Sessions Proposals
Welcome to the AGU25 convener submission guidelines. This guide outlines the process for submitting session proposals, managing abstracts, and convening sessions.
Steps to Submitting Your Session (March – April)
Proposals are reviewed, accepted, and allocated format(s) by the program committee.
Proposal Deadline: Proposals must be submitted via the session proposal site by 23 April 2025 (23:59 EDT/03:59 UTC).
Session Format Assignment
Oral sessions cannot be specifically requested. The program committee will assign final formats after the abstract submission deadline, and not all sessions will include an oral component. Conveners may propose poster-only sessions.
Proposal Requirements
Must describe the session's scientific or topical relevance, focusing on scientific results, applications, or the societal impact of Earth and space science.
Membership Requirements
Primary conveners must be current 2025 AGU members. Membership waivers may be requested for conveners from affiliated organizations or non-geoscientists and must be submitted by Wednesday, 9 April.
Proposals Not Considered
Celebratory or honorary sessions, including tributes, will not be considered. Names may be included in the session description if focused on their scientific contributions. Sessions primarily advertising commercial products, services, or experiments will be declined. Sponsorship and exhibition opportunities will be available separately.
Proposal Submission
Multiple proposals from one convener are allowed but must cover distinct topics and span across sections. The program committee may request merging similar proposals or revising descriptions.
Fees
There is no fee to submit a session proposal. All first or presenting authors of abstracts, including invited authors, must pay AGU membership, abstract submission and meeting registration fees.
Onsite Session Chairs
Chairs must register and attend in person in New Orleans, LA, to chair in-person sessions. Chairs do not need to be existing conveners.
Proposal Best Practices
Reminders:
Before submitting a session proposal, please:
- Review key session submission guidelines.
- Review AGU's Scientific Integrity and Professional Ethics Policy.
- Review current submitted proposals to ensure your proposed content will not significantly overlap with other sessions
- Review AGU’s submission standards and summary for each proposal type.
- Confirm that all conveners consent to being named on the proposal.
- Proofread your proposal.
Alignment with AGU25 Theme:
- Relate proposals that explore Where Science Connects Us across disciplines, communities, and perspectives.
Inclusivity and Engagement:
AGU is committed to advancing science by delivering impactful and well-rounded conferences and meetings.
- Incorporate qualified conveners, session chairs, and invited authors to expand participation from individuals from across the scientific community.
- Utilize resources such as these tips for leading effective inclusive meetings.
- Broaden participation across disciplines and strengthen the next generation of scientists.
Steps to Convening Your Session (May-August)
Accepted proposals will be open for abstract submissions beginning in June and will be assigned oral, poster, or eLightning session types after the abstract submission process in August.
Session Proposal Review & Availability
- May: Conveners are notified of mergers or description revisions by the program committee. Proposals may be rejected or merged if submitted on related topics or may be transferred to a more suitable AGU section. Conveners must be available to address inquiries from the program committee.
- Mid-June: Conveners are notified if their sessions are accepted and open for abstract submissions. Conveners market sessions and invite abstract submissions.
- August: The program committee session format allocation and convener abstract scheduling process begins after 5 August.
Abstract Submission Monitoring
- June to July: Conveners ensure abstracts fit their session’s focus. Abstract transfers must be requested to the program committee and finalized by 4 August. Please note, abstract authors may reach out to the conveners for guidance regarding abstract submission to a specific session or topic.
- Full abstract text and details will be accessible through the User Portal until 4 August.
Invited Authors
- June to July: Conveners may invite up to two authors per session (eight for Union sessions). Invited authors are not guaranteed an oral presentation and may receive a poster presentation.
- Main objectives for invited authors:
- Enticing authors who would not otherwise submit an abstract to a session.
- Enhance interdisciplinary perspectives.
- Feature early-career scientists
- Conveners or chairs cannot be invited authors or give oral presentations in their own sessions but may present posters or eLightning presentations.
- Invited authors must be invited by 16 July and submit abstracts by the 30 July deadline and pay all associated fees.
- Exceptions:
- Union session conveners may present in their sessions but should not list themselves as invited authors.
Abstract Review & Session Scheduling
- August: Program committee will assign final session formats (oral, poster, eLightning, or a combination) and conveners will be notified of their session format allocations in mid-August. Conveners will thoroughly review and accept abstracts within allocated sessions, ensure submitted abstracts align with the session’s theme, arrange session schedules, and designate chairs and Outstanding Student Presentation Award (OSPA) liaisons.
- September: Program committee meets to finalize session dates and times.
Steps After Announcement of Scientific Program (October – December)
Abstract and Chair Notifications
- Early October: Authors are notified of abstract acceptance, format, and presentation timing. Session chairs are notified of session timing.
Replacing Withdrawn Oral Presentations
- After program publication, withdrawn oral and eLightning presentations can be replaced by a presenter in the associated poster session, with approved poster presenter’s consent.
Session Chair Guidelines
- Detailed session chair guidelines will be available in October 2025.
Marketing Tools
Tips for Promotion:
- Please note, AGU does not promote individual sessions or sections.
- Use promotional materials and AGU25 social media templates provided by AGU to promote approved sessions and encourage abstract submissions.
- Post session details and customized social media templates on professional networking sites like LinkedIn.