Register for the meeting so you can access the virtual platform (all attendees including speakers, presenters, exhibitors, and press must be registered). If you need assistance with registration please contact [email protected]
Test your login. Login to the AAS site with the same user name and password as used for registration. Make note of your user name and password. You will need it to access the virtual meeting.
A week prior to the meeting, each registrant will receive an email with a unique URL to connect to the Virtual Meeting. Watch for this email, and check your spam filter.
Note: If you are also an Exhibit Booth Rep, you will receive a separate email with different login credentials when you are scheduled to work at your exhibit.
Check your internet connection, sound and camera settings on your computer. As an attendee you will have an opportunity to interact face to face with our exhibitors and other attendees, if you wish. Therefore, we suggest to check your computer audio and video settings before joining. Learn how here.
Watch zoom training videos indicated in the resource gallery below to become familiar with the platform. Please note that you DO NOT NEED TO INSTALL the Zoom application on your device in order to participate. You will have the option to view all Zoom webinars and meetings from your browser (Chrome is suggested).
We invite all presenters to use the AAS approved virtual backgrounds when you are on camera. You are also welcome to use your own virtual backgrounds.
During the meeting (1-3 June):
How do I attend an oral session?
After signing into the virtual meeting, attendees will enter the virtual lobby. Upon entering the lobby, attendees will be prompted to click "Scientific Oral Sessions" or select the tab "oral sessions" at the top of the screen. From there, you will enter the auditorium and click the "view schedule" button to join live or on demand presentations.
When viewing the schedule of the day, a session is available when the"join" button appears.
Approximately 5 minutes before the start of each session the "join" button will appear allowing individuals to come in, prepare to listen, learn and engage in science.
How do I network during the virtual meeting?
Attendees will have an opportunity to network via the virtual lounge and the multiple chat rooms available.
How do I view an iPoster?
Attendees will access the iPosters via the Gallery through a web browser and the AAS Virtual Environment. iPoster Authors can communicate with presenters using the built-in chat feature. Many authors will pre-record a narration of their iPoster, so make sure you look for and LISTEN to those iPosters.
The iPoster gallery will be made available the week of 26 - 29 May, 2020. Check back for more information!
How do I visit an Exhibitor?
The Interactive Exhibit Hall will be open daily 9:00 AM - 6:30 PM EDT during the virtual meeting!
More to come regarding specifics on accessing the exhibit hall!
After the meeting (after 3 June):
What information will be available to me post meeting?
Meeting attendees will have full access to the recorded sessions after the session has concluded. Following the meeting, the AAS will offer other options to non-registrants. More information on other opportunities to access the videos is to come!
How do I access the post-meeting information?
More information on other opportunities to access the videos is to come!
I am a virtual meeting attendee and will also participate as a:
Check your email for instructions on logging into the iPoster portal to begin putting together your iposter.
DEADLINE TO SUBMIT YOUR IPOSTER: MAY 25TH
We recommend that you use the Narrate feature when authoring your iPoster. This will allow attendees looking through the Gallery to view your iPoster as if you were right there with them explaining the highlights.
During your assigned iPoster Plus Oral Session, you will present using "screen share", so it is important that you practice your presentation on the laptop or computer you plan to use on the date and time of your scheduled session.
Presenters will receive a customized email invitation with a unique Zoom URL for that presenter only.
This URL will access the assigned session as the role of a presenter.
Do not share this URL as it will not work for anyone else and will expire once your session is over.
More details and instructions will be explained in the Speaker Prep webinars (see schedule below).
In addition to your scheduled iPoster Plus time, you can schedule Chat sessions at your convenience and invite a group of people to attend it.
More details and instructions will be explained in the iPoster Presenter Training webinars.
Training Webinar for iPoster Presenters
Watch the video below as we take you through the whole process of creating and presenting an iPoster for the virtual meeting and answer any questions you might have.
If you have not confirmed your participation as session chair, please contact our Science Program Administrator, Sherrie Brown.
Check the Block Schedule and make a note of your session date and time (time zone: EDT)
Ensure you've received a "panelist" email with the private access link for your session. If you have not received the panelist email, please contact our Senior Meetings Manager, Rita Braxton
Session Chair Information
Regular contributed oral talks are 10 minutes.
(5 minutes for talk + 3 minutes for questions and answers + 2 for changeover)
Dissertation contributed oral talks are 20 minutes
(15 minutes for talk + 3 minutes for questions and answers + 2 for changeover)
Special Session talks vary in length.
As the Chair and Session Organizer, you will control the length of each presentation.
Invited talks are 50 minutes.
(40 minutes + 10 minutes for questions and answers)
The Responsibilities of Session Chairs
Session Chairs are responsible for the implementation of the rules governing the oral presentations established by the AAS Board of Trustees and the success, defined broadly, of the session they are chairing. Along with the fair application of the time limits for presentations and questions, session chairs must be familiar enough with the audiovisual equipment and support resources to assist individual presenters. Staff or volunteers will be provided in each Zoom webinar to assist session chairs with getting assistance or solving minor problems, yet the session chair must also familiarize themselves with the tools being used before their session begins to ensure success. It is recommended that session chairs attend a Speaker Prep Webinar (schedule below) to get acquainted with the system.
Additionally, session chairs are responsible for ensuring a professional atmosphere in each session, consistent with the AAS professional ethics guidelines and anti-harassment policies. Using the webinar format, session chairs will receive chat messages from the presenters and tech support, please keep on eye on the chat box to resolve any issues that arise. They will also monitor the Q&A from the audience and determine the best questions to ask the presenters.
Session chairs should especially be wary of harassment of early-career speakers in the form of overly challenging or humiliating questioning by session attendees. If a question is inappropriate or unprofessional, it is appropriate for the session chair to intervene or take another question.
Finally, Session chairs are expected to attend a practice session 15 minutes before their session starts, where they will have a chance to see the technology used in the sessions, to meet the tech staff, and to discuss how to handle situations that may arise. A brief summary of key points is given here.
SESSION CHAIR GUIDELINES
Keep the program on schedule to facilitate the parallel sessions, and
Help coax the discussion of papers with a question of your own, should none come from the audience.
Talks are not to be rearranged nor are presentations to be added unless approved by the AAS Office. Be sure to check the online program or mobile app for any withdrawn presentations.
Plan to attend one of the following Speaker Prep webinars (recommended for session chairs):
The Exhibit Hall will open for all meeting attendees from Monday, June 1 at 9:00am EDT through Wednesday, June 3 at 6:30 pm EDT. You should have at least one booth rep watching the chat room throughout the meeting day 10:00am-6:30pm EDT.