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Winter Meeting Session Proposal Information and Deadlines

Please consider the following guidelines when proposing a session for the 229th AAS Meeting in Grapevine, Texas.

Table of Contents

General Guidelines

Current missions and facilities should request Special Sessions 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
25 May Session Proposals Due
25 August 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.
1 September 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.
3 October Special Session Speaker Abstract Deadline
Speakers in Special Sessions must submit their abstracts by this date.
10 October
12 noon ET
Session Building Deadline
Session organizers will receive Session Building information, allowing them to organize speakers and accept or decline contributed abstracts. Session Building must be complete by this date, at 12 noon ET.
1 December 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:

  • We will contact session organizers by the first week in July regarding proposal status (accepted or declined).
  • 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.
  • 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.
  • Session organizers will automatically be assigned as their Session Chairs unless we are advised otherwise.
  • Each session 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

Special Session Proposal Form


Town Halls

Date Description
25 May Town Hall Proposals Due
25 August 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.
1 December 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 Town Hall organizers by the first week in July regarding proposal status (accepted or declined).
  • 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.

Town Hall Proposal Form


Workshops

Date Description
12 August Workshop Proposals Due
16 November Catering Order Deadline
1 December 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 workshop organizers by the last week in August regarding proposal status (accepted or declined).
  • 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.
  • Organizers are responsible for all costs associated with the workshop 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 workshops do not come with standard equipment.
  • Workshops will be posted in the online general schedule and published in the Meeting Program.
  • If you would like your workshop to be listed on the AAS Registration Workshop form, please let us know.
  • The administrative/room 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.

Workshop Proposal Form


Splinter Meetings

Date Description
11 November Open Meeting Request Deadline (any registered attendee can attend; published in Program)
16 November Catering Order Deadline
1 December A/V Equipment Request Deadline
If you require any A/V equipment please send that request to us by this date.
1 December Private Meeting Request Deadline (registered attendee participation only by invitation; not published in Program)

Splinter Meeting Reminders:

  • Splinter Meetings are accepted continually, and are assigned on a first-come, first-served basis based on meeting room availability.
  • All Splinter Meeting organizers, moderators, and attendees must be registered to attend the AAS conference 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 can 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 equipment.
  • If your Splinter Meeting is public, it will be posted in the online general schedule and published in the Meeting Program. 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.
  • The administrative/room 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 are not scheduled in conflict with Plenary or Prize talks.
    • Mission or observatory Splinter Meetings are not scheduled in conflict with Town Halls (12:45 pm–1:45 pm and 6:30 pm–7:30 pm daily).

Splinter Proposal Form

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