Guidelines for chairpersons and moderators
Conveners and co-conveners will be requested to chair and moderate all parts of their session (oral or poster session; asynchronous discussion channel on Slack) or nominate in advance one or more chairpersons to take responsibility for the session. In addition, meeting participants may be nominated by the appropriate convener(s) or asked by the meeting organisers to act as chairperson of a particular session component.
Below is a brief description of the duties of the chairpersons. Please also see the EPSC Code of Conduct.
Due to author copyright privileges, it is prohibited to share any scientific material, (including forwarding the presentation file, taking photos/screenshots and/or copying electronically), when a presenter has marked their oral or poster presentation as "private" (through inclusion of the 'no sharing' icon). Conveners/chairpersons/moderators should reinforce this message at the top of discussions in the Slack channel for their session, as well as at the beginning of their oral session by showing the "Housekeeping" slide (this will be circulated prior to the meeting).
Copernicus staff (firstname.lastname@example.org) will be available throughout the duration of the congress to provide support to the conveners/chairpersons and speakers in setting up and managing the oral/poster sessions. They will assist with any technical problems, should they arise.
Asynchronous discussions on Slack are handled by Europlanet Society which you can contact at email@example.com in case of any questions regarding Slack.
Conducting the session
The weeks before the conference and last-minute duties
Please monitor your session through the session modification tool up to the scheduled presentation time.
If you have any modifications in your session programme after uploading the final meeting programme, please forward this information directly to the conference organizer (firstname.lastname@example.org).
We kindly ask authors to withdraw abstracts as early as possible when they realize they will not be able to submit their presentation. If no presentation is delivered at the conference and the conveners are not informed of any special circumstances, the abstract will be withdrawn from the online programme..
Session modification: Log in to your session dashboard. Here, you can edit your chairpersons (using the tool SOIII – Presentation selection), add public information that conference participants will see in the online programme, and find the mailing list of your session authors if there is any final information you would like to provide.
Contact your authors and chairpersons by email to remind them about the session and any other planned events that might be relevant to your session. Please check the Keynote Lectures, Guests Interviews, Community Events and other parts of the programme for content that you think might be of interest to participants in your session.
Withdrawn abstracts: Take a look at your programme online to see whether you have any abstracts marked as withdrawn.
During the conference
Asynchronous discussion on Slack
Conveners and/or their nominated chairpersons and moderators are asked to frequently check the asynchronous discussion forum on Slack. The Slack channels allow for interaction across multiple time zones and are accessible to registered participants throughout the meeting. The asynchronous discussions last for the full duration of the conference from 18 to 23 September 2022. Conveners/chairpersons are requested to act as moderators for the asynchronous discussion related to their session. Moderators should encourage discussions by posting initial "welcome" comments and inviting questions. Please be proactive in promoting discussion throughout the meeting.
Participants will be able to report any inappropriate content or behaviour they observe to the conference organizer, using the built-in reporting system. Where action is required by the convener/chairperson of the relevant session, they will be notified of the issue by the conference organizer and requested to take steps.
Synchronous live sessions (orals/poster)
The oral and poster blocks will be scheduled during from 19 to 23 September 2022. Scientific sessions may be assigned more than one oral block depending on the number of submitted abstracts with oral preference. Scientific sessions will be run in parallel.
The chairperson is responsible for conducting the oral and poster sessions. The chairpersons should open and close the oral session on time. They should ensure that the speakers of the session are present and that they are able to give their presentations without disruption. The sessions should contain sufficient time for Q&A discussions, which can then be continued asynchronously on Slack. Chairpersons are expected to ensure that discussion in the session is diverse and representative of the full range of research submitted for their session, as well as considerate of the gender, nationality and career ages of the contributing authors and community attending. We encourage chairpersons to give preference to early-career and female researchers when opening the room for questions. While constructive criticism of presentations is welcome, chairpersons should ensure than the discussion time is not monopolised by a single individual and the chairperson should not tolerate bullying or patronizing behaviour – early career researchers may be presenting for the first time, and every participant deserves to be treated fairly and with respect. Any poor behaviour can be closed down by courteously asking the individual to make their point and reminding them of the EPSC2022 code of conduct.
Conveners/chairpersons are requested to start the session by showing a "Housekeeping" slide with a reminder of the EPSC Code of Conduct and other important information for participants.