepage of the conference website
A. Guidelines
  1. Click on the URL below to log-in to MARS
    https://meetmatt-svr.net/Account/Login?ReturnUrl=%2F
  2. Under Committee Options on the left menu, click on List under Session Proposals.
  3. Choose the Section you oversee from the drop-down list, then click “List” to see the proposals that have been submitted to your Section. Make sure the option for the “Primary Section” is checked.
  4. To read proposal details, click on the ID of the Session Proposal that you want to review.
  5. To enter your decision, click “Review” next to “Session Proposal Status” at the top of the screen.
  6. Select “Accept”, “Reject” or “Merge”, then enter any comments you may have. To save the decision, click “Save”.
  7. To review each session proposal, repeat steps 4 through 6 again.
  8. The decisions made in MARS are tentative until all conveners are notified. This means that conveners do not have instant access to the review comments and decisions.
  9. When the review outcome notification date approaches, an automated mechanism in MARS sends out the email alerts with the decision (see also section C of this document below).
B. Session Proposal Review Outcomes
  1. Accept: The proposal for the session will be approved
    1. After that the proposal is listed in the session listing for the submission of abstracts.
    2. Under “Attendee Options” in MARS, conveners will be able to view the sessions that have been approved.
  2. Reject: The Session Proposal will be rejected.
    Once a material is rejected, it cannot be revised and resubmitted to the conference.
  3. Merge
    1. The Conveners whose sessions are to be combined will receive an email with an automatically generated message that includes the Section President's request.
    2. The Section President must notify the Secretariat for implementation if the request is accepted by both parties.
C. Activating the Review Outcome Emails
  1. Check the box next to the “Session Proposal ID” on the "List Session Proposals" landing page to choose those that have been reviewed and are ready for the review result to be delivered to the relevant conveners.
  2. Clicking on the option labeled "Finalize / Notify Conveners" at the top of the list will cause the system to automatically choose the session proposals that were marked in (1) above.
  3. To complete the review and notify the conveners via email, click the “Confirm” button.
D. Communicating with the Program Committee
As soon as the deadline for abstract submissions ends, the scientific program is developed. The number of submitted abstracts for each Section will determine how much meeting space each Section receives. Meeting space will be assigned to each Section President by the Program Chair. Please do not hesitate to contact the Section President with any requirements or requests.
E. Abstract Submissions and Review
Refer to “Guidelines for Reviewing Abstract Submissions”
F. Creating the Program for the Session and Section in MARS
Refer to “How to Schedule Presentations” guide.

2.0 Convener’s Guide for Reviewing Abstract Submissions View/Download PDF
A. Abstracts – Processing Fee
A processing fee of SGD80 applies for each submitted abstract. This amount must be paid at the time of abstract submission or the abstract will not be processed. The fee is non-refundable and not waived under almost any circumstances especially for withdrawn/rejected abstracts or for successful registration fee waiver applicants.
B. Abstracts – Submission & Review Guide
  1. This is not the time for the detailed scheduling of a session, meaning deciding when the accepted submission will be presented and whether it will be oral or poster, invited or contributed.
  2. A presentation slot will only be assigned to accepted submissions that are supported by a paid registration. Authors & Presenters must complete all fee payment by the given deadline. The deadlines are listed on the home page of the conference website.
  3. Having an accepted abstract is a mandatory requirement for receiving AOGS financial support. This means that applicants are dependent on Conveners who must do their best to complete their abstract reviews on time.
  4. For every 20 accepted abstracts, 1 complimentary registration is given for the Convener to decide the recipient. This cannot start until all abstract reviews are completed.
  5. Please kindly complete reviews within the assigned deadline to allow attendees maximum time to make travel arrangements (visa application, etc.) and for obtaining other means of financial support (in case needed) from their home institutions.
Thank you for your valuable contribution to the review process.

