Presenter and Chair Guidelines
Presenting and chairing at AGU24 is incredibly rewarding. It also requires plenty of preparation and planning. This set of guidelines contains all the information you need to prepare for a successful oral, poster, or eLightning session. Refer to the navigation above to find your relevant session type.
AGU will offer training sessions and short training videos to help presenters and chairs prepare for a successful session.
iPoster Demonstration
Friday, 8 November, 11:00 AM - 12:00 PM EST
View the training recording.
Representatives from the iPosterSessions platform will provide a live demonstration of the platform and tools available to create a digital, innovative poster. This training is intended for eLightning and poster presenters.
Present Your Science: Powerful Posters
Abstract & Session Proposal Process
Abstract and Session submission are closed. The online scientific program is published and authors are notified of the acceptance, format and schedule of their abstracts in early October.
If you are interested in learning more about the session proposal or abstract submission process click the links below:
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Oral Sessions
This is your one stop for the information you need to participate in an oral session as an in-person presenter, online presenter, or session chair.
- Oral sessions will be 90 minutes and will take place daily from 8:30 AM – 5:30 PM EST on 9-13 December.
- If you are presenting multiple abstracts, we cannot guarantee that you will be free of scheduling conflicts.
- The sessions will include live in-person and pre-recorded online presentations that will be played by the session chairs.
- In-person presenters will participate in moderated live Q&A discussions with the in-person audience.
- Online presenters WILL NOT have the option to participate in live Q&A, but can respond to questions asynchronously through the AGU Events app/online platform.
- NEW FOR AGU24: Oral sessions WILL NOT be live streamed, nor will there be an option to log in to join sessions live or remotely during the session via Zoom.
- All oral sessions will be recorded; recordings will be available in the AGU Events app and online meeting platform within 72 hours of the session's end and will be available for on-demand viewing until the end of February.
Steps For a Successful Oral Presentation
- Oral sessions will be 90 minutes and will take place daily from 8:30 AM – 5:30 PM EST on 9-13 December.
- If you are presenting multiple abstracts, we cannot guarantee that you will be free of scheduling conflicts
- The sessions will include live in-person and pre-recorded online presentations that will be played by the session chairs.
- Online oral presenters must upload a pre-recorded slide presentation by Monday, 2 December. Presentations will be played by the session chairs.
- NEW FOR AGU24: Oral sessions will not be live streamed, nor will there be an option for attendees or online presenters to join sessions live or remotely during the session via Zoom.
- Online presenters WILL NOT have the option to participate in live Q&A, but can respond to questions asynchronously through the AGU Events app/online platform.
- All oral sessions will be recorded; recordings will be available in the AGU Events app and online meeting platform within 72 hours of the session's end and will be available for on-demand viewing until the end of February.
Steps For a Successful Presentation
- Oral sessions will be 90 minutes and will take place daily from 8:30 AM – 5:30 PM EST on 9-13 December.
- The sessions will encompass live in-person and online pre-recorded presentations.
- In-person presenters will participate in moderated live Q&A discussions with the in-person audience. Online presenters can answer questions via an asynchronous Q&A chat tool.
- Oral sessions will not be livestreamed, nor will there be an option to join remotely via Zoom. All oral sessions will be recorded; recordings will be available in the AGU Events app and online platform within 72 hours of the session's end and will be available for on-demand viewing until the end of February.
- If you are chairing multiple sessions and/or submitted abstracts to the scientific program, the program committee cannot guarantee that you will be free of scheduling conflicts. Please ensure session co-conveners are available to step in and chair if needed.
- Detailed logistic instructions will be provided via email prior to the meeting.
Steps For Chairing a Successful Oral Session
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Poster Sessions
This is your one stop for all the information you need to participate in a poster session as an in-person presenter, online presenter, or session chair.
- In-person poster sessions will take place on 9-13 December from 8:30 AM - 12:20 PM EST and 1:40 PM - 5:30 PM EST.
- If you are presenting multiple abstracts, the program committee cannot guarantee that you will be free of scheduling conflicts.
- For poster presentations, changes from in-person to asynchronous online presentations or vice versa must be made by Friday, 15 November. Choose this option via the Speaker Center, accessible from the User Portal.
