Present & Convene

Oral Session Guidelines

This is your one stop for all of the information you need to participate in an oral session. Instructions differ based on your role and the way you are attending. Please select accordingly:

Login To Upload Oral Presentation

Oral Presenters: log in to upload your slides or pre-recorded talk today.

Log in
In-Person

Oral Session Presenter Guide

11-15 December, 8:30AM – 5:30PM PST
  • Oral sessions will be 90 minutes and will take place daily from 8:30 AM – 5:30 PM PST on 11-15 December.
  • All oral sessions will be hybrid: in-person presenters will deliver live presentations, while online presenters will deliver pre-recorded presentations.
  • All oral sessions will be live streamed and recorded; recordings will be available in the AGU Events app or online platform up to 72 hours after the session and will be available for on-demand viewing until the end of March. 
  • All presenters will participate in a moderated Q&A and discussion.
  • If you are presenting multiple abstracts, we cannot guarantee that you will be free of scheduling conflicts.
SESSION SCHEDULE

7 Steps For a Successful Presentation

1. REGISTER

  • You must register in order to present at AGU23.
  • Please register at least 36 hours in advance of your session. Register by the early bird deadline of 2 November to take advantage of the early bird rate.
Register

2. ATTEND A TRAINING SESSION

  • Present Your Science: Transforming Technical Talks
    RESCHEDULED: Monday, 20 November, 12:00 PM -1:15 PM EST
    View the training recording in the "Online Program and Resources" section of the User Portal.

    AGU is excited to offer virtual event prep training for AGU23 presenters. This presentation will be recorded.

    Join Melissa Marshall for this live training event in advance of the meeting. For more than a decade, Melissa has traveled the world to work with Fortune 100 corporations, global institutions, and the nation’s best research universities. Today, she’s the go-to expert that elite organizations consult when they need to boost their skills in communicating their world-changing research.

    Participants will learn the following:
    a. How to filter and focus technical detail
    b. How to design more visual slides
    c. How to have a polished virtual delivery

3. UPLOAD YOUR PRESENTATION BY 8 DECEMBER

  • Visit the oral presenter upload site to upload your presentation.
  • Detailed instructions for in-person presenters to create and upload their slide presentations are now available.
  • The deadline to upload slides, or pre-recorded presentations if presenting online, is 8 December at 17:00 EST (UTC -5). If you have missed the upload deadline, you must visit the onsite Speaker Ready Room at least 24 hours or as early as possible before your session to upload your slides. 
    • Please note, lines may be extremely long on Monday morning before the first 8:30 AM PST oral session. Allow ample time to register and visit the speaker ready room, if needed.  

4. PREPARE AND REHEARSE

  • Organize your ideas and make a plan for staying within your allotted time. Please refer to the online program for the length of your allotted presentation and session schedule.
  • If you have any questions regarding the session schedule, please reach out to your session conveners. 
  • Leave adequate time for Q&A and transitions. For example, if your total presentation is 10 minutes, please allow at least 2 minutes for individual Q&A and transition. 
  • Create an opening statement.
  • Discuss the material as it appears in your accepted abstract.
  • Rehearse speaking slowly and clearly. If your rehearsal runs long, reduce the material and rehearse again.
  • Use simple, active words and short sentences. (Some online attendees might be using translation services.)
Visit the Presenter Resources Page for more tips

5. PROMOTE YOUR SESSION

  • Use AGU’s customizable Canva templates to promote your #AGU23 session on social media.
Canva Template
LEARN MORE ABOUT PROMOTING YOUR SESSION

6. CHECK IN ON-SITE

  • If you have not uploaded your presentation online, you must check in with the onsite Speaker Ready Room at least 24 hours, or as soon as possible before your presentation.
  • You may also check-in onsite in advance of your session to verify that fonts, images, and videos are displayed correctly.
Learn More about the Speaker ready Room

7. ARRIVE AT YOUR SESSION EARLY

  • Arrive at your session 20 minutes before it starts.
  • Session chairs will introduce presenters and moderate the Q&A.
  • Technical support will be available.
Online

Oral Session Presenter Guide

11-15 December, 8:30AM – 5:30PM PST
  • Oral sessions will be 90 minutes and will take place from 8:30 AM – 5:30 PM PST on 11-15 December.
  • All oral sessions will be hybrid: in-person presenters will deliver live presentations, while online presenters will deliver pre-recorded presentations.
  • All oral sessions will be live streamed and recorded; recordings will be available in the AGU Events app or online platform up to 72 hours after the session and will be available for on-demand viewing until the end of March. 
  • All presenters will participate in a moderated Q&A and discussion.
  • If you are presenting multiple abstracts, we cannot guarantee that you will be free of scheduling conflicts.

