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Summer Meeting Session Proposal Information and Deadlines

Please consider the following deadlines when proposing a session for the 234th meeting in St. Louis, Missouri.

Table of Contents:

General Guidelines

Current missions and facilities should request Special Sessions or a Meeting-in-a-Meeting to present results.

Town Halls are intended for federal agencies and national observatories to present policy information and to solicit feedback from their user communities.

Future missions and facilities can utilize exhibits, Workshops, Splinter Meetings, or websites to provide information to the community.

Special Sessions

Date Description
20 December Special Session Proposal Deadline
Deadlines for Accepted Proposals
7 February Final Session Descriptions and Titles Due
Sessions titles and descriptions are posted in the online general schedule and published in the Meeting Program. If your proposal text needs to be updated to be publication-ready, do so by this date.
7 February Speaker List Deadline
Please submit your full and confirmed speaker list by this date, including all speaker affiliations. Once the speaker lists are received, we will send each speaker a link for abstract submission.
27 February Special Session Speaker Abstract Deadline
Speakers in Special Sessions will submit their abstract by this date.
7 March Session Building Deadline
Session organizers will receive a Session Building link allowing you to organize speakers and accept or decline contributed abstracts. Session Building must be complete by this date, at 12 noon ET.
17 April A/V Equipment Request Deadline
If your speakers require any additional A/V equipment than what is provided, please send that request to us by this date.

Special Session Reminders:

  • Please note: The AAS VP Planning Committee strongly suggests submitting proposals that are nearly final, in regards to the confirmed speaker list and session description. Also, the Committee looks for the session to be representative of the diversity of those working in astronomy.
  • We will contact session organizers regarding your proposal status (accepted or declined) within a month after the deadline.
  • Session speakers will be sent a link to submit an abstract to the special session. This link will allow the abstract to be directly submitted to the special session. Please do not instruct speakers to submit their special session abstracts through the general contributed abstract submission site.
  • Session organizers will receive the Session Building link a few days before the Session Building deadline, so please be prepared to complete this process within the few days that are allocated.
  • Each session will have the standard A/V equipment: LCD Projector, Screen, Laptop (dual operating systems), Microphone, and Podium. Please see AAS Speaker Ready and Audio Visual Information for more details.

Meeting-in-a-Meeting

Date Description
20 December Meeting-in-a-Meeting Proposals Deadline
Deadlines for Accepted Proposals
7 February Final Session Descriptions and Titles Due
Sessions titles and descriptions are posted in the online general schedule and published in the Meeting Program. If your proposal text needs to be updated to be publication-ready, do so by this date.
7 February Speaker List Deadline
Please submit your full and confirmed speaker list by this date, including all speaker affiliations. Once the speaker lists are received, we will send each speaker a link for abstract submission.
27 February Meeting-in-a-Meeting Speaker Abstract Deadline
Speakers in Special Sessions will submit their abstract by this date.
7 March Session Building Deadline
Session organizers will receive a Session Building link allowing you to organize speakers and accept or decline contributed abstracts. Session Building must be complete by this date, at 12 noon ET.
17 April A/V Equipment Request Deadline
If your speakers require any additional A/V equipment than what is provided, please send that request to us by this date.

Meeting-in-a-Meeting Reminders:

  • Please note: The AAS VP Planning Committee strongly suggests submitting proposals that are nearly final, in regards to the confirmed speaker list and session description. Also, the Committee looks for the session to be representative of the diversity of those working in astronomy.
  • Meeting-in-a-Meeting organizers can propose 2-7 sessions of a related nature, that are 90 minutes each. Please indicate the number of sessions requested in your proposal.
  • We will contact session organizers regarding your proposal status (accepted or declined) within a month after the deadline.
  • Session speakers will be sent a link to submit an abstract to the meeting-in-a-meeting. This link will allow the abstract to be directly submitted to the special session. Please do not instruct speakers to submit their meeting-in-a-meeting abstracts through the general contributed abstract submission site.
  • Session organizers will receive Session Building links a few days before the Session Building deadline, so please be prepared to complete this process within the few days that are allocated. Each session of your meeting-in-a-meeting will have its own Session Building Link, so please access all links that are sent to you.
  • Each session will have the standard A/V equipment: LCD Projector, Screen, Laptop (dual operating systems), Microphone, and Podium. Please see AAS Speaker Ready and Audio Visual Information for more details.

Town Halls

Date Description
December 20 Town Hall Proposals Deadline
Deadlines for Accepted Proposals
7 February Final Session Descriptions and Titles Due
Sessions titles and descriptions are posted in the online general schedule and published in the Meeting Program. If your proposal text needs to be updated to be publication-ready, do so by this date.
17 April A/V Equipment Request Deadline
If your speakers require any additional A/V equipment than what is provided, please send that request to us by this date.

