TO DO and TIMELINE
The convener work on the sessions will run in 2 rounds.
Round 1: selection of abstracts for oral presentations
July 4th – July 28th
26th May – Call opens for oral and poster abstracts
29th June (included) – Deadline for oral abstract submission (up to 2 solicited talks)
29th June (included) – Deadline for conveners of plenary panel sessions to provide names of panellists (if planning a panel discussion)
28th July (included) – Deadline for conveners to provide feedback on their sessions (to provide a suggested list of speakers in order of appearance, to accept/decline abstracts). For plenary sessions: to also provide session plan.
The submission of abstracts for oral presentations will be open by 26th May 2023, closing on 29th June (included). The PC will then decide on the time slots assigned to each session on 3rd July 2023. For plenary and parallel sessions, please refer to the specific guidelines given below for information on session format and presentation lengths. The conveners will be asked to accept/decline so far submitted abstracts (in the online system) and to assign oral presentations. Conveners are reminded to strive for Equality Diversity and Inclusion in planning their session (please see the ESWW EDI & Sustainability Statement). The conveners will need to provide their feedback on the session to PC/LOC by 28th July 2023 (included) at the latest. The proposed session schedule will then be approved by PC so that all the speakers/early poster presenters can be notified in early August and the program subsequently released.
Round 2: selection of abstracts for late poster presentations and appointment of Chairs
September 10th – 19th September
30th June – Call opens for late poster abstracts
10th Sept (included) – Deadline for late abstract submissions (posters)
19th Sept (included) – Deadline for convener feedback on posters and to assign Chairs (need not be convener names – one onsite and one to manage online)
The abstract submission will be kept open for late poster abstract submissions until 10th September 2023 (included), after which the conveners will be asked to accept/decline late poster abstracts and to assign Chairs. The meeting will be in hybrid form, i.e. sessions will run in person and online. Each session therefore needs to have two Chairs: one onsite and one online. The Chairs are assigned by the conveners (conveners can choose to act as Chairs or appoint someone else to take the role). The conveners will need to provide their feedback on the sessions to PC/LOC by 19th September 2023 (included) so that all the late poster presenters can be notified and the program finalised and released.
How are posters to be organised
The conference will be hybrid and poster formats will be:
- On-site printed posters (for in-person attendance only)
- Quick view (for all poster presenters, online poster material displayed on the ESWW website)
- Short video (for online poster presenters, to be compiled into a single video to be displayed on the screens in the poster room onsite)
How to track and review abstracts
(Instructions will be published early June)
Additional information for plenary conveners
Anticipated plenary session duration is between 75-90 minutes. Oral presentations are usually 15 minutes in duration. Conveners are welcome to arrange their session as they wish. A session plan could include:
- 6*shorter talks instead of 15min talks
- A combination of long and short talks
- Quick poster summaries
- Up to two solicited talks.
Based on past feedback, successful plenary sessions took the form of a 5 min introduction, 4*15 min talks, 20min discussion, concluding with a 5 min summary.
Conveners have the option to organise a panel discussion as part of their session. If planning a panel discussion, panellists must be nominated by the 29th June and their oral abstracts should be submitted by this deadline. All plenary speakers should be unique although they can have a talk in a parallel session. Sessions will be hybrid and so participation through oral, poster or panel discussion can be onsite or online.
Guidance for SWR Session Conveners
The Oral Presentations comprising each SWR Session will be nominally 15 minutes in duration (including questions at the discretion of Session Conveners).
The Timetable Block Diagram contains slots of 2*45, 3*60, 2*75 and 2*90 minutes in duration. SWR session conveners may anticipate allocation of two slots in the programme, each based on the number of good quality submissions received.
Should a SWR receive a very large number of quality good submissions, exceptionally a third slot may be made available. Conversely, if very few good submissions are received for any SWR session it may be allocated a single session of appropriate duration, or declined inclusion.
Invited Talks: It is distinctly preferred that all Oral Presentations are selected in open competition on the basis of the work and abstract quality. However it is recognised that in some interests, an Invited Talk may be appropriate where the novelty or immediacy of the research warrants a specific inclusion. Session Conveners may notify one Invited Talk, supported by an abstract of high quality for their SWR session, and of up to a maximum duration of 30 minutes in duration.
Guidance for 100CD Session Conveners
100CD Oral Presenters should be advised to plan talks of 15 minutes in duration (including questions) to fit into ESWW Timetable structure. 100CD session conveners may anticipate allocation within a slot in the programme, based on the number of good quality submissions received. If very few good submissions are received for any 100CD session it may be declined inclusion by the PC.