Proposal deadline: 11 September 2020

Thank you for your interest in organizing a short course at the EGU General Assembly. The following guidelines can be of help when you organize your course.

Aims

  • Short courses (SCs) are primarily aimed at providing an interactive forum for individuals attending the General Assembly.
  • We favour courses that are open to all conference participants instead of being affiliated with a particular programme group.
  • Short courses are expected to focus on providing or discussing skills and abilities that are related to science.
  • No commercial activities are permitted during the course (e.g. sales). Courses on operating/running commercially available equipment or software are permitted.
  • No admission fee or course fee is permitted for participation in a short course.

Formats

The EGU General Assembly 2021 offers three different short course (SC) formats:

  • On-site offline SCs taking also place in a lecture room in Vienna but without options for virtual attendance.
  • On-site online SCs (hybrid SCs) taking place in a lecture room inside the congress centre but allowing virtual attendance.
  • Online-only SCs are recorded short courses to be watched online with no physical event in the congress centre.

Condition and scheduling (all formats)

  • Short course organizers are requested to apply for a short course during the public call for session proposals. Please place your proposal in the programme group SC and indicate which format you prefer. However, please note that this preference may be changed due to capacity constraints. An SC team member will contact the conveners.
  • Your short-course request will be handled by the SC programme group chairs and the programme committee chair. A draft SC programme will be available in autumn; however, please note that the final scheduling will take place at the programme committee meeting in February.
  • On-site short courses (on-site offline and on-site online) can have a maximum of two successive time blocks (one time block is 1 hour 45 minutes) free of charge from Monday to Friday. Conveners are asked to note in their application if they wish to use more than one time block. No short courses are scheduled from 18:00 to 19:00. In very exceptional cases, short courses can be scheduled during the lunch break (12:45–13:45). Requests with motivation on any of these deviations need to be directed to sc@egu.eu.
  • There is no automatic roll-over of courses from year to year. Like all other sessions at the EGU GA, courses need to be proposed and will be subject to consolidation equally amongst all other courses.
  • The number of short courses that can take place during the General Assembly in one of the two on-site formats is limited due to the limited number of rooms available. Online-only short courses are limited due to the workload they might create for the EGU staff. Usually, about 20–30% of the proposed courses cannot be accommodated. All SC proposals can be subject to merge requests, the SC team may contact conveners and ask them to combine their proposed courses.
  • In addition, courses will be evaluated according to the following criteria and a ranked list will be built to fill the programme in agreement with the capacity constraints:
    • Breadth of the course's scope (impact on a wider field of science, disciplines, applications)
    • Degree of interdisciplinarity (for how many divisions does the course provide valuable information)
    • Availability of hands-on experience (clear preference to interactive, tutorial-like courses with respect to lecture-like styles)
    • Contribution/involvement of Early Career Scientists to the course
    • Emphasis on career development, networking, topics beyond pure science
    • Agreement with the EGU guidelines for short courses

On-site short courses (offline and online)

Organizer responsibilities

  • All short-course participants and organizers must be registered for the General Assembly and pay the registration fee according to their category.
  • Organizers are free to select the content and the set-up of their course. The content should be of interest to (a discipline-crossing subset of) the community that the EGU represents and must be accepted by the short-course programme group chairs and the programme committee chair.
  • A number of rooms in the congress centre is reserved for the on-site short courses but the maximum capacity is 85 seats. If organizers require a room with more than 85 seats they have to make a note of this in their application, including a justification for why this is the case. Due to space limitations this will not always be possible, but will be treated on a case-by-case basis. Short courses with more than 85 participants can only be scheduled in the 19:00–20:00 time block since during time blocks 1 to 4, oral sessions are in progress in all other rooms of the congress centre and short courses are an addition to the scientific programme of the General Assembly. The EGU is aware of the fact that short courses often attract larger audiences, but please accept these limitations.
  • Organizers are responsible for promoting their short course. The EGU will promote short courses by listing them in the online programme. Mailing lists cannot be provided for data privacy reasons.
  • If registration for a short course is necessary (e.g. for downloading prior information), the organizers are responsible for organizing the registration of their short course (e.g. by providing a registration email address in the description of the short course). This registration is for the actual attendance of the short course and does not supersede the general registration for the General Assembly.
  • Organizers can arrange catering at their own expense. The General Assembly caterer Motto Catering must be contacted by completing the Motto online order form (which will be provided by the end of the year) by 10 April 2021.
  • For on-site online short courses, organizers are asked to ensure that virtual attendees are included in the run of the short course. Please ensure to regularly check the chat section of the video conference software for questions raised by virtual attendees. Also, when questions are asked inside the room, please ensure to repeat these using the microphone to enable virtual attendees to listen to the discussion.

Rooms

  • Rooms are available for a fixed time period and need to be vacated by the end of the short course to allow the next event to set up.
  • Rooms (theatre style) are equipped with a microphone, a video projector, a notebook including internet connection, WiFi, and a presenter panel to connect a personal notebook to the projector via a switch (VGA and HDMI including power supply).
  • Technical assistance is provided in each short course room.
  • For on-site online short courses, the notebook in the short course room runs a video conference software (similar to Zoom) and the lectern provides a webcam. Virtual attendees can then follow the presentations and ask questions through the embedded chat function.

Online-only short courses

  • Online-only short courses must be pre-recorded by the organizers.
  • EGU staff will process these pre-recorded videos further to incorporate EGU's corporate design.
  • Pre-recorded short courses are uploaded to a cloud service and the link is provided in the conference programme at the listed short course.
  • The link is only available for registered attendees of the General Assembly.

Contacts

Short-course programme group chairs: sc@egu.eu, ECS Union representative and Michael Dietze

Programme committee chair: programme.committee@egu.eu, Peter van der Beek