Steps For Presenting a Poster In-Person
- Online poster presenters will set their own presentation schedules during the week of the meeting and will not be included in a dedicated online session.
- Presenters will create an interactive poster to be displayed in the online iPoster gallery.
- Presenters will have the opportunity to showcase their iPosters via asynchronous, online discussions with attendees via self-scheduled video or chat times that will be listed in the online program and through direct messages.
- Presenters are also encouraged to create pre-recorded videos or audio narrations for attendees to view with their poster.
- Published iPosters will be viewable and searchable in the online gallery during the conference and through February 2025.
Steps For Presenting a Poster Online
- In-person poster sessions will take place daily on 9-13 December from 8:30 AM - 12:20 PM EST and 1:40 PM - 5:30 PM EST.
- Online poster presenters will set their own presentation schedules during the week of the meeting and will not be included in a dedicated online session.
- Poster presentations cannot be added or moved to different poster sessions.
- If you are chairing multiple sessions and/or submitted abstracts to the scientific program, the program committee cannot guarantee that you will be free of scheduling conflicts. Please ensure session co-conveners are available to step in and chair if needed.
- Detailed logistic instructions will be provided via email prior to the meeting.
Steps For Chairing an In-Person Poster Session
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eLightning Sessions
This is your one stop for all the information you need to participate in a poster session as an in-person presenter, online presenter, or session chair.
- eLightning sessions will be 90 minutes and will take place daily at the eLightning theaters in the poster hall from 8:30 AM – 5:30 PM EST on 9-13 December.
- All eLightning sessions will be in-person only and presenters will deliver live presentations.
- All presenters will participate in 3-minute lightning presentations in designated theaters followed by one-on-one discussions at individual monitors for the remainder of the session to provide an overview of their digital iPoster.
- eLightning sessions will not be recorded.
- If you are presenting multiple abstracts, we cannot guarantee that you will be free of scheduling conflicts.
Steps For Presenting an eLightning Presentation
- eLightning sessions will be 90 minutes and will take place daily at the eLightning theaters in the poster hall from 8:30 AM – 5:30 PM EST on 9-13 December.
- All eLightning sessions will be in-person only and presenters will deliver live presentations.
- All presenters will participate in 3-minute lightning presentations in designated theaters followed by one-on-one discussions at individual monitors for the remainder of the session to provide an overview of their digital iPoster.
- eLightning sessions will not be recorded.
- If you are chairing multiple sessions and/or submitted abstracts to the scientific program, the program committee cannot guarantee that you will be free of scheduling conflicts. Please ensure session co-conveners are available to step in and chair if needed.
- Detailed logistic instructions will be provided via email prior to the meeting.
Steps for Chairing a Successful eLightning Session
Town Halls Organizer Guidelines
Town halls offer an opportunity for government agencies, academic programs, special projects, and other focused interest groups to gather input from the AGU community.
Town halls are open to all attendees and will take place in person at the Walter E. Washington Convention Center in Washington, D.C, with a limited number enabled for participation by virtual presenters. All town halls will be recorded and posted in the online program for on-demand viewing within 72 hours of the session.
Please note the following guidelines for organizers and presenters:
- Organizers may develop the presentation format for the town hall program as they see fit, but within the parameters of the approved proposal.
- All town hall organizers were billed a technology/labor charge to cover the cost of room rental; the support of an audio-visual technician; and the recording, editing, and on-demand hosting of the session.
- All town hall attendees and presenters must be registered for AGU24. If you are not already registered, please register. Individuals will not be permitted to participate in a town hall if they are not registered.
- Town hall organizers or presenters who want to display presentation slides should take these to the onsite Speaker Ready Room 24 hours in advance of their town hall.
- Refer to the oral presenter guidelines for presentation tips and materials to promote your town hall.
All town halls include the following:
- All rooms are equipped with an LCD projector, screen, laser pointer, a speaker timer, and two computers (one Windows-based PC and one Mac). An audio-visual technician will be present during the town hall.
- If organizers require additional audio-visual equipment, an additional fee may apply. Organizers should reach out to the audio-visual contact provided in their town hall scheduling notification email.