  SESSION SCHEDULE

7 Steps For a Successful Presentation

1. REGISTER

  • You must register in order to present at AGU23.
  • Please register at least 36 hours in advance of your session. Register by the early bird deadline of 2 November to take advantage of the early bird rate.
Register

2. ATTEND A TRAINING SESSION

    • Present Your Science: Transforming Technical Talks
      Monday, 20 November, 12:00 PM - 1:15 PM EST
      View the training recording in the "Online Program and Resources" section of the User Portal.

      AGU is excited to offer virtual event prep training for AGU23 presenters. This presentation will be recorded.

      Join Melissa Marshall for this live training event in advance of the meeting. For more than a decade, Melissa has traveled the world to work with Fortune 100 corporations, global institutions, and the nation’s best research universities. Today,       she’s the go-to expert that elite organizations consult when they need to boost their skills in communicating their world-changing research.

      Participants will learn the following:

      a. How to filter and focus technical detail
      b. How to design more visual slides
      c. How to have a polished virtual delivery

    3. UPLOAD YOUR PRESENTATION BY 8 DECEMBER

    • Online oral presenters must upload a pre-recorded presentation to be played during their live session. Online presenters will join the session to participate in live Q&A.
    • Visit the oral presenter upload site to upload your pre-recorded presentation.
    • Detailed instructions for online presenters to create and upload their pre-recorded presentations are now available.
    • The deadline to upload pre-recorded videos is 8 December at 17:00 EST (UTC -5).

    4. PREPARE AND REHEARSE

    • Organize your ideas and make a plan for staying within your allotted time. Please refer to the online program for the length of your allotted presentation and session schedule. Prerecorded presentations that are over time will be rejected and returned to the presenters to be re-recorded. 
    • If you have any questions regarding the session schedule, please reach out to your session conveners. 
    • Leave adequate time for Q&A and transitions. For example, if your total presentation is 10 minutes, please allow at least 2 minutes for individual Q&A and transition. 
    • Create an opening statement.
    • Discuss the material as it appears in your accepted abstract.
    • Rehearse speaking slowly and clearly. If your rehearsal runs long, reduce the material and rehearse again.
    • Use simple, active words and short sentences. (Some online attendees might be using translation services.)
    Visit the Presenter Resources Page for more tips

    5. PROMOTE YOUR SESSION

    • Use AGU’s customizable Canva templates to promote your #AGU23 session on social media.
    Canva Template
    LEARN MORE ABOUT PROMOTING YOUR SESSION

    6. CHECK YOUR TECH

    • Online presenters will use Zoom Webinar to participate in oral sessions. Zoom links will be available to presenters and chairs just prior to the start of AGU23.
    • Online attendees can use a web browser or the Zoom app.
    • Most major functions are supported in the browser version, including screen sharing, chat and breakout rooms.
    READ MORE ABOUT ZOOM'S SUPPORTED BROWSERS AND FUNCTIONS

    7. LOG IN TO YOUR SESSION EARLY

    • Log in to your session 20 minutes before it starts.
    • Detailed instructions will be provided via email in advance of your session.
    • Session chairs will introduce presenters and moderate the Q&A.
    • Technical support will be available.
In-Person

Oral Session Chair Guide

11-15 December, 8:30AM – 5:30PM PST
  • Oral sessions will be 90 minutes and will take place daily from 8:30 AM – 5:30 PM PST on 11-15 December.
  • All oral sessions will be hybrid: in-person presenters will deliver live presentations, while online presenters will deliver pre-recorded presentations.
  • All oral sessions will be live streamed and recorded; recordings will be available in the AGU Events app or online platform up to 72 hours after the session and will be available for on-demand viewing until the end of March. 
  • All presenters will participate in a moderated Q&A and discussion.
SESSION SCHEDULE