C. This Section Covers:
  1. Acceptance, Rejection, and Movement of Abstracts by Conveners
  2. Viewing Sessions/ Updating Session Details
  3. Viewing Abstract Statistics & List
  4. Accessing the Abstract Details
  5. Reviewing an Abstract so as to Accept or Reject it for the Meeting
  6. Moving an Abstract to another Session
  7. Complimentary Registration (AOGS Comps)
  8. Entering Scheduling Preferences for Your Session
  9. Communication with Section Presidents
1. Acceptance, Rejection, and Movement of Abstracts by Conveners
This guideline is intended to explain how conveners can view the abstracts submitted for their session, decide which ones to accept or reject, ask for certain abstracts to be moved to another session, take advantage of the one free registration for every twenty accepted abstracts, and let the program committee and section president know when you would like your session scheduled.

It is requested that you decide as soon as possible on the acceptance, rejection, and movement of the abstracts submitted to your Session. Because review decisions (accept or reject) are a compulsory requirement for determining funding support (AOGS Comps and Reduced Registration Fee), it is very important that Conveners complete their reviews on time. This will then allow the Treasurer and the Program Chair the maximum amount of time to perform their duties.

Abstract Submission Policy (since AOGS2011)
From AOGS2011, authors will need to complete the payment of the abstract processing fee BEFORE an abstract can be further processed. Abstracts in the PENDING state are those whose abstract processing fees remain unpaid. These abstracts are not eligible for review or acceptance. Conveners can review abstracts in the ACTIVE state only. They are not duplicates, withdrawals and cleared abstract processing fee payment. Due to deadline extensions and whatever reasons, some abstract processing fees may take longer time to settle. These abstracts can only progress to the ACTIVE state and qualify for review later. Please make periodic checks to see if there are any new ACTIVE abstracts that need to be reviewed.
2. Viewing sessions / Updating session details
Please keep the session information up-to-date, including the session title, descriptions, and convener lists.
2.1 Log into MARS: https://meetmatt-svr.net
2.2 Click “My Sessions” from the left menu. And you will see the My Sessions page.
2.3 Click on the session code (e.g., PS03) to view the session details
2.4 Click “edit” and you will be able to
  1. Update the session details such as title, description, scheduling preferences.
  2. Add / remove co-conveners, and change the main convener.
3. Viewing abstract statistics & list
Follow the steps below to view the abstracts submitted to your session(s).
3.1 Navigate to the “My Sessions” page.
3.2 Under the session summary is a section titled “Abstract Submission Summary”, which is a table that summaries the statistics of the abstracts in your Session.
3.3 Click the abstract count next to “Total Submitted” and you will see the Abstract List page. This page lists the abstracts that are submitted to your Session.

4. Accessing the abstract details
4.1 Go to the Abstract List page
4.2 Click one of the abstract IDs. This will bring you to the Abstract Details page.
On this page, you can view
  1. The full abstract – title, author list, content.
  2. Abstract Status (ACTIVE, PENDING, WITHDRAWN, or DUPLICATE). Note that you will only be able to review the ACTIVE abstracts.
  3. Author’s preferred presentation mode (oral, poster, or either)
  4. Payment status of the abstract processing fee
  5. Review decisions & comments
  6. Decision (by Conveners and/or Section Presidents) the presentation mode and status (whether Invited or Contributed) of the paper
5. Reviewing an abstract so as to accept or reject it for the meeting
Note that the acceptance/rejection decisions you will enter online are TENTATIVE, i.e., they are NOT immediately visible to the authors. The review results will be FINALIZED on the acceptance notification date, and after that the review results will be sent to and made visible to the authors. You may change your decisions before the acceptance notification date.
5.1 Navigate to the Abstract Details page
5.2 On top of the page, click the link “Review”.
5.3 Fill up the review form. For the majority of the cases, you are required to enter
  1. Review Decision: Accept / Reject
  2. Comments to authors
5.4 Click “Save” to save the changes.

