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 use “Part II” or “Part 2).

  • First Oral session block occurring on Monday, 24 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.

    • Please note that no more than 50% of remote presentations should be scheduled in oral sessions.

  • 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 (see below for additional tips re using Confex)

  • 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.

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 use “Part II” or “Part 2).

  • First Oral session block occurring on Monday, 24 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.

All sessions need to have at least two session chairs. 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 are included below. 

  • Arrive at the session before the live session begins.
  • Make welcoming remarks/housekeeping notes to begin the session and introduce each speaker in the session.
  • When applicable, make welcoming remarks/housekeeping notes to begin the poster session and introduce each presenter in the session.
  • Moderate Q&A and ask your own questions if there are no attendee questions.
  • Keep the session running on time. Enlist your volunteer to help with this process.

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 $95 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 “Houston2022.” 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.

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.