8 Steps For Chairing a Successful Oral Session

1. REGISTER

  • You must register in order to chair a session at AGU23.
  • Please register at least 36 hours in advance of your session. Register by the early bird deadline of 2 November to take advantage of the early bird rate.
Register

2. GET READY TO MODERATE

  • Session chairs play an important role in making sure that session attendees feel safe, welcomed, and included.
  • Help ensure that sessions reflect diversity, inclusion, and excellence in science.
  • Review how the session will run and identify a general discussion topic based on the session.
  • Prepare to discuss the larger science questions around presentations or to explore future needs and challenges.

3. CHAIR YOUR SESSION

    • Reach out to the presenting authors in your session. Session chairs will be provided with an updated report of presenters via the User Portal. 
    • Encourage participation and treat all presenters and attendees with respect.
    • Introduce authors and facilitate discussion.
    • Be aware of aggressive questioning that borders on bullying or harassment, especially if directed towards students or early career scientists. Please speak up and intervene.
    • Reach out to an AGU staff person for assistance or please report Code of Conduct concerns to [email protected]. 

    4. CHAIR TRAINING 

    • Fantastic Facilitation: How to be a Successful Session Chair
      Thursday, 16 November, 12:00 PM - 1:00 PM EST
      View the training recording in the "Online Program and Resources" section of the User Portal.

      This training is led by the go-to communications expert Melissa Marshall, who has traveled the world to work with Fortune 100 corporations, global institutions, and the nation’s best research universities when leaders need to boost their skills in communicating their world-changing research. This presentation will be recorded. 

      Participants will learn the following:
      a. How to introduce a session and set expectations
      b. How to create connection between topics and tell a story across a session
      c. How to keep a session running smoothly and on topic (strategies for dealing with difficult questioners) 

    • Whether this is your first time chairing an AGU session or you are an experienced session chair, you are encouraged to attend the live session chair trainings in San Francisco or to view the virtual training prior to the start of the meeting.

    5. PROMOTE YOUR SESSION

    • Use AGU’s customizable Canva templates to promote your #AGU23 session on social media.
    Canva Template
    LEARN MORE ABOUT PROMOTING YOUR SESSION

    6. FILL EMPTY SLOTS

    • If a presenter withdraws from an oral session, chairs can request a replacement from the accompanying in-person or online poster discussion session by contacting the Scientific Program Team.
    • This can only be done to and from accompanying sessions.
    • This can only be done with the presenter's explicit consent.
    • New abstracts cannot be added.
    • You can access a report listing the abstracts and presenter contact information for your session in Participant's Corner, accessible via the User Portal.  
    • After receiving consent, include the following in your note to the Scientific Program Team:
      • Details of the withdrawn abstract
      • Details of the abstract that will be moved into the oral presentation slot
      • The email or message where the presenter gave consent to be moved.
    CONTACT SCIENTIFIC PROGRAM TEAM

    7. CHECK YOUR LOGISTICS

    • Oral sessions will be hybrid and use Zoom Webinar.
    • Detailed instructions will be provided via email prior to your session.
    • At least one session chair must be present in person in the session room.
    • Online attendees can use a web browser or the Zoom app.
    • Most major functions are supported in the browser version, including screen sharing, chat and breakout rooms.
    READ MORE ABOUT ZOOM'S SUPPORTED BROWSERS AND FUNCTIONS

    8. ARRIVE AT YOUR SESSION EARLY

    • Arrive at your session 20 minutes before it starts.
    • Session chairs will introduce presenters and moderate the Q&A.
    • Technical support will be available.
Online

Oral Session Chair Guide

11-15 December, 8:30AM – 5:30PM PST
  • Oral sessions will be 90 minutes and will take place daily from 8:30 AM – 5:30 PM PST on 11-15 December.
  • All oral sessions will be hybrid: in-person presenters will deliver live presentations, while online presenters will deliver pre-recorded presentations.
  • All oral sessions will be live streamed and recorded; recordings will be available in the AGU Events app or online platform up to 72 hours after the session and will be available for on-demand viewing until the end of March. 
  • All presenters will participate in a moderated Q&A and discussion.
SESSION SCHEDULE

