Present & Convene

• In-person poster sessions will take place on 11-15 December from 8:30 AM - 12:50 PM PST and 2:10 PM - 6:30 PM PST.
• You are invited and encouraged to attend the online poster sessions held on 22-25 January 2024.
• For poster presentations, changes cannot be made from in-person to online presentations or vice versa. Registered poster presenters who cannot attend their scheduled session can choose to publish an iPoster in the online gallery, and the abstract will remain in the program. Choose this option via the Participant's Corner.
• If you are presenting multiple abstracts, the program committee cannot guarantee that you will be free of scheduling conflicts.

SESSION SCHEDULE

9 Steps For Presenting a Poster In-Person

1. REGISTER

• You must register in order to present at AGU23. Please note, presenting authors must be registered in order to publish an iPoster to the gallery.
  • Please allow one hour from time of registration before publishing iPoster.
• 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

• iPoster Demonstration
  Thursday, 9 November, 11:00 AM - 12:30 PM EST
  View the iPoster demonstration recording here.
  
  The iPosterSessions platform is a flexible HTML based poster format and has been used by AGU for several years. Representatives from iPosterSessions will provide a live demonstration of this dynamic online platform. They will also be available to answer any questions you may have as you begin creating your interactive presentations. Some elements that will be reviewed include:
  • High-resolution image
  • Detailed charts and diagrams
  • Slide shows
  • High definition videos
  • Audio files
  • Voice-over narrations
  • Links to external data sets
    
    
• Present Your Science: Powerful Posters
  Tuesday, 14 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. 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:
  • How to improve poster layout for clarity and engagement
  • Strategies and resources for creating more visual posters
  • How to deliver a 60 second summary of the poster

3. CREATE & PRINT YOUR POSTER

• In-person presenters will create a printed poster to be displayed on an assigned board in the poster hall for a full day.
  • Copy Central is the official poster printer for AGU23. Posters ordered via Copy Central can be picked up at their booth located in Moscone South. Ready to order?
  • Refer to the requirements and best practices below.
  PRINTED POSTER REQUIREMENTS AND BEST PRACTICES
  
  
• In-person presenters also have the option to create a dynamic, interactive poster or simple PDF for display in the online poster gallery.
  • To participate, upload and publish your poster by 1 December when the online poster gallery goes live or at least 24 hours prior to your session.
  • Instructions to create your digital poster will be provided in late October.
  • Authors may log in to create a digital poster, but they must be registered to publish the poster to the online gallery.
  • Please note, authors will have until 31 January to make edits to published posters.
• If you encounter technical problems when working in the iPoster Editor Site, please contact our Support Desk here. When you communicate with Support, please use the Conference Code: AGU23

LEARN MORE ABOUT IPOSTER 

4. REHEARSE

• Organize your ideas so that you can quickly review your work with poster hall visitors.
• Create an elevator pitch.
• Focus on the material as submitted and accepted in your 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.)

TIPS FOR CREATING AN ELEVATOR PITCH

5. REQUEST ADDITIONAL EQUIPMENT (OPTIONAL)

• Additional equipment such as monitors, laptops, tables, and upgraded internet can be ordered by 8 December. Ordering instructions are now available here. 
• You must order a table if you plan to use a laptop.
• You may use your own laptop and/or monitor.
• Equipment is limited, and AGU cannot guarantee that requested items will be available.
• Equipment cannot be requested on site. 

6. 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

7. SET UP YOUR POSTER

• Set up between 8:00 AM and 8:30 AM PST on the day of your presentation (no earlier).
• Pick up push pins and an availability sign at the Poster Assistance Desk.
• Find your assigned poster board.
• Boards will be numbered sequentially (0001-3400) from the beginning to the end of the hall. TIP: The number after the hyphen in your final paper number is your poster board number (e.g. The board for paper "A11A-1346" is "1346".)

