Program Chairs

Thank you for serving as a Program Chair at the 103rd AMS Annual Meeting! 

Step 1: Accept/Reject Abstracts

  • Review Abstracts: Read through and accept/reject the abstracts submitted to your conference

  • Add Reviewers: You can enlist reviewers to help complete this task. Just click “Add New Reviewer” under “People” in the Confex Program Control Panel. 

  • Email Rejected Submitters: If you reject abstracts, please contact the first authors of those abstracts directly via email and explain why you have rejected their abstract for presentation.

Step 2: Schedule Your Sessions

  • Choose Session Days/Times: Please refer to the Room Assignments by Conference to see how many session rooms your Conference/Symposia has been allotted each day

    • Sessions should begin and end at the times outlined in the Skeleton Schedule.

    • Sessions cannot be scheduled before 8:30am, after 5pm, or during Breaks, Formal Poster Viewings, the Exhibit Hall Opening, the Exhibit Hall Reception, or the Social Event

  • Arrange Your Sessions: 

    • Using the Program Control Panel:

      • Click on “Arrange” under the “Sessions” heading.

      • In the right frame, find the Session you would like to schedule.

      • Click the icon (an image of a calendar and clock) next to the session name. A new window will open.

      • In the “Schedule Session” window, put in the necessary information, and then click the “Submit Information” button.

    • Please do not enter any information for the “Location”; this is completed by AMS Staff ONLY. After scheduling is complete you can click on “Arrange” again and it should refresh, placing the sessions now in order by scheduled date and time.

  • Number Your Sessions: Sessions should be listed in numerical order by session block. If a session runs over a break, over the formal poster viewing, or runs more than one day, create a new session with a new number and add “II” to the original title to show the continuation. (Do not use “Part II” or “Part 2).

  • First Oral session block occurring on Monday, 9 January = Session Block 1

  • There is no need to number poster sessions.

  • Parallel Session = Continue the numerical order, and add A and B, i.e. Session 7A and 7B.

  • Joint Sessions do not need to be numbered. Your meeting coordinator will number the Joint Sessions in your program after the program has been finalized.

  • You do not need to number the papers in your sessions. Your meeting coordinator will do that for you.

  • Naming Your Sessions: Please make sure that all sessions and abstract titles are in Title Case, which capitalizes the first letter of each major word. eg: 'This is an Example of Title Case'. If you are using an acronym, be sure to use all caps for it.

    • If you have a Core Science Keynote in your conference program, please add “(Core Science Keynote)” to the end of its title.

  • Add Session Chairs: Please make sure that all sessions have at least two session chairs.

Step 3: Move your Abstracts into your Sessions

  • Add Abstracts: Schedule your presentations in increments of 15 minutes

  • Identifying the type of presentation: When you click into an abstract you will see "Preferred Presentation Format.”

  • To Transfer an Abstract

    • Using the Program Control Panel:

      • Click on “Expanded View” to see the full view of the program.

      • Click on the abstract title you want to transfer--a new window or tab will open.

      • The abstract is now open in a new window, from here, click on “Transfer” under the “Options” heading to the left.

      • Click the radio button next to the session under your Conference title you would like to move the abstract to, and then click “Submit Program Selection” at the bottom of the page.

    • Alternatively, you can also select which session you want to transfer the abstract into at the bottom of the “Abstract Accept/Reject Form”, which is the first window you see once you click to select an abstract. This is also the window where you will accept or reject an abstract. Please make sure to click on “Submit Final Review” in order to save your rating and/or transfer.

Step 4: Order your Abstracts within your Sessions 

  • Under the "Sessions" heading, click "Arrange" or "Expanded View".

  • Find the session which contains the abstracts you would like to re-order, and click on the session name (Note: In "Expanded View" you will be able to view which abstracts are within each session). A new window will open.

  • On the session submission page click the options button. Then under the "Abstracts" header click the "Arrange" link. Within the frame on the right you can change the order of the abstracts by changing the numbers in the "Order Within Session" column, then click the "Update" button.

