Session Convener Guidelines

During Abstract Submissions

The session proposal period is closed. Conveners were notified in December 2023. Below are resources to assist session conveners for WaterSciCon 2024 during abstract submissions.

Monitoring Abstracts

If accepted, your session will be available to receive abstract submissions through 24 January 2024 - DEADLINE EXTENDED TO 6 MARCH. You are expected to monitor your session during the submission period for abstracts that clearly do not belong in your session. You can track and review abstracts submitted by logging into the User Portal and clicking on your session name. Abstract details will appear on the “View Submission” page above the list of conveners. Abstract titles and author names are also displayed in the public session viewer, although abstract text is not viewable to the public during this period.

Session conveners should monitor the following:

  • Abstracts that are not topically relevant to your session or if you think an abstract was submitted to your session by mistake. Please notify the program committee or the scientific program team by the deadline and we will move the abstract to a more appropriate session. This may happen due to author oversight or a misunderstanding of the session’s intent.
  • Note: An abstract cannot be transferred after the program is finalized. Each author is counting on you as a convener to ensure that all abstracts submitted and accepted to your session are topically appropriate.
  • Other sessions can be merged with your session based on abstract submissions. Please notify your program committee representative if you have any suggestions on potential merges.
  • You may promote your session to your community; however, you may not request that an author move their abstract from another session to your session.

First Author Policies

Keep in mind the first author policy.

  • First authors can have a maximum of two (2) contributed abstracts to ANY topic areas
  • There are no invited authors for this meeting

After Abstract Submissions

Below are resources to assist session conveners for WaterSciCon 2024 after abstract submissions.

  1. Notes on Timing

    At least one of the conveners must be available after the abstract submission deadline and during the scheduling period in mid-March 2024 to respond to any program committee requests and 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. because of content overlap and number of abstracts submitted,

    Abstract submissions are open from 16 November 2023 to 24 January 2024 (deadline extended to 6 March). Abstract notifications and notification of your session’s official scheduled day and time will be sent out in mid-April 2024. 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 or oral session) 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 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 mid-March 2024, 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 mid-March, conveners must designate two session chairs (do not have to be existing conveners) for each allocated session.

    Conveners may submit a contributed abstract to any session or a session they are convening; however, they should be scheduled as a poster 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 mid-April 2024, 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 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.

  6. Resources To Promote Your Session

    As a convener, please promote your session to your colleagues. We will create simple templates for you to share on your social media channels. Add #WaterSciCon24 when you post!

    Canva Card 1: Facebook Post (1200px x 675px)

    Canva Card 2: Instagram Post (1080px x 1080px)