HEAD 19 Meeting
We will strictly adhere to the following deadlines:
13 Dec: Regular Abstract deadline, 11:59 pm ET — Abstracts received after this deadline will not be considered. There are NO exceptions to this rule.
20 Dec: Late abstracts open, 8:00 am ET
4 Jan: Late abstract deadline, 12:00 pm ET
Rules & Regulations
- Any member or affiliate of the AAS may submit an abstract.
- The abstract must be submitted through the online system.
- A nonmember may submit an abstract.
- Pending members of the AAS/DPS may submit an abstract. Please contact the Membership Department to submit your membership applications.
- Submission of an abstract indicates all authors agree to adhere to AAS/DPS meeting policies and code of conduct
- Presenters must be listed as the first author on the paper.
- Presenting/first author must register for the meeting.
- Presenting/first author must be the presenter at the meeting.
- On rare occasions, AAS/HEAD will consider exceptions to this rule in the case of a major illness or other emergencies. The first author should e-mail the Science Organizing Committee in advance of the presentation, explaining the situation and suggesting a backup presenter.
- Any AAS member may submit an abstract. You can verify your membership status in the Member Directory.
- Suspended/Inactive members must reinstate their membership.
- Suspended/Inactive affiliates must reinstate their membership.
- Undergraduate nonmembers must submit an abstract as a nonmember and are subject to the usual rules governing the presentation of abstracts by nonmembers.
- Society of Physics Student Affiliates are considered nonmembers for abstract submission and may register at the Undergraduate Student Member rate.
Abstracts Per Meeting
You may submit the following Regular abstracts per meeting:
One (1) free Oral Research Contributed abstract or poster
There are no limitation to Poster submissions (1st one is free )
Additional abstracts beyond 1 will be $45.00 per additional submitted abstract.
In addition, you may be invited to give an oral presentation in one of the following types of sessions:
Plenary Session (prize or invited talk) or Special Session, invited abstracts will not count against your 1st free research contributed entry.
If you have not submitted any Regular abstracts of any type listed above, you may submit one Late-breaking Poster abstract.
There is no limit to the number of abstracts that you may co-author. NOTE: The abstract body text can be a maximum of 2,250 characters (which includes letters, numbers, punctuation, and symbols/special characters).
Types of Presentations
- Prize Lectures
- Oral Invited Lectures
- Oral Presentations
Regular oral presentations, as well as dissertation oral presentations, are generally arranged by topic.
iPosters allow far more time and flexibility than the corresponding oral presentations. iPosters are arranged by topic and are created online using easy-to-use, web-based templates. Your iPoster will be displayed in the iPoster Gallery and will be downloadable to smartphones, tablets, and desktop computers during the meeting and for at least one year after it concludes. You can add as much text, media content, and recorded narration as you need to present your research with all the detail it deserves. iPoster presenters will be scheduled in a session and there will also be Slack Chat available for additional discussions.
Types of Discussion Sessions
All presenters are expected to participate in the asynchronous discussion via slack.
Abstracts must be submitted through the presenting author's AAS record. Co-authors are not eligible to substitute as the presenting author. The presenting author will be notified once the schedule has been determined.
Abstract Login Instructions
To submit an abstract, you must first log into the system using your AAS Login.
- If you are a member of the AAS you should already have a login.
- If you are not a member of the AAS you may create an AAS Login if you do not already have one.
Abstract Form Details
The form contains instructions on the various steps required to complete a submission.
- The abstract must be complete and submitted by the deadline, 11:59 pm EDT, 13 December 2021.
- The abstract body text can be a maximum of 2,250 characters (which includes letters, numbers, punctuation, and symbols/special characters).
- To enter co-authors, you must have the following: full first and last name, e-mail address, and affiliation.
- You can continue to make changes to your abstract before the deadline. To edit an abstract, sign back in and find the abstract you submitted and make changes. Please remember to resubmit once you have made changes.
To switch the presenting author to a co-author you must submit a new abstract by logging in as the new presenting author.
Categories are used as a guide for the Scientific Organizing Committee to build coherent sessions. The final session assignments and session titles are at the discretion of the Committee.
Research Contributed Presentations
- Galaxy Clusters/Large Scale Structures
- Mission and Instruments
- Multi-messenger Astrophysics
- Stellar/Compact Objects
- Time-domain Astrophysics
Presentation Guidelines & Tips
With the iPoster system, you will be able to create an interactive presentation that includes high-resolution images, high-definition videos, narration, interviews, viewer surveys, and more.
- iPosters are created online using easy-to-use, web-based templates.
- Your iPoster will be displayed in the iPoster Gallery and will be downloadable to smartphones, tablets, and desktop computers during the meeting and for at least six months after the meeting concludes.
- All presentations are required to be available for thirty (30) days, if you would like to remove your content after that please contact us for assistance.
- You can add as much text, media content and narration as you need to present your research with all the detail it deserves.
- iPoster presenters will be scheduled in a session and are encouraged to participate in scheduled Slack Chats.
- Viewers can reach out to you via the "Contact Author" button at the bottom of your poster.
- Include narration so attendees can listen to your presentation (while they scroll through your iPoster) even when you're not there.
- After your abstract is scheduled, you will receive a username and password to login and author your iPoster
To avoid too many oral sessions running simultaneously, the number of oral presentation time slots is limited. Oral presentations can be changed to posters if there are no remaining slots. All authors whose abstracts are changed will be notified.
- Five minutes are allowed for the normal oral presentation and three minutes for open discussion.
- When preparing your presentation, we suggest a maximum of three slides for a five-minute talk. Slides should be uncluttered and easy to read.
- Practice a few times so the presentation fits comfortably into the five-minute slot.
- Read the AV instructions.
Publication of Abstracts
- Online Program of Abstracts — Available during the meeting; includes full abstract text.
- Astrophysics Data System (ADS) — Abstracts are sent to ADS and typically published shortly before the meeting.
Edits to Abstracts
- If you have a problem with the scheduling of your presentation, please email the abstract help desk. We will try to accommodate your request if possible.
- We understand that edits sometimes need to be made to abstracts after they are submitted. We try hard to accommodate edits and changes as we lead up to the conference, but due to certain deadlines we will be unable to edit abstracts within two weeks of the meeting start date/.