  • Review Abstracts: Read through and accept/reject the abstracts submitted to your conference.
  • Add Reviewers: You can enlist reviewers to help complete this task. Just click “Add New Reviewer” under “People” in the Confex Program Control Panel. 
  • Email Rejected Submitters: If you reject abstracts, please contact the first authors of those abstracts directly via email and explain why you have rejected their abstract for presentation.

Please refer to the Room Assignments by Conference to see how many session rooms your Conference/Symposia has been allotted each day.

  • Sessions should begin and end at the times outlined in the Skeleton Schedule
  • Sessions cannot be scheduled before 8:30 AM, after 5 PM or during Breaks, Formal Poster Viewings, the Exhibit Hall Opening, the Exhibit Hall Reception, or the Wednesday Social Event

Using the Program Control Panel, go to the heading “Sessions” and click on “Add”. This will open a window to create a new session. In the window that opens type in the session title.

Under the Session Type, use the drop down box to select the type of session; for example oral, poster, remote poster, panel etc. Here is where you can also add information about the session under the Session Description box in order for it to display on the webprogram.

Make sure to click “Save” at the bottom of the screen in order to save the session. The session will then appear in your program.

  • Using the Program Control Panel:
    • Click on “Arrange” under the “Sessions” heading.
    • In the right frame, find the Session you would like to schedule.
    • Click the icon (an image of a calendar and clock) next to the session name. A new window will open.
    • In the “Schedule Session” window, put in the necessary information, and then click the “Submit Information” button.
  • Please do not enter any information for the “Location”; this is completed by AMS Staff ONLY. After scheduling is complete you can click on “Arrange” again and it should refresh, placing the sessions now in order by scheduled date and time.

Please make sure that all sessions and abstract titles are in Title Case, which capitalizes the first letter of each major word. eg: 'This is an Example of Title Case'. If you are using an acronym, be sure to use all caps for it.

  • If you have a Core Science Keynote in your conference program, please add “(Core Science Keynote)” to the end of its title.

Sessions should be listed in numerical order by session block. If a session runs over a break, over the formal poster viewing, or runs more than one day, create a new session with a new number and add “II” to the original title to show the continuation. (Do not use “Part II” or “Part 2).

  • First Oral session block occurring on Monday, 9 January = Session Block 1
  • There is no need to number poster sessions.
  • Parallel Session = Continue the numerical, and add A and B, i.e. Session 7A and 7B.
  • Joint Sessions do not need to be numbered. Your meeting coordinator will number the Joint Sessions in your program after the program has been finalized.
  • You do not need to number the papers in your sessions. Your meeting coordinator will do that for you.
  • Add Abstracts: Schedule your presentations in increments of 15 minutes.
  • To Transfer an Abstract
    • Using the Program Control Panel:
      • Click on “Expanded View” to see the full view of the program.
      • Click on the abstract title you want to transfer--a new window or tab will open.
      • The abstract is now open in a new window, from here, click on “Transfer” under the “Options” heading to the left.
      • Click the radio button next to the session under your Conference title you would like to move the abstract to, and then click “Submit Program Selection” at the bottom of the page.
    • Alternatively, you can also select which session you want to transfer the abstract into at the bottom of the “Abstract Accept/Reject Form”, which is the first window you see once you click to select an abstract. This is also the window where you will accept or reject an abstract. Please make sure to click on “Submit Final Review” in order to save your rating and/or transfer.
  • Please note if an abstract is transferred to another conference we ask you notify the program chairs of the other conference.
  • Under the "Sessions" heading, click "Arrange" or "Expanded View".
  • Find the session which contains the abstracts you would like to re-order, and click on the session name (Note: In "Expanded View" you will be able to view which abstracts are within each session). A new window will open.
  • On the session submission page click the options button. Then under the "Abstracts" header click the "Arrange" link. Within the frame on the right, you can change the order of the abstracts by changing the numbers in the "Order Within Session" column, then click the "Update" button.

All sessions need to have at least two session chairs. Session chairs can fulfill this role either in-person or virtually. Please note each session is required to have at least one in-person session chair. All sessions will also have an in-person student assistant. 

You can add session chairs by clicking the “People” tab and searching for their account.

Session chairs are responsible for the flow of sessions and speakers. Specific responsibilities can be found here.