8. ATTEND THE SESSION

• You must be available in the poster hall for at least one hour during your assigned session.
• Leave a note on your poster indicating where you can be reached in case someone wishes to discuss your research.
• If you have created a digital poster in the online poster gallery, you can also include "I'll be at my poster" times in the gallery. 

9. COLLECT YOUR POSTER

• For maximum attendee viewing, do not remove your poster before 6:30 PM PST.
• The poster hall will close at 6:30 PM PST each day.
• If you wish to keep your poster, you must remove it by this time.
• Any remaining posters will be removed and recycled at the end of each day. 

• Online poster sessions will take place on 22-25 January 2024.
• There will be no online or hybrid poster sessions taking place in San Francisco.

SESSION SCHEDULE

8 Steps For Presenting a Poster Online

1. REGISTER

• All presenters were required to register by 15 December 2023 in order to present in the online sessions in January 2024. Registration is now closed. Please note, presenting authors must be registered in order to publish a poster to the gallery.
  • Please allow one hour from time of registration before publishing iPoster.
  • Register by the early bird deadline of 2 November to take advantage of the early bird rate.
    

2. ATTEND A TRAINING SESSION

• Present Your Science: Powerful Posters
  Tuesday, 14 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. 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:
  • How to improve poster layout for clarity and engagement
  • Strategies and resources for creating more visual posters
  • How to deliver a 60 second summary of the poster
    
    
• iPoster Demonstration
  Thursday, 9 November, 11:00 AM - 12:30 PM EST
  View the iPoster demonstration recording here.
  
  The iPosterSessions platform is a flexible HTML based poster format and has been used by AGU for several years. Representatives from iPosterSessions will provide a live demonstration of this dynamic online platform. They will also be available to answer any questions you may have as you begin creating your interactive presentations. Some elements that will be reviewed include:
  
  
  • High-resolution image
  • Detailed charts and diagrams
  • Slide shows
  • High definition videos
  • Audio files
  • Voice-over narrations
  • Links to external data sets
    
    
• Vimeo Training
  • Platform Exploration: Familiarize yourself with the Vimeo Venue Platform by visiting the AGU23 sandbox space before your session. This will allow you to test connections and get a feel for the controls and options available prior to the date of scheduled online session. If you haven't already, please create a FREE Vimeo account or log in using your existing account at Vimeo Join Page. 
    *Please note, you do not need to join or subscribe to Vimeo after creating a FREE account.
  • Training Dates: To further enhance your familiarity with the platform, we STRONGLY encourage presenters and chairs to participate in a training session. Training will be held for presenters and chairs between 4:00 AM – 12:00 PM EST on 20 January and 10:00 AM – 6:00 PM EST on 21 January. Log in to the AGU23 sandbox space at any time to ask questions or explore the platform with technical support. We strongly encourage presenters and chairs to attend a training session as there will not be technical support within each session.

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3. CREATE & UPLOAD YOUR POSTER

• All online poster presenters must create an iPoster to present during the scheduled presentation time in the online poster sessions.
• The deadline to upload and publish an iPoster to appear in the online gallery is 1 December when the online poster gallery goes live for maximum viewing by AGU23 attendees. 
• Please note, presenting authors may log in to create a digital poster, but they must be registered by on or before 15 December in order to publish a poster to the online gallery.
• Please note, authors will have until 31 January to make edits to published posters.
• Authors are encouraged to use the available iPoster templates, but can also upload a PDF into iPoster or paste text and images from a PDF into an iPoster template.
• If you encounter technical problems when working in the iPoster Editor Site, please contact our Support Desk here. When you communicate with Support, please use the Conference Code: AGU23

POSTER BEST PRACTICES

LEARN MORE ABOUT IPOSTER 

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4. REHEARSE

• Prepare in advance to organize your ideas and make a plan for staying within your allotted time.
• Leave adequate time for Q&A and transitions.
• Create an opening statement.
• Discuss the material as submitted and accepted in your 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.)

