Deadlines & sessions
- When is the EGU General Assembly in 2022?
The annual General Assembly, EGU22, will now take place between 23 and 27 May 2022, in a hybrid format both in Vienna and online.
- Can I submit a late abstract for EGU22?
The option to submit late abstracts, change the session of your abstract and withdraw your abstract with a full refund closed 26 January 2022. All changes to abstracts from this date onwards are processed in line with the usual policy, which can be found here.
- What is the new format of EGU22?
Due to new rules and hygiene regulations ALL presentations at EGU22 will now have the same format – short orals. These presentations can be delivered in-person or online, and can also be viewed either in-person or online. Other restrictions may apply, check here for more information.
- What is a short oral?
Every 1.5 hour timeslot will have between 15 and 20 presentations, therefore the default structure of the sessions we expect is that all talks will last ~5 minutes to provide some time for questions and discussion. There will be other options available to conveners if they wish to do something different. Check here closer to the meeting for more information.
- How will solicited speaker presentations differ from standard ones in the new short oral format?
Conveners will have some flexibility to schedule solicited speakers during their session to have longer talks. These options will be available soon.
- Can I change my previous abstract submission now the format and date have changed?
Yes. If you want to move your abstract to another session – regardless of the reason why – please contact egu22@copernicus.org by Wednesday 26 January 2022 with your Abstract ID and the details of the session you want to move to. This change has no cost.
- Now that you have changed the date of the meeting I can’t attend any more! Can I get a refund?
Yes. If you are now no longer able to attend the meeting due to the change in date, please email egu22@copernicus.org for a full refund of your Abstract Processing Charge. Include in the email your Abstract ID and request a refund, Copernicus will then reply with details of how your refund can be processed. All lead authors should receive an email from Copernicus with the same information, you can seek your refund if required by simply replying to that email with your request.
- Why are you not holding the poster or vPICO sessions?!
The main reasons for not holding poster and vPICO sessions in 2022 are the changing hygiene requirements to run a large event in Austria. Large numbers of non-seated people mixing in closed spaces are currently viewed as too much of a risk to our attendee’s health, safety and wellbeing. EGU does want to strongly state that this change in format is not intended to replace the poster and vPICO presentations in the future, and does not in any way diminish their value, given EGU's commitment to equal importance of the various presentation formats.
- How long will the medal and award lectures be, and how will they take place?
Medal and award lectures will be held either in-person or online depending on the requirement of the medal/award recipients. If you are a medal or award recipient you will receive separate communications in a near future and if you have further questions about the format of your presentation, please email general-assembly@egu.eu. For any other information about the Medal and Award lectures check the EGU22 programme.
- What about the short courses/networking/jobs and careers/exhibitions?
We still intend to hold a full conference, with all of the features beside the scientific sessions, that make the EGU General Assembly such a special meeting for our community, but obviously some of those events will need to look a bit different this year. By moving the date of EGU22 closer to the summer we hope to be able to take advantage of outdoor spaces more, but we are developing plans to ensure this year's meeting is as good as we can possibly make it (regardless of the weather). For exhibitions enquiries please email egu22@copernicus.org.
- What about childcare at the meeting?
Childcare at the General Assembly is a valued part of the EGU experience and something that we have provided for attendees for several years. Unfortunately, due to the new rules we cannot offer childcare on-site in 2022; however, we ask attendees of the meeting to contact a childcare service in Vienna, such as www.service4kids.at. Please note that these services are not officially supported by EGU. We still aim to provide parents' rooms and quiet spaces, and children will still be allowed to attend the meeting, although they will have to be pre-registered and follow the rules of attendance for their age group. Please check the Austrian authorities guidelines for your child’s specific regulations.
Hygiene plan
- What are the requirements for vaccination/which vaccinations are eligible for in-person attendance?
As the requirements for vaccinations and other aspects of the hygiene plan are set by the Austrian Government, and are subject to change upon their discretion, we suggest you check vaccination requirements on the official pages, which will have the most up to date information. These are listed here, which will have the most up to date information. Please be aware that the restrictions that apply to enter Austria might be different to those relevant to large events.
- Will mask wearing be mandatory at EGU22?
This issue is part of the hygiene plan that is currently being developed and we will have more information soon. Our absolute priority is the health and safety of participants. As with the previous question, make sure you check all COVID-19 requirements with the official Austrian Government websites, listed here.
Fees
- How much does it cost to submit a late abstract?
Late abstract submission costs €45, this is cheaper than in other years because of the changes we have had to make to the meeting date and format. Because EGU has put resources into making meeting attendance more financially accessible once again, fee waivers are available to cover registration costs for those who qualify, however we cannot waive the abstract processing charges (APCs) with the exception of the recipients of the Roland Schlich travel support, for which the application is closed.
- How much are the registration fees?
A full breakdown of the various options for registration fees for either in-person or online attendance at EGU22 is available here.
- What choices do I have for registration for EGU22?
Registration for the meeting is available from 1 February. There are two ways you can register to attend: as a virtual participant or an on-site participant. Due to restrictions resulting to the implementation of the Hygiene Plan for on-site attendance, on-site participant registration is only available until 14 April 2022, 13:00 CEST. Virtual registration is not restricted and is available from 1 February until 27 May (the last day of the conference). Early-bird rates apply until 31 March, 13:00 CEST for both virtual and on-site registration.
