• 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.
• Join Slack and review the Slack Tutorial:  https://slack.com/help/articles/360059976673-Slack-video-tutorials

By 6 January you will receive a private invite to the Slack workspace:  237th Meeting of the AAS on Slack

• 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.
• Familiarize yourself with the Block Schedule or the Program Planner.
• 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).
• Learn How to Get the Most of Online Events and Conferences to maximize your participation, and educate yourself about online meeting participation etiquette.

The 237th meeting will utilize Zoom Meetings and Webinars.

Here is an Attendee Overview from AAS 236 to further show the user experience: AAS236 Attendee Overview

Please review the Zoom Learning Resources below to help familiarize yourself with the platform:

• Joining a Zoom
• Using Zoom in my browser only
• How do Zoom Webinars Work?
• How do Zoom Meetings Work?
• What is the Difference between Zoom Webinars and Zoom Meetings?
• How to Change My Zoom Virtual Background?
  • 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.

How do I access the virtual meeting?

Here is a video from AAS 236 to show the user login experience: AAS236 Attendee Login

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 "Auditorium" or select the tab "Auditorium" at the top of the screen. From there, you will enter the auditorium and with your mouse, click the black screen that says "click here to join sessions" in order to access the list of sessions for a specific day.

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 Slack throughout the virtual meeting.

Access to Slack will be available in the virtual lounge. Upon entering Slack, there will be multiple channels available for chat.

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 designated Slack Channel. 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 4-8 January, 2021.

The all new, iPoster Turbo Talks will also be made available the week of 4-8 January, 2021.

Check back for more information!

How do I visit an Exhibitor?

The Interactive Exhibit Hall will be open daily 11:00 AM - 6:30 PM ET during the virtual meeting!

More to come regarding specifics on accessing the exhibit hall!

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! 

How do I give my talk?

You should have received several emails with an invitation to a Zoom link for the day and time of your oral talk. Locate this email and click on the link 15 minutes prior to the start of your talk so you can rehearse to make sure your computer settings work properly. 

Check the Block Schedule and make a note of your session date and time (time zone: ET, Eastern Time)

Practice your presentation in a quiet, comfortable well lit area.

All oral presentations will be through "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.

Plan to attend one of the following Speaker Prep webinars (recordings of these sessions will be posted here):

 (Time zone indicated: ET, Eastern Time)

Check your email for instructions on logging into the iPoster portal to begin putting together your iposter.

Introducing iPoster Turbo Talks!

As an added bonus to iposters, authors are invited to submit an iPoster Turbo Talk!

Turbo Talks are optional and intended to be a 2-minute overview of your poster to allow for greater exposure and engagement with the AAS audience. iPoster Turbo Talks are NOT required. Turbo Talks are asynchronous and will be made available for viewing ahead of the meeting. To submit your Turbo Talk, you are not required to have your iPoster completed. If you are interested in participating in Turbo Talks, you should submit your video here: https://warpspeedtech.com/aas237/

DEADLINE TO SUBMIT YOUR IPOSTER TURBO TALK:  DECEMEBER 14TH 

DEADLINE TO SUBMIT YOUR IPOSTER: DECEMBER 31ST

BE ADVISED: Once your poster is published, it will be visible in the iPoster gallery and in the online program planner.

We recommend that you use the Narrate feature when authoring your iPoster. This will allow attendees to view your iPoster as if you were right there with them explaining the highlights.

Practice your presentation in a quiet, comfortable well lit area before making your recording.

Check the Block Schedule and make a note of your session date and time (time zone: EDT, Eastern Time)

• During your assigned iPoster Session, you will use the built-in Chat feature to answer any inquiries from attendees viewing your iPoster
• The Chat is text only
• In addition to your scheduled iPoster 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 Author Training webinars.

View iPosterSessions Tutorials

For an overview of editing the Templates and a look at how your iPoster will be displayed at your meeting, check out our Tutorials. If you have questions about creating your iPoster, you’ll find answers to most of them by visiting our Quick Guide and FAQ. If you'd like to see what your AAS colleagues have done at previous meetings (and how your iPoster will be displayed) take a look at the Gallery Screen from AAS 236.

Upcoming iPoster / iPoster-Plus Author Trainings via Zoom

iPoster / iPoster-Plus Author Training #1
View the recording: iPoster Training 16 Dec 2020

iPoster / iPoster-Plus Author Training #2
View the recording: iPoster Training - 21 Dec 2020
 

iPoster / iPoster-Plus Author Training #3
View the recording: iPoster Training - 28 Dec 2020

How do I give my talk?

You should have received several emails with an invitation to a Zoom link for the day and time of your oral talk. Locate this email and click on the link 15 minutes prior to the start of your talk so you can rehearse to make sure your computer settings work properly. 

Check your email for instructions on logging into the iPoster portal to begin putting together your iposter.

DEADLINE TO SUBMIT YOUR IPOSTER: December 31ST

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.

View iPosterSessions Tutorials

For an overview of editing the Templates and a look at how your iPoster will be displayed at your meeting, check out our Tutorials. If you have questions about creating your iPoster, you’ll find answers to most of them by visiting our Quick Guide and FAQ. If you'd like to see what your AAS colleagues have done at previous meetings (and how your iPoster will be displayed) take a look at the Gallery Screen from AAS 236.

Upcoming iPoster / iPoster-Plus Author Trainings via Zoom

iPoster / iPoster-Plus Author Training #1
View the recording: iPoster Training - 16 Dec 2020

iPoster / iPoster-Plus Author Training #2
View the recording: iPoster Training - 21 Dec 2020
 

iPoster / iPoster-Plus Author Training #3
View the recording: iPoster Training - 28 Dec 2020

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. All communication will take place in Slack. Each session has a slack channel. Session chairs will monitor the Q&A from the audience in Slack and determine the best questions to ask the presenters. Questions may be addressed directly to the presenter using the @FirstNameLastName or to the session chair directly using @FirstNameLastName while in the slack channel.

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

1. Keep the program on schedule to facilitate the parallel sessions, and
2. Help coax the discussion of papers with a question of your own, should none come from the audience.
3. 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 (recordings of these sessions will be posted here):

 (Time zone indicated: ET, Eastern Time)

The Exhibit Hall will open for all meeting attendees from Sunday, January 10 at 11:00am EST through Friday, January 15 at 6:30 pm EST. You should have at least one booth rep watching the chat room throughout the meeting day 12:00pm-6:30pm EDT.

Download Booth Rep Chat Cheat Sheet

Exhibitor FAQ

The following times are designated for attendees to visit the exhibitors, so plan on having a fully staffed booth. All times are EASTERN STANDARD TIMEZONE

• Sunday
  • 11:00am-3:00pm
• Monday
  • 2:40pm-3:10pm
  • 4:10pm-5:40pm
• Tuesday
  • 2:40pm-3:10pm
  • 4:10pm-5:40pm
• Wednesday
  • 2:40pm-3:10pm
  • 4:10pm-5:40pm
• Thursday
  • 2:40pm-3:10pm
  • 4:10pm-5:40pm
• Friday
  • 2:40pm-3:10pm
  • 4:10pm-5:40pm

The booth contents will be available for 30 days following the meeting to meeting attendees.

Exhibitor Booth Reps will receive a unique login link with a username and password. This provides you the ability to communicate with meeting attendees visiting your booth.

If you are also registered to attend the full meeting, you will need to login separately using that role's credentials.

Training sessions for exhibitors are as follows:

Visit the Exhibitor FAQ page for the most up-to-date details

Visit the press information page for the most up-to-date details: https://aas.org/meetings/aas237/press