TIPS FOR CREATING AN ELEVATOR PITCH

---

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

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6. CHECK YOUR TECH

• Online poster sessions will use the Vimeo online platform. If you haven't already, please create a FREE Vimeo account or log in using your existing account at Vimeo Join Page. 
  *Please note, you do not need to join or subscribe to Vimeo after creating a FREE account.
• By Sunday, 21 January, you must also register for access to your assigned venue in order to be recognized as a presenter. All presenters were sent an email on 12 January that provided their Vimeo venue assignment and links to register as a presenter within their venue. You will also use this venue registration link to join on the day of your session.
• Visit the AGU23 Vimeo sandbox to:
  • Test your camera and microphone settings within the Vimeo platform to ensure seamless functionality during your presentation.
  • Access your iPoster via the poster gallery in the AGU23 online meeting platform and test how to share your screen (present to stage) within Vimeo. You will share your screen to present your iPoster during your live session. Slides are not required or accepted.
• Technical support will be available in the Vimeo venue lobby during live sessions, but a technician will not be placed within each Vimeo space/breakout room where individual sessions will occur. 
• Please note, attendees or presenters accessing Vimeo in China, will need to establish a VPN connection. 

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7. ATTEND YOUR SESSION

• All AGU23 Continuing the Journey events will be hosted in Pacific Standard Time (PST), which is 3 hours behind Eastern Standard Time (New York). Please note, the Vimeo agenda will default to the attendees local time zone. 
• Join your session 30 minutes in advance using the appropriate Vimeo venue link.
  • You can find your session's venue assignment and venue registration/join link within the instructional email sent to presenters on 12 January. You will be automatically be recognized as a presenter if you have registered with your venue in advance.
  • Meeting attendees who are not presenting can access the session via the AGU23 online meeting platform.
• Within the Vimeo venue, use the hamburger icon in the bottom left corner to navigate to your session.
• Sessions will begin with quick online poster overviews from each presenter followed by group discussion with the online audience.
• Presenters will share their screen during their presentation.
• Session chairs will introduce presenters and moderate the Q&A.

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8. CONNECT

• Published online poster presentations will be viewable and searchable in the online gallery during the conference and through March 2024. 
• Poster presenters can schedule individual text or video chats through the iPoster system at any time during AGU23 or continued through the January 2024 sessions.
• Once scheduled, these text and video chat times will appear with your abstract in the online program. These chats are conducted at your discretion and will take place within the iPoster platform.

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• In-person poster sessions will take place daily on 11-15 December from 8:30 AM - 12:50 PM PST and 2:10 PM - 6:30 PM PST.
• 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.

SESSION SCHEDULE

6 Steps For Chairing an In-Person Poster 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.
• Reach out to the presenting authors in your session prior to the meeting. Session chairs will be provided with an updated report of presenters via the User Portal.

3. CHAIR TRAINING

Whether this is your first time chairing an AGU session or you are an experienced session chair, you are encouraged to view the recorded training or to view the detailed session chair tips prior to the start of the meeting.


• 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.
  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) 
  
  
• Please download and view the detailed session chair tips for facilitating the best session. 

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4. 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

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5. ARRIVE EARLY FOR PRE-CHECK

• Arrive 20 minutes before your poster session is scheduled to begin.
• Presenters should set up their posters between 8:00 AM and 8:30 AM PST on the day of their session.
• Help authors having trouble with layout, set-up, or equipment.
• Make sure authors’ poster boards are numbered correctly and that presenters' availability signs are visible.
• AGU staff will be available to provide assistance at the Poster Assistance Desk, where you will also find push pins and availability signs.
• Note any empty poster boards. (Your evaluation survey will ask for any “no-show” presentations.)

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6. CHAIR YOUR SESSION

• Encourage participation and respect all presenters and attendees.
• Introduce attendees to authors and facilitate discussion.
• Perform “crowd control” in the aisles if needed. 
• 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 at the Poster Assistance Desk for assistance or please report Code of Conduct concerns to [email protected]. 
• Remind authors to remove their posters by 6:30 PM PST. Any posters remaining at that time will be recycled.