If you pay for either an on-site registration or virtual registration, but later need to change, please contact accounting@copernicus.org (and include your invoice number) for further steps. They will then arrange everything regarding the difference in cost. You can only change your registration type until 14 April, 13:00 CEST, due to the fact that we need to officially report the number of on-site participants that we expect along with details of our Hygiene Plan.
- What does the online registration fee entitle me to?
Online registration provides you with full access to the virtual conference centre platform, as well as the complete digital experience, including display material uploads for all abstracts whether in-person or online, where you can comment on presentations before, during and after the meeting; several interactive EGU Short Courses; streaming and recordings of dozens of inspiring medal and award lectures; Great Debates and Union Symposia; a jobs & careers centre; and dedicated online and hybrid networking areas.
- Do people who qualify for a EGU22 registration waiver still need to pay for an EGU membership?
You don’t need to be an EGU member to qualify for a fee waiver. This is taken into account in the online registration form. However, only EGU members can submit an abstract as first authors.
- I applied for financial support, but was unsuccessful. Can I now change my abstract to a vPICO in order to attend online?
The date to change your abstract session has now passed, however with the new hybrid format you should be able to attend any session as a virtual participant, even if it was originally listed as an on-site only oral/poster session. If you require additional help with this, please email: egu22@copernicus.org. You will still be required to register to attend the meeting and present your results, so ensure to choose the correct registration for you.
- Why can't I buy a membership for the first author on my abstract?
The reasons you cannot buy a membership for another person are related to European GDPR (General Data Protection Regulations). Becoming an EGU member involves several mandatory acceptances of personal contacts, which cannot be accepted on behalf of anyone other than the person submitting the information.
Displays, commenting, & licencing
- What's a display?
It's whatever you want! Prior to EGU22, the authors of each abstract will have 50 MB of space to upload whatever materials will most help them share their research with our community. This can be a graphic, a few slides, or an entire presentation; it just needs to be in a *.pdf, *.ppt/pptx, *.pps/ppsx, or *.png format and conform to EGU's current Code of Conduct. Additionally, you can upload a pre-recorded oral presentation (in *.mp4) format, which will be housed on Copernicus' Vimeo channel and linked to your presentation material page and abstract.
If you are uploading multiple files (e.g., for files with embedded videos) one file should be clearly identified as the master file. The display materials will be available for viewing and commenting as soon as they are uploaded (which will be possible from 1 March) until 30 April 2022. Display materials that have been submitted under the Creative Commons Attribution 4.0 License (CC BY 4.0) licence will subsequently be archived on EGUsphere.
- Can I opt out of the Creative Commons license? Are my uploaded display materials visible to everyone?
Similar to abstracts, display materials are distributed under the Creative Commons Attribution 4.0 License (CC BY 4.0), which allows anyone to share them as long as the authors are cited. If your display materials require another license, please clearly indicate this in your file (e.g., © Authors. All rights reserved). In either case, authors grant Copernicus Meetings the right to store their display materials online for viewing and download by registered meeting participants.
- Can display materials be downloaded and used by viewers?
Yes, according to the Creative Commons Attribution 4.0 License (CC BY 4.0), a registered user may download display materials and share them as long as the authors are cited. If your materials require a different license, please clearly indicate this in your file (e.g., © Authors. All rights reserved).
- What's Open Science and what does it mean for protecting my ideas at EGU22 if I share them using a Creative Commons license?
Open Science refers to an "open" and transparent approach to conducting scientific research, which includes sharing the products and processes of your research, from your raw data and code or tools you developed during your work, to the final publications at the end. Each abstract submitted to EGU22 will receive a DOI (Digital Object Identifier), the most common way to uniquely identify objects on the internet – particularly those shared under a Creative Commons license, to make sure that it is properly attributed to the listed authors and therefore protect the researcher's ownership over them. More information is available here.
- Will the sharing of my presentation materials impact a future publication elsewhere?
Submitting abstracts and presentation materials to EGU22 do not impact future publication. Journals usually encourage authors to discuss their work at conferences prior to submitting a manuscript, and most allow posting on a non-for-profit preprint server such as EGUsphere prior to submission. Examples of these policies can be found at all EGU journals, Nature, Science, and the AGU journals.
- What do you mean by "commenting", and how will it work?
Abstract authors are invited to opt in to allow comments and feedback on their display materials. Commenting is enabled for meeting participants logged in with their Copernicus user IDs, and their names are disclosed. This feedback option will be open from the 1 May through the 30 June.
Troubleshooting
- I'm having trouble submitting my late abstract; what should I do?
Make sure you have contacted your session convener well before 26 January 2022. If you are unable to reach your session convener or if you’re still having trouble, please email egu22@copernicus.org for assistance.
- I made a mistake entering my name/credit card/info for my invoice. How do I fix it?
Please contact accounting@copernicus.org to correct any mistakes in your invoice details.
- How can I tell if my abstract was successfully submitted?
You and your co-authors will receive an email confirming your submission. You can also check your abstract information.
If you have any additional questions which haven't been addressed here, or you need additional support, please email general-assembly@egu.eu.