Invited Speakers: If you invite a speaker to present, you may choose to waive their abstract and/or registration fees by paying for the fees with your Program Chair Funds. If you do not arrange to use your Program Chair Funds (by filling out the Program Chair Fund Request form – contact your meeting coordinator if you have not already done this), the speaker will be responsible for paying their abstract and registration fees. Please make sure your invited speakers are aware of this.

Core Science Keynotes (CSK): If you invite a Core Science Keynote (CSK) speaker to present, you may choose to waive their abstract and/or registration fees by paying for the fees with your Program Chair Funds. If you do not arrange to use your Program Chair Funds (by filling out the Program Chair Fund Request form – contact your meeting coordinator if you have not already done this), the speaker will be responsible for paying their abstract and registration fees. 

If you have a Core Science Keynote in your conference program, please schedule them in your assigned CSK session and add “(Core Science Keynote)” to the end of its title.

Abstract Fee Waivers: The $120 abstract fee for papers can only be waived using Program Chair Funds. If you add an abstract being covered by Program Chair Funds into your conference program, please enter the transaction code. Please give your meeting coordinator a list of all comp abstract fees in your program (whether program chair entered or author submitted) to be sure the author is not invoiced by AMS accounting.

An AMS Panel is a great way to gather a group of people together to discuss an issue of public concern, provide feedback on something, or brainstorm solutions to a problem. A Panel should minimize the use of formal slide presentations and focus on engaging the panelists and the audience in discussion. Panels do not contain abstracts.

 

Please note an abstract cannot be transferred into a Panel without consent by the presenting author. They should be notified they would be in part of a Panel instead of giving a 15 minute talk. Abstract fees would not be refunded. Should a panel contain presentation files or an abstract, the presenting author will be charged an abstract fee ($120). A single slide introduction (limited to 5 minutes) can be added if there are no other presentations.

 

Guidelines for Preparing an AMS Panel 
  • Identify the topic for the panel discussion and assign a moderator. 
  • Identify the panelists. Panelists should be well informed on the topic or issue. Please limit a panel discussion to 5-6 panelists with 3-4 in-person panelists (Please note the standard room set is a head table for 4 with 2 panel microphones and a podium microphone. Each session is approximately an hour and a half). 
    • If there is an abstract or any panelist would like to provide slides, the $120 abstract fee will apply for each uploaded presentation; plan accordingly. If no one has an individual presentation or time slot then there will be no abstract fee. 
    • A $120 submission fee will be invoiced to any panelist who uploads a presentation onsite in the Speaker Ready Room and does not have an abstract in place. 
    • Please provide names of panelists by 1 November for them to be included in marketing materials. 
Guidelines for Conducting an AMS Panel 
  • Set the length of time. The moderator will be responsible for making sure the panel is conducted within the time limit of the panel. 
  • Work closely with the moderator and panelists on the format your panel discussion will follow. A typical format might go as:  Moderator introduces the panelists and the topic of the panel. The panelists then express their views and opinions on the topic as well as any research they have done in the area.  Panelists are introduced or introduce themselves. Then panelists discuss the topic or issue with each other. Interaction between the panelists is encouraged by having them ask each other questions pertaining to the topic. They should express their opinions and views of the topic. Moderator calls for a period in which the audience members may participate in the discussion by addressing questions to the panelists. Audience is also encouraged to voice their own views and opinions. 
  • Make sure the moderator and the panelists are aware of the panel format, as well as any questions on the topic that have been preselected to help them be better prepared as a panelist. 

If you are unfamiliar with Confex, we suggest taking a few minutes to familiarize yourself with the system. There are several tools to help you with this:

  1. Refer to the “Program Chair Tutorial” document, whose link can be found in the Program Control Panel, located on the left side of the screen after log in, under ‘Program Settings'.
  2. Contact Tech Support if you have any questions after viewing the documents above or if you get stuck while organizing your program. The link for Tech Support can be found in the Program Control Panel.
  3. Request a WebEx with Confex Tech support. Please email Donna at dbrousseau@confex.com.
  4. Your lead meeting planner can also help answer questions you have during this process, and add program reviewers upon request.