6. Moving an abstract to another session
If you want to do this then contact the Section President, first author, and Lead Convener of the other session with your request. If they agree then the Section President will arrange the abstract’s movement with the Secretariat by email to: info@asiaoceania.org. If the author does not agree, then the responsibility to accept or reject the abstract returns to you.
7. Deciding Complimentary Registrations (AOGS Comps)
7.1 A new funding support program was launched in 2012; further information may be found under the "Applications" section on the conference website's home page.
  1. For every 20 accepted abstracts, 1 complimentary registration provided to the Session Convener for deciding the recipient. Total funding available is up to 200 complimentary registrations.
  2. Who is Eligible?
    • All regular and invited speakers are eligible.
    • The recipient must be an author-presenter and the benefit is not transferable.
    • Conveners may not award themselves. Society policy forbids such practices.
  3. How the AOGS Comps Scheme Operates:
    For each session, the allocation of AOGS Comps is auto-computed after abstract review is completed and only authors with an accepted abstract can be considered. Convener(s) can access this information in MARS. The Convener needs decide and make the selection online as soon as possible. Upon being selected, the registration fee of the AOGS Comps recipient will automatically be set to zero.
7.2 This is how Conveners can go about deciding the “AOGS Comps” recipient:
  1. Navigate to the “My Sessions” page.
  2. Click the link “Assign Complimentary Registration” next to the abstract count, to view the page.
  3. This page displays the session’s AOGS Comps quota calculated based on the number of abstracts that have been marked “To Accept” in the session. It also lists all the authors in the session, and if he/she is already an “AOGS Comps” recipient (by another Session), it will also show up here. Each person can only benefit once and the benefit is not transferable.
  4. Always click the “Assign Complimentary Registration” link to check any unconsumed quota. Click “Comps” to utilize the quota. Click “Clear Comps” if you would like to remove the AOGS Comps benefit to the author.
8. Entering scheduling preferences for your session
You may enter online your preferences for the scheduling of your Session, e.g., the time/date you prefer, times/dates you want to avoid, whether it should (or should not) be scheduled on the same day that another Session is scheduled. Your preferences will be visible to the Section Presidents at the time of scheduling / time allocation, but it is not guaranteed that they will be satisfied.
8.1 Navigate to the “My Sessions” page.
8.2 Click on the session code (e.g., PS03)
8.3 Click the link “Edit” above Session Details.
8.4 Enter Remarks and Special Requirements and save.

9. Communication with Section Presidents
9.1 Conveners should send an email to their Section President notifying them when they expect difficulties in fulfilling their tasks or when they have completed them. All email addresses can be found in the “Leadership” section under “About AOGS” on the society’s website www.asiaoceania.org
9.2 The next stage of the Convener’s responsibility involves scheduling the accepted abstracts
  1. The Section Presidents send emails to the Conveners, Program Chair, and Secretariat regarding the scheduling of each session.
  2. The number of submitted abstracts for each Session will determine how much meeting space each Session receives.
  3. The AOGS Secretariat activates the online scheduler (section by section) upon receiving the section’s schedule from the relevant Section President.
  4. The Conveners complete scheduling online
    Note that only accepted abstracts assigned to “Oral” presentation mode are available for ordering in the session schedule. The Program Committee pre-assigns poster presentations to designated poster sessions.

