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Poster Session Chair Resources

Live Poster Presentation Hours

13-17 December

16:00 – 18:00 CST (UTC−6)

Hybrid session chairs can also schedule online poster summary sessions at the time of their choosing. These will be scheduled and available in the program at a later date.

Hybrid Poster Session Format

Hybrid poster sessions are scheduled from 16:00-18:00 CST each day. In-person presenters in hybrid sessions are asked to create a traditional paper poster for display in the poster hall on the day of their session. Paper posters can be displayed in the poster hall for the entire day of the session.

In-person presenters are also encouraged to create a dynamic, interactive online poster or simple PDF for display in the online poster gallery by 7 December.

Online presenters in hybrid poster sessions will create online posters. These presenters will also be assigned a poster board within the poster hall on the day of their session. AGU will create signage that session chairs will place on the boards of online presenters in hybrid sessions to encourage in-person attendees to visit online posters.

To include both the online and in-person poster presenters, session chairs can also schedule a separate online poster summary session at any time during the meeting. Additional details and the reservation tool will be available to session chairs in early November.

Online Poster Presentation Format

Online presenters are asked to create a dynamic, interactive online poster by 7 December.

Online-only poster sessions are scheduled from 16:00-17:15 CST each day. Sessions will begin with quick presentations from each presenter providing an overview of their online poster, followed by group discussion with the online audience. Online presenters are also requested to make themselves available for one hour after the live online session for direct chat with attendees. Online-only sessions will make use of Zoom Webinar and will be recorded for on-demand viewing.

Online presenters in hybrid poster sessions will be assigned a poster board within the poster hall on the day of their session. AGU will create signage that session chairs will place on the boards of online presenters in hybrid sessions to encourage in-person attendees to visit online posters.

Both in-person and online presenters will utilize the aMuze! iPosterSessions platform, which has been used by AGU for the last four years and is a flexible HTML based poster format that allows authors to create interactive presentations that can include high-resolution images, videos and animations, voice-over narrations and scrolling content. At the most basic, you can simply paste in text and images from a PDF poster into one of several existing templates. Authors also have the option of recording a brief introduction or summary recording linked in the presentation. Although the deadline to upload an online poster presentation is 7 December, please note that authors will have access to make any updates to their presentations until 31 December.

View the virtual presentations from Fall Meeting 2019 Meeting. (Note: the Fall Meeting 2020 gallery is not public.)

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.

  • Check the online program for any changes or updates to your session. Session chairs may access the contact information for presenting authors in your session via the User Portal or presentation management system.
  • Refer to 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.
  • Make sure online presenters have selected at least a one-hour timeframe to be available to present during the session’s scheduled time. Authors also have the option of scheduling additional chat times during the meeting at their discretion.
  • Session conveners not in attendance are also encouraged to attend these live chats to engage with the authors if possible.

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.  

  • Coming soon: AGU will provide a Session Chair Checklist with tips and guidelines for facilitating the best session.
  • Reach out in advance to the presenting authors in your session and review the timing of the discussion session, 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.

AGU would like to assure that all meeting participants feel safe, welcomed and included and that our meetings promote and help reflect diversity, inclusion and excellence in science.

  • Please plan to arrive in the poster area before your session is scheduled to start.
  • Make sure authors’ poster boards are numbered properly.
  • Online presenters in the hybrid poster sessions will be assigned a poster board within the poster hall on the day of their session. AGU will create signage that session chairs will place on the boards of online presenters in hybrid sessions to encourage in-person attendees to visit online posters.
  • Make sure authors are beginning to set up their posters before the start of the session and are not experiencing problems. We ask that presenters set up their posters by 08:00 CST as posters remain up on their board all day.
  • Make sure authors have clearly posted the time when they will be at their boards. These signs can be picked up at the Poster Assistance Booth.
  • Note any poster boards that are not withdrawn but are still empty. The evaluation survey referenced below will ask for any “no-show” presentations.
  • Help any authors who are having trouble with layout, setup or equipment.
  • Encourage participation by introducing individuals in the area to specific authors and performing “crowd control” as necessary.
  • Please be aware of signs of aggressive questioning which may border on bullying, especially if directed towards students or early career scientists. Please intervene in real time if you witness such behavior.
  • No papers may be added or moved to another session and poster presentations CANNOT be moved to different poster sessions due to the logistical layout of the poster hall.
  • Should any problem develop with poster set-up, facilities or equipment, contact an AGU staff person at the Poster Assistance Desk.
  • Remind authors to remove their posters by 18:30 CST on the day of their presentation. Any posters not removed from poster boards by 18:30 will be recycled.
  • Please note, if you are chairing multiple sessions and also submitted abstracts to the scientific program, the Program Committee CANNOT guarantee that you will be free of scheduling conflicts at the meeting due to the size of the program. Please ensure the co-conveners of the session are available to step in to chair a session if the need arises.

Hybrid session chairs can schedule a separate online "poster summary session" for additional interaction and exposure with the in-person and online poster presenters at a time of their choosing. These fully online summary sessions, separate from the dedicated poster hall hours can be scheduled throughout the meeting and will be organized by session chairs only. Session chairs should consider the availability of poster presenters when scheduling and coordinate with the presenters in the session so they can participate and reserve their calendars. Additional details and the reservation tool will be available in early November.

 

Online-only poster sessions at the AGU Fall Meeting will make use of Zoom Webinar. The live 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 online 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 iPoster or PDF poster 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.