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• Online poster sessions will take place from 22-25 January 2024.
• There will be no online or hybrid poster sessions taking place in San Francisco.

SESSION SCHEDULE

7 Steps For Chairing AN online poster session

1. REGISTER

• You must register by 15 December 2023 in order to chair an online poster session at AGU23 in January 2024.
• Register by the early bird deadline of 2 November to take advantage of the early bird rate.

Register

2. GET READY TO MODERATE

• Reach out to the presenting authors in your session. Session chairs will be provided with an updated report of presenters via the User Portal.
• Session chairs play an important role in making sure that session attendees feel safe, welcomed, and included.
• Review how the session will run and identify a general discussion topic based on the session.
• The online poster session format provides an opportunity to highlight larger science questions or explore future needs and challenges.

3. CHAIR TRAINING

 Whether this is your first time chairing an AGU session or you are an experienced session chair, you are encouraged to view the recorded chair training or view the detailed session chair tips prior to the start of the meeting.

• 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.
  
  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) 
  
  
• Please download and view the detailed session chair tips for facilitating the best session. 

• Vimeo Training

  • Platform Exploration: Familiarize yourself with the Vimeo Venue Platform by visiting the AGU23 sandbox space before your session. This will allow you to test connections and get a feel for the controls and options available prior to the date of scheduled online session. If you haven't already, please create a FREE Vimeo account or log in using your existing account at Vimeo Join Page.  *Please note, you do not need to join or subscribe to Vimeo after creating a FREE account.
  • Training Dates: To further enhance your familiarity with the platform, we STRONGLY encourage presenters and chairs to participate in a training session. Training will be held for presenters and chairs between 4:00 AM – 12:00 PM EST on 20 January and 10:00 AM – 6:00 PM EST on 21 January. Log in to the AGU23 sandbox space at any time to ask questions or explore the platform with technical support. We strongly encourage presenters and chairs to attend a training session as there will not be technical support within each session.

4. 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

5. CHECK YOUR TECH

• Online poster sessions will use the Vimeo online platform. If you haven't already, please create a FREE Vimeo account or log in using your existing account at Vimeo Join Page. *Please note, you do not need to join or subscribe to Vimeo after creating a FREE account.
• By Sunday, 21 January, you must also register for access to your assigned venue. All chairs were sent an email on 16 January that provided their Vimeo venue assignment and links to register as a chair within their venue. You will also use this venue registration link to join on the day of your session.
• Visit the AGU23 Vimeo sandbox to:
  • Test your camera and microphone settings within the Vimeo platform to ensure seamless functionality during your presentation.
  • Presenters will need to access their iPoster via the poster gallery in the AGU23 online meeting platform and test how to share their screen (present to stage) within Vimeo. Presenters will share their screen to present their iPoster during the live session. Slides are not required or accepted.
  • Technical support will be available in the Vimeo venue lobby during live sessions, but a technician will not be placed within each Vimeo space/breakout room where individual sessions will occur.
  • Please note, attendees or presenters accessing Vimeo in China, will need to establish a VPN connection.
    
    

LEARN MORE ABOUT IPOSTER

6. LOG IN TO YOUR SESSION EARLY

• All AGU23 Continuing the Journey events will be hosted in Pacific Standard Time (PST), which is 3 hours behind Eastern Standard Time (New York). Please note, the Vimeo agenda will default to the attendees local time zone.
  • Join your session 30 minutes in advance using the appropriate Vimeo venue link.
    • You can find your session's venue assignment and venue registration/join link within the instructional email sent to chairs on 16 January.
    • Meeting attendees who are not presenting can access the session via the AGU23 online meeting platform.

7. CHAIR YOUR SESSION

• Within the Vimeo venue, use the hamburger icon in the bottom left corner to navigate to your session.
• Sessions will begin with quick online poster overviews from each presenter followed by group discussion with the online audience. Presenters will share their screen during their presentation.
• Session chairs will introduce presenters and moderate the Q&A.
• 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].