- Town hall rooms will be used during the day for scientific sessions and therefore will be set theater-style with rows of chairs, as well as a small stage with a lectern and head table. The room set cannot be altered.
- Slides and audio will be recorded for on-demand viewing on AGU's virtual platform following the meeting.
- Catering is not included in the cost of the town hall, but can be ordered from the convention center; outside food cannot be brought into the building. If an organizer wishes to order food and beverages for attendees, they may reach out to the catering contact provided in their town hall scheduling notification email.
Town halls that are enabled to include virtual presenters will also include the following:
- Access for virtual presenters to participate in the live town hall via Zoom.
- Note: not all town halls are enabled for participation by virtual presenters. Any town hall that allows virtual presenter access will be labeled in the online program.
If you have any questions, please contact the AGU Scientific Program Team.
Submission Guidelines & Policies Overview
Proposed by the AGU community (including AGU staff) and open to all meeting participants, these one-hour sessions are designed for:
- Collecting feedback or raising awareness about particular initiatives, programs or special projects.
- Delivering updates and gathering input about government agency initiatives, academic programs, special projects and other focused interest groups for the broader AGU community.
- Roundtable or panel discussion formats.
Proposals were due by 24 April (23:59 EDT/03:59 +1 GMT). Town hall organizers were informed of acceptance in late June.
*Please note, town hall submissions have closed, requests for ancillary event space will open in September 2024.
- Proposals that are primarily advertisements of commercial products and services, or that contain the name of a specific experiment in the title or description. (For opportunities to exhibit or sponsor activities at AGU24, please see the Exhibit page.)
- Proposals that duplicate scientific session formats or are in place of ancillary event requests.
Pre-conference Workshops
Click here to view the AGU24 Pre-Conference Workshops
Pre-conference workshops are a great way to advance your science by exploring practical and technical skills while getting to know fellow attendees in small group settings.
Pre-conference workshops range between half-day or full-day sessions. Each workshop carries an additional registration fee, with separate rates for students. Workshops require pre-registration and tickets can be purchased in the AGU24 registration portal. No tickets will be sold onsite.
All pre-conference workshops will take place on 8 December 2024 in a location adjacent to the Walter E. Washington Convention Center in Washington, D.C. All workshops will be held in person without an option for virtual participation. All presenters are expected to be onsite and available during the scheduled workshop time.
Detailed logistical information and food and beverage information will be shared with workshop organizers in December.
If you have any questions regarding registration or the organization of the workshops, please contact the AGU Scientific Program Team.
Organizer Submission Guidelines & Policies Overview
Proposed by the AGU community, these workshops (formerly scientific workshops) are designed to give participants opportunities to develop relevant skills and knowledge and how they can apply those skills and knowledge in their own contexts. All pre-conference workshop proposals need to include a description, intended learning outcomes, and a plan for active participant engagement and learning.
These are separately ticketed events held outside the regular conference schedule. A limited number of workshops will be accepted.
Pre-conference workshops:
- May be proposed by anyone in the AGU community, including AGU staff.
- Provide an in-depth opportunity for participants to actively develop and practice applicable knowledge and skills.
- Align with one of the AGU Workshop Learning Focus Topics (see below).
- Are either full-day (up to 7 hours with breaks) sessions (Long) or half-day (up to 3.5 hours with breaks) sessions (Short).
- Will include clearly defined learning outcomes, target audience, and active learning opportunities.
- Facilitated by 1 or more people.
- Require a separate registration for all workshop attendees.
- Be scheduled in-person only in Washington, D.C. (no hybrid option) on the Sunday prior to the start of meeting.
Learning Focus Topics:
- Each workshop proposal should emphasize one of the following topics:
- Practical Skills for Science: Focuses on teaching practical skills (i.e. research, grant writing, finding funding, interdisciplinary research skills, etc.) that advance participants’ research and career capacities. Can be for either discipline specific audiences or broader audiences.
- Technical Skills for Science: Focuses on specific technical skills (software, coding, hardware, or other tools to advance science). Can be for either discipline specific audiences or broader audiences.
Pre-conference workshop proposals were due on 24 April (23:59 EDT/03:59 +1 GMT). Organizers were informed of acceptance in late June.
*Please note, workshop submissions have closed, requests for ancillary event space will open in September 2024.