Town Hall Reminders:

  • Town Halls are intended for federal agencies and national observatories to present policy information and to solicit feedback from their user communities.
  • Current missions and facilities should request special sessions to present results. Future missions and facilities can utilize exhibits, workshops, splinter meetings, or websites to provide information to the community.
  • We will contact session organizers regarding your proposal status (accepted or declined) within a month after the deadline.
  • Town Hall organizers will automatically be assigned as their Session Chairs unless we are advised otherwise.
  • Each Town Hall will have the standard A/V equipment: LCD Projector, Screen, Laptop (dual operating systems), Microphone, and Podium. Please see Standard Speaker Ready and Audio Visual Information for more details.

Workshops

Workshops are typically educational in content. Workshops require registration, and will appear on the AAS Registration form for a minimum registration fee of $35. Please send questions to meetings@aas.org.

Date Description
20 December Workshop Proposals Due
Deadlines for Accepted Proposals
7 February Final Workshop Descriptions and Titles Due
Sessions titles and descriptions are posted in the online general schedule. If your proposal text needs to be updated to be web publication-ready, do so by this date.
17 April


Catering Order Deadline

17 April A/V Equipment Request Deadline
If you require any A/V equipment please send that request to us by this date.

Workshop Reminders:

  • We will contact session organizers regarding your proposal status (accepted or declined) within a month after the deadline.
  • All Workshop organizers, moderators, and attendees must be registered to attend the AAS conference at which the workshop is occurring.
  • Workshop organizers must be full members of the AAS at the time of the conference.
  • All workshops are listed on the AAS Registration form, for a minimum registration fee of $35 per person. All registration funds collected will be credited to your workshop to cover the associated costs.
    If you do not want to appear on the AAS Registration form, please submit a Splinter Meeting Proposal.
  • Organizers are responsible for all costs associated with the workshop including, but not necessarily limited to: Logistics Staff fee, catering, A/V equipment, internet, phone services and all applicable taxes and service charges.
  • Please be sure to place an A/V order with us if necessary, as workshops do not come with standard equipment.
  • All catering orders are subject to a taxable service charge, and sales tax. The AAS is not tax exempt in Missouri, and all applicable taxes must be paid. Once the workshop is scheduled, you will receive a catering and audio-visual order form as well as the hotel menus. Catering orders will not be accepted after the deadline.
  • Workshops will be posted in the online general schedule and published in the Meeting Program.
  • The Logistics Staff fee may be collected prior to the meeting. All other charges will be billed by the AAS to the organizer or sponsor following the meeting.

Splinter Meetings

Date Description
21 March Open Meeting Request Deadline (published in Program)
3 April Private Meeting Request Deadline (not published in Program)
17 April A/V Equipment Request Deadline
If you require any A/V equipment please send that request to us by this date.
17 April Catering Order Deadline

Splinter Meeting Reminders:

  • Splinter Meetings are accepted continually and are assigned on a first-come, first-served basis according to meeting-room availability.
  • All Splinter Meeting organizers, moderators, and attendees must be registered to attend the AAS meeting at which the Splinter Meeting is occurring.
  • Splinter Meeting organizers must be full members of the AAS at the time of the conference.
  • Splinter Meetings may be either private or open and can range from just a few people to hundreds of attendees.
  • Organizers are responsible for all costs associated with the Splinter Meeting, including, but not necessarily limited to, administrative/room fee, catering, A/V equipment, internet, phone services, and all applicable taxes and service charges.
  • Please be sure to place an A/V order with us if necessary, as Splinter Meetings do not come with standard A/V equipment.
  • All catering orders are subject to a taxable service charge, and sales tax. The AAS is not tax exempt in Missouri, and all applicable taxes must be paid. Once the workshop is scheduled, you will receive a catering and audio-visual order form as well as the hotel menus. Catering orders will not be accepted after the deadline.
  • If your Splinter Meeting is open/public, it will be posted in the online general schedule and published in the meeting program and mobile app. Closed/private Splinter Meetings are not published.
  • All requests submitted after the deadline will be assigned based upon availability and will not be included in the meeting program or mobile app.
  • The logistics support staff fee may be collected prior to the meeting. All other charges will be billed by the AAS to the organizer or sponsor following the meeting.
  • Scheduling
    • Open Splinter Meetings may not be scheduled in conflict with Plenary Sessions (Invited or Prize talks), but private Splinter Meetings may be.
    • Mission or observatory Splinter Meetings are not scheduled in conflict with lunchtime or evening Town Halls.
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