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Session Convener Guidelines

After Abstract Submissions

Resources to assist session conveners for FIHM 2022 after abstract submissions.

1. Notes on Timing

At least one of the conveners must be available in late February 2022 for the scheduling of your session. Please note that, at the discretion of your program committee representative, you may be asked to merge with another session in early February.

Abstract submissions are open from 23 November 2021 to 9 Feburary 2022. Abstract notifications and notification of your sessions’ official scheduled day and time will be sent out in late March 2022. After notifications are distributed, please monitor your session to note withdrawals.

Please contact the scientific program team or your program committee representative if you have any concerns while monitoring your session during the abstract submission period.

At least one of the conveners must be available after the abstract submission deadline and during the scheduling period to respond to any program committee requests.

Because of content overlap and number of abstracts submitted, some sessions may be merged at this time at the discretion of the program committee.

2. Session allocation

After abstract submission, the designated program committee representatives will determine the session type (poster session, eLightning session or a combination of oral, poster and eLightning sessions) and number of sessions allocated to each submitted session.

Abstract submitters select their presentation type preference as either a poster only or to be designated by the program committee/session conveners (poster, eLightning or oral) during the abstract submission process.

If you have any questions regarding your allocated sessions, please contact the appropriate program committee representative.

3. Session scheduling

In late February 2022, conveners will review and organize the abstracts submitted to their sessions by assigning the presentation order with poster sessions and, if an oral session is allotted, the duration of presentations. We rely on conveners to fully read and review their abstracts based on their scientific results and/or their applications. You may decline to consider an abstract with another focus and you may report any concerns regarding a submitted abstract to the program committee.

During the scheduling period in early February, conveners must designate two session chairs (do not have to be existing conveners) for each allocated session.

Session conveners may not be the first author or presenter on an invited abstract in the session they are convening. Conveners may submit a contributed abstract to any session or a session they are convening; however, they can be scheduled as a poster or eLightning presentation.

Once the program committee scheduling meeting begins, conveners will no longer have access to their sessions online. During the scheduling meeting, the program committee will schedule any sessions not already scheduled by the conveners as they see fit. They will assign days and times for each approved session.

4. Final Scientific Program

In late March 2022, abstract acceptance notices will be distributed by email and the final scientific program will be available online.

After the program is published, authors are required to accept or decline their presentation. If the author declines, their abstract will be withdrawn from your session.

Please note, due to the size of the program, if you are chairing multiple sessions and submitted abstracts to the scientific program, the program committee CANNOT guarantee that you will be free of scheduling conflicts at the meeting. Ensure your co-conveners are available to step in to chair a session, if the need arises.

5. Replacing an empty oral presentation

If an author withdraws from an oral session, the session conveners can request that a presentation from the accompanying eLightning or poster session be moved to replace the withdrawn oral presentation. This can be done only with accompanying sessions and with the authors’ explicit consent. To replace a withdrawn oral presentation, email the Scientific Program Team with the details of the withdrawn abstract, details of the abstract proposed to replace that oral presentation and a message in which the author consents to being moved.

Note: New abstracts CANNOT be added to fill empty slots in any session.

Resources to promote your session

As a convener, please promote your session to your colleagues. We've created some simple templates for you to share on your social media channels.

Here are free customizable Canva templates for you to use on Twitter, Instagram, or Facebook! Add #FIHM22 when you post!

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