Information for conveners

Looking for the information for side session conveners? See our dedicated webpage here.

Before the workshop

By 6th March 2026, conveners should:

1. Select two on-site chairpersons for your session. Due to time limitations, these should remain the same for your wider merged session time-block in the workshop programme.
   • If needed, additional chairpersons can be available in the front row of the room.
2. Nominate a minimum of three judges per presentation eligible for the ECR poster competition. Conveners can choose volunteers from their convener list.
   • If needed, you may add colleagues as judges (making sure beforehand they agree to serve as a judge and that they are attending CMIP 2026).
   • The IPO have circulated a list of the eligible posters