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| GENERAL GUIDELINES
FOR ESC CONVENERS |
1. Finalising the Scientific Programme
Provide the LOC with an estimate of the time in days you expect
your session to last.
Provide the LOC with the reference numbers of the sessions, which
you do not wish to overlap with the one you are convening, to avoid conflicts
of subject/speakers/chairpersons.
The LOC is assuming that the first convener is the contact
convener, and therefore the LOC will liase with them regarding the session. If
you are a first convener and would like one of the co-conveners to act as a
point of contact, please inform the co-convener and provide the LOC with
contact details immediately.
If you are the first convener, please provide the LOC with the
general contact information (points 1-11 above) regarding your co-conveners or
make sure they have forwarded the information to the LOC.
If any of the contact information changes before the General
Assembly, you must inform the LOC immediately.
2. Advertising the Scientific Programme
You should advertise your session by contacting possible interested
colleagues as soon as you are sent the Second Circular by the LOC.
You should provide people who are interested in contributing to the
session the abstract and paper format requirements in case they have not
received the Second Circular.
You can have one or two invited talk(s) per session. The invited
talk does not imply any financial assistance either from ESC or LOC.
2.1. Promoting your session
As a session convener, you must solicit abstract submission for
your session. Therefore, you are to promote it to all interested parties,
including students, through newsletters, links from related web site,
word-of-mouth, etc.
The number of abstracts submitted will determine the distribution
of oral and poster papers for your session (except for the poster-only SC Open
sessions). Each convener will make the final decision about the acceptance of
oral and poster presentations. They may suggest a different session for the
paper
2.2. Invited Authors
You may want to invite key authors to submit abstracts to your
session. Invited status must be reserved for individuals who will add an
extraordinary element to a session.
You may also want to consider recognizing outstanding students by
inviting them to submit an abstract to your session. As a guideline, each
session should have no more than 2 invited authors. Consult with the LOC if you
need additional guidance. Please note that invited authors must pay the
registration fee.
2.3. Abstract & Short Paper Submission
The abstracts must be submitted to the ESC General Assembly LOC and
to the main convener of the session no later than the deadline established by
the LOC.
Sending a copy to the co-convenors of the session is strongly
recommended and will be appreciated.
The first (or contact) convener should collect the copies from the co-conveners
and to cross-check that he/she has collected all the abstracts submitted to the
session.
The same procedure should be followed for the short papers
collection.
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