| 18-24 months before meeting |
GSA and Meeting Chairs finalize meeting timeline (no changes after this). |
| 12-14 months before meeting |
Meeting Chairs attend the prior year's section meeting to start promoting meeting, and to start gathering technical program, workshop, and field trip proposals.
GSA sends out email blast and creates web site to promote the need for technical program, workshops, and field trips. |
| 8 months before meeting |
First Announcement due (published in GSA Today and website six months before meeting). |
| 6 months before meeting |
Abstract submission form opens (through Confex [Conference Exchange]). |
| 5 months before meeting |
Final announcement, with registration info, due (published in GSA Today and website three months before meeting).
GSA sends TPC (cc: Meeting Chair & Section Secretary) the At A Glance summary timetable and the Abstracts link to view what's being submitted. |
| 21 days before abstracts deadline |
GSA emails session chairs the [link] to their session so they can make sure abstracts are being submitted.
GSA sends email blast to all members to inform of approaching abstract deadline. |
| 14 days before abstracts deadline |
GSA sends Confex login info to TPC, theme and symposia organizers.
GSA reviews with TPC meeting duties and Confex operation. |
| 5-7 business days before abstracts deadline |
GSA sends email blast reminder to section members that abstracts deadline is a week away. |
| Day before abstracts deadline |
GSA sends reminder email to session chairs that today/tomorrow is abstract deadline (ONLY if needed). |
| ABSTRACTS DEADLINE |
System automatically closes and no abstracts can be processed after this date. |
| One day after abstracts deadline: |
TPC: Review discipline abstracts and move into appropriate theme session.
TPC: Review theme session counts and decide which sessions to cancel and which need more than one session ie. poster sessions or part II oral sessions (work with GSA).
TPC decides how long session chairs (and then TPC) will have to organize everything.
GSA deletes any incomplete abstracts.
GSA creates "Abstracts Pool" session in theme and symposia (for session chairs to move abstracts out of theme sessions and into discipline sessions). |
| 1-2 days after abstracts deadline |
GSA sends organizing instructions to session chairs (message is first reviewed by TPC).
TPC: Decide on length of presentations (15 or 20 minutes) and when poster authors will be present. |
| 5-7 days after abstracts deadline |
Session chairs finish organizing.
TPC creates discipline sessions as needed; add session chairs to oral discipline sessions (work with GSA). |
| 14-21 days after abstracts deadline |
TPC finishes organizing program; sends room/date/time/session info to GSA in order to be entered into Confex.
Work out any presentation conflicts & room conflicts.
Front matter text for program book is due from Meeting Chair to GSA.
|
| ~ 3 weeks after abstracts deadline |
GSA emails acceptance/rejection notices about five days before programs are sent to pre-press.
Program sent to pre-press: no changes after this point.
Meeting Chair, Section Secretary, TPC's, and GSA staff quickly review final program.
Send info on any newsworthy abstracts reports to Christa Stratton (cstratton@geosociety.org).
Program book is finalized and prepared for printing.
Website updated with all technical program info.
Printed programs sent to meeting site with GSA registration materials before meeting. |
| Immediately after meeting |
Authors are offered an opportunity to upload their meeting presentations to their online abstract. |