3.0 Convener’s Guide for Scheduling Presentations and Designating Session Chairs View/Download PDF
3.1 Session Scheduling
  1. As soon as the deadline for abstract submissions ends, the scientific program is developed. The amount of meeting space and presentation time allotted to each Section will depend on how many abstracts are received for that Section. The Program Chair decides and informs every Section President via email.
  2. Depending on how many abstracts are received, each session will receive a different amount of meeting space and presentation time. After the deadline for abstract submission, session conveners should hear from the corresponding Section Presidents within three to four weeks with this information.
  3. The AOGS Secretariat activates the online scheduler (section by section) upon receiving the section’s schedule from the relevant Section President.
  4. The goals of conveners should be to finish the programs for their session in seven to ten days.
  5. Note: Only accepted abstracts assigned to “Oral” presentation mode are available for ordering in the session schedule. The Program Committee pre-assigns poster presentations to designated poster sessions.
3.2 Assigning the Presentation Mode for Each Accepted Abstract and Observing These Society Policies and Rules
  1. For in-person meetings, it is normally a 60%-40% split between Oral and Poster.
  2. Any author requesting poster presentation SHOULD NOT be assigned to oral and many requesting oral should be considered for posters as well.
  3. 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.
  4. 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”.
  5. Only accepted abstracts assigned to “Oral” presentation mode are available for ordering in the session schedule. The Program Committee pre-assigns poster presentations to designated poster sessions.
3.3 Accessing your Session(s) and Abstract List(s)
  1. Log into MARS with your email and password at this URL: https://meetmatt-svr.net/Account/Login
  2. Under Convener Options on the left menu, click “My Sessions” to see the “My Sessions” page. This lists the session(s) that you are convening.
  3. The “Abstract Submission Summary” provides a quick preview about the abstracts in your session.
  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.
  5. Click on the “ID” to view the abstract’s details including Title, Author List, Review Decision, etc.
3.4 Assigning Presentation Mode
  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.
  2. The total number of accepted abstracts in your session determines the number of “Oral” and “Poster” presentations and presentation schedule 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.
  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. Note: Authors who requested for posters should not be assigned to oral presentations.
  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.
  5. To assign the Presentation Mode: For each Abstract
    1. Go to “Abstract Details” page. (See Point 2 above for detailed instructions)
    2. Under “Abstract Status” section, go to “Assign Presentation Mode” and click the link “Mark as Oral” or “Mark as Poster”, as desired and where appropriate
3.5 Indicating “Invited Speaker” Mode
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:
  1. 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).
  2. 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.
  3. 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.
  4. 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.
  5. There are two ways to assign presentation category “Invited” or “Contributed”

    Either:
    Go to the "Abstract Details" page. Follow detailed instructions in 3.3 above.

    Or:
    Under “Abstract Status” section, row "Invited / Contributed" click "Mark as Invited” or "Mark as Contributed” where appropriate.
3.6 Viewing Your Session’s Schedule
  1. Go to the “My Sessions” page
  2. In the Abstract Summary Table is a section titled “Session Schedule”. This lists the schedules (for oral presentations) assigned to your Session. It shows the:
    • Session Schedule code
    • Day, time and duration (90min or 120min)
    • Presentation room and capacity (in theatre seats)
    • Number of abstracts you have scheduled and the amount of time utilized
  3. To view your session’s schedule in the overall timetable, click the “View Program” link.
  4. Please contact the appropriate Section President for assistance with the session's duration, schedule, and modification requests.
3.7 Ordering the Talks
  1. Go to the “My Sessions” page.
  2. Click on “Presentation Schedule” in the "Session Schedule" section.
  3. Click on “Order Presentations”
  4. On this page, you can choose for each accepted abstract
    • The timeslot
    • Presentation sequence
    • Talk duration (this is pre-set to 15 min for contributed talks, 20 min for invited talks)
  5. Note that only accepted abstracts assigned to “Oral” presentation mode are available for ordering. Poster presentations are pre-assigned to designated poster sessions.
3.8 Assigning Session Chairs
  1. You should assign Two Session Chairs to every Oral Session. These are the people who will be chairing the session in the presentation room at the conference.
  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
  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 session.
  4. Usually, the Session Chair will not deliver a presentation in the portion of the session that they are chairing. It is strongly advised that you assign Two Session Chairs (not more than three) to each timetable slot.
  5. Follow these steps to assign Session Chairs
    • Navigate to the "My Sessions" tab.
    • Under the "Session Schedule" section, select the link labeled "Assign Session Chairs."
    • Enter the email address of the session chair on this page.
    • The session chair will receive an email after the email address is added, enabling them to accept or reject this assignment. The name of the session chair will automatically be added to the program upon acceptance.
    • The invitation is good for seven days, after which the assignment automatically expires and a fresh invitation to the session chair is required.




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