Who is a Convener: Individuals responsible for the overall organization of a Joint Assembly session. Responsibilities include proposing a Joint Assembly session, soliciting abstract submissions for the session, reviewing abstracts submitted to the session, and scheduling abstracts within the session.

Who is a Chair: Individuals who are physically present during the session at Joint Assembly. Session Chair responsibilities include speaker introductions, facilitating questions and answers between the audience and speakers, keeping time for each speaker, and encouraging discussion. Conveners must identify two Chairs for each oral session and one Chair for each poster session. The Primary Convener or Co-Conveners may serve as chairs.

For Session Conveners

Timeline
7 January: Information for all Invited Authors must be entered in the abstract management system
19 January: Abstract Submission and Town Hall Deadline
26 January: Abstract scheduling begins
30 January: Abstract scheduling deadline
23 February: Scientific program is published and acceptance letters are distributed via email

From Abstract Opening through the Abstract Deadline

Invited Author Guidelines
Session conveners may designate the Invited Author status for up to four (4) individuals during the abstract scheduling process in late January. Conveners will have access to the online scheduling software with the option to assign the Invited Author status after the submission deadline closes.

Conveners should personally invite up to four (4) individuals to submit an abstract by Wednesday, 14 January 2015. Individuals who do not submit an abstract by this deadline will not be eligible to receive the Invited Author status.

 Invited Authors are NOT guaranteed an oral presentation.

  • A person may not be invited to submit an abstract to more than two (2) sessions.
  • Conveners may NOT be an Invited Author or Presenter on an abstract submitted to a session which they are convening.
  • Invited Authors do NOT receive discounted abstract fees, registration fees, or travel reimbursement.

From the Abstract Deadline through Abstract Scheduling

Key Deadlines and Dates
26 January: Abstract scheduling begins
30 January: Abstract scheduling deadline
23 February: Scientific program is published and acceptance letters are emailed

Guidelines for Scheduling Sessions

  • Conveners will receive scheduling access to the abstract management system on 26-30 January. Scheduling must be completed within this time period.
  • Conveners are responsible for reviewing all abstracts submitted to their session(s). Conveners do not have the authority to reject an abstract. If an abstract is not appropriate for the session, the convener may return the abstract to the appropriate Program Committee member, or recommend rejection of the abstract to the Program Committee. View detailed information regarding policies.
  • Session conveners can only propose a session outline for approval by the Program Committee. The Program Committee has the final approval for scheduling all abstracts and sessions for the meeting. This includes the day, type of session, and papers within the session.
  • An abstract can be scheduled in only one session.
  • The Program Committee representative will provide conveners with a tentative number of oral and/or poster sessions that can be scheduled. Note that the type and number of sessions will be finalized at the Program Committee Meeting in early February 2015.
  • Session conveners must not provide information to authors regarding session schedules. Please do not relay or guarantee information to authors about sessions regarding type of presentation, duration, date, or other scheduling-related matters. These decisions will be approved and finalized by the Program Committee in early February, and letters of notification will be distributed to abstract submitters on 23 February.
  • The Program Committee has the final authority to make adjustments to all proposed schedules in order to ensure the success of the meeting. Adjustments may include:
    • Moving papers to alternative sessions to avoid conflicts.
    • Changing the duration of presentations.
    • Changing the type of session.
    • Rejecting inappropriate papers.
    • Once sessions are scheduled by the Program Committee, they CANNOT be moved or changed.

 Scheduling Check List

  • Review all abstracts submitted to your session for relevance within your session.
  • Each abstract should be scheduled in a session allocated to you by the Program Committee.
  • Abstracts within oral sessions should be given a duration and ordered based on presentation. Abstracts within poster sessions should be ordered as you would like them to appear in the poster hall.
  • Assign chairs for each session.
  • Oral sessions must have a minimum of two chairs. Poster sessions must have at least one chair.