8 Steps For Chairing a Successful Oral Session

1. REGISTER

  • You must register in order to chair a session at AGU23.
  • Please register at least 36 hours in advance of your session. Register by the early bird deadline of 2 November to take advantage of the early bird rate.
Register

2. GET READY TO MODERATE

  • Session chairs play an important role in making sure that session attendees feel safe, welcomed, and included.
  • Help ensure that sessions reflect diversity, inclusion, and excellence in science.
  • Review how the session will run and identify a general discussion topic based on the session.
  • Prepare to discuss the larger science questions around presentations or to explore future needs and challenges.

3. CHAIR YOUR SESSION

  • Reach out to the presenting authors in your session. Session chairs will be provided with an updated report of presenters via the User Portal.
  • Encourage participation and treat all presenters and attendees with respect.
  • Introduce authors and facilitate discussion.
  • Be aware of aggressive questioning that borders on bullying or harassment, especially if directed towards students or early career scientists. Please speak up and intervene.
  • Reach out to an AGU staff person for assistance or please report Code of Conduct concerns to [email protected].

4. CHAIR TRAINING

  • Fantastic Facilitation: How to be a Successful Session Chair
    Thursday, 16 November, 12:00 PM - 1:00 PM EST
    View the training recording in the "Online Program and Resources" section of the User Portal.

    This training is led by the go-to communications expert Melissa Marshall, who has traveled the world to work with Fortune 100 corporations, global institutions, and the nation’s best research universities when leaders need to boost their skills in communicating their world-changing research. This presentation will be recorded. 

    Participants will learn the following:
    a. How to introduce a session and set expectations
    b. How to create connection between topics and tell a story across a session
    c. How to keep a session running smoothly and on topic (strategies for dealing with difficult questioners) 

  • Whether this is your first time chairing an AGU session or you are an experienced session chair, you are encouraged to attend the live session chair trainings in San Francisco or to view the virtual training prior to the start of the meeting.
    • In-person Chair Training
      • Sunday, 4:00PM: Room 2014, Moscone West 
      • Monday-Friday, 7:00AM: Room 2014, Moscone West
    • Please view this video that provides an overview of the oral session room audiovisual and presentation management equipment.
    • Please download and view the detailed session chair tips for facilitating the best session.
    • Download introductory slide on AGU's Meeting Code of Conduct
    • Download optional AGU23 slide templates (introductory slides can be uploaded in the Speaker Ready Room)

5. PROMOTE YOUR SESSION

  • Use AGU’s customizable Canva templates to promote your #AGU23 session on social media.
Canva Template
LEARN MORE ABOUT PROMOTING YOUR SESSION

6. FILL EMPTY SLOTS

  • If a presenter withdraws from an oral session, chairs can request a replacement from the accompanying in-person or online poster discussion session by contacting the Scientific Program Team.
  • This can only be done to and from accompanying sessions and with the presenter's explicit consent.
  • New abstracts cannot be added.
  • You can access a report listing the abstracts and presenter contact information for your session in Participant's Corner, accessible via the User Portal.
  • After receiving consent, include the following in your note to the Scientific Program Team:

    -Details of the withdrawn abstract
    -Details of the abstract that will be moved into the oral presentation slot
    -The email or message where the presenter gave consent to be moved.
CONTACT SCIENTIFIC PROGRAM TEAM

7. CHECK YOUR LOGISTICS

  • Oral sessions will be hybrid and use Zoom Webinar.
  • Detailed instructions will be provided via email prior to the session. 
  • At least one chair must be present in person in the session room.
  • Online attendees can use a web browser or the Zoom app.
  • Most major functions are supported in the browser version, including screen sharing, chat and breakout rooms.
READ MORE ABOUT ZOOM'S SUPPORTED BROWSERS AND FUNCTIONS

8. LOG IN TO YOUR SESSION EARLY

  • Log in to your session 20 minutes before it starts.
  • Detailed instructions and access information will be provided before the meeting start date.
  • Technical support will be available.