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Oral Session Chair Resources

Live Oral Presentation Hours

13-17 December

08:00 – 15:45 CST (UTC−6)

Live Oral Session Format

Oral discussion sessions are hybrid (mix of in-person and online presenters) and online-only. Each discussion session will be 75 minutes in length, featuring brief overview presentations from each presenter and time for audience Q&A and discussion, all moderated by the session chairs. Presenters will prepare and present one to three slides for use during their overview presentation.

Online presenters can present and participate in both hybrid and online-only sessions. All attendees can participate and ask questions in-person or online during hybrid sessions.

Both hybrid and online-only oral discussion sessions will be recorded and available for on-demand viewing by attendees during the rest of the meeting. Oral discussion sessions will use Zoom Webinar, which allows the chairs and speakers to be in a panel view. Technical support will be available for each session. Many sessions will also include a student volunteer and/or an AGU staff representative to assist and help moderate questions. In joining these, all attendees will be offered the option of using a web browser rather than the Zoom app. Most major participant functions are supported in the browser, including sharing screens, chat and breakout rooms. View a full list of functions and information on supported browsers here.

In addition to the scheduled oral discussion session, presenting authors will also prepare a 15-minute (maximum) pre-recorded presentation and upload it by Tuesday, 7 December to be available for viewing by registered attendees beginning at the start of the meeting. Pre-recordings will be available for on-demand viewing only and WILL NOT be presented during the live discussion sessions.

Pre-recorded oral presentations and overview slides can be uploaded via AGU’s presentation management system beginning in early November. The deadline to upload presentations and overview slides online is 7 December. This deadline will allow chairs and staff to assure availability and quality of all presentations and have the presentations ready for registered attendees to view by the start of the meeting.

Session Chairs Must Register

Chairs must be registered for the Fall Meeting to lead the live discussion sessions (either in-person or virtually) and for their online posters to appear in the online program. If you submitted an abstract, the abstract submission fee does not register you for the meeting. Separate registration fees apply.

Questions?

Please contact the AGU Scientific Program Team.

Contact

To prepare for your session, please review the information below.

If a presenter 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 only be done to and from accompanying sessions and only with the eLightning or poster presenter's explicit consent. Please send an email to the Scientific Program Team with the details of the withdrawn abstract, the details of the abstract that will be moved into the oral presentation slot and the email or message where the eLightning or poster presenter has given consent to being moved to an oral presentation.

Note: New abstracts CANNOT be added to fill empty slots in oral, eLightning or poster sessions.

AGU is excited to offer training for the presenters and chairs of #AGU21 Fall Meeting. Whether this is your first time chairing an AGU Fall Meeting session or you are an experienced Fall Meeting session chair, you are encouraged to attend the live session chair trainings or to view the trainings and resources available online prior to the start of the meeting. These trainings will offer practical, research-based advice on facilitating sessions. Please check back for updated schedule of trainings, resources and AGU staff office hours.  

Prior to the live oral session:

  • Coming soon: AGU will provide a Session Chair Checklist with tips and guidelines for facilitating the best session. 
  • Check the online program for any changes or updates.
  • All session chairs should review the Meetings Code of Conduct and the Best Practices for Inclusive Remote Meetings guidance on potential issues you may face as a convener or session chair.
  • Reach out in advance to the presenting authors in your session and review how the session will run and discuss in advance a general discussion topic based on the presentations. This session format provides an opportunity to discuss or highlight some of the larger science questions around the presentations or explore future needs and challenges.

To prepare for your in-person or online participation, please review the information below.

Hybrid Oral Discussion Sessions

Each oral session room is equipped with a Windows PC and a Mac. All presentations, whether in-person or online will run from one of these local machines. A switcher is provided to allow display of either the PC or Mac to the audience. A local monitor is provided and will mirror what the audience sees and will also indicate if a presenter is in-person or online. (Note: Presenter View is not supported).

Hybrid oral discussion sessions at the AGU Fall Meeting will make use of Zoom Webinar. The live oral discussion sessions will be recorded and available for on-demand viewing 72 hours after the scheduled sessions.


What is required of the presenter?

Presenters will give a brief introduction and overview of their pre-recorded presentation and will participate in moderated Q&A with the other authors, chairs and registered attendees in the session.


What is the role of the session chair?

The session chairs will moderate the session, introduce presenters and moderate Q&A with authors and attendees.

Will there be technical support?
Yes, technical support will be available to help with any technical issues, assist in managing online questions and beginning and closing live sessions.

Online-Only Oral Discussion Sessions

Online-only oral discussion sessions at the AGU Fall Meeting will make use of Zoom Webinar. The live oral discussion sessions will be recorded and available for on-demand viewing 72 hours after the scheduled sessions.

When can presenters and chairs access the online platform?
Presenters and chairs will log in to the virtual platform 20 minutes prior to start of session and will be provided with the direct link to the session in advance

What is required of the presenter?
Presenters will give a brief introduction and overview of their pre-recorded presentation and will participate in moderated Q&A with the other authors, chairs and registered attendees in the session.

What is the role of the session chair?
The session chairs will moderate the session, introduce presenters and moderate Q&A with authors and attendees.

Will there be technical support?
Yes, technical support will be available to help with any technical issues, assist in managing online questions and beginning and closing live sessions.

Coming soon: AGU will provide a Session Chair Checklist with tips and guidelines for facilitating the best session. Please keep the following items in mind:

  1. Review the online program/schedule to view the schedule of your session. Each presenting author has been allocated a short presentation time and should be kept to that limit to ensure the session a) stays on time b) all presenters get their allotted time and c) there is time for Q&A and discussion.
  2. Introduce the session and set expectations.
  3. Create connection between topics and tell a story across the session.
  4. Keep the session running smoothly and on topic.
  5. Ensure that all speakers are treated equally and have their fully allotted time.
  6. Please be aware of signs of aggressive questioning which may border on bullying, especially if directed towards student or early career scientists. Please intervene in real time if you witness such behavior.
  7. Close the session by thanking the presenters and indicating related sessions (e.g., poster or eLightning sessions). Remind attendees that they can also reach out to presenters directly including through apps in the meeting platform for discussion. If there is active discussion and questions, you are also encouraged to reserve a “discussion pod” or utilize the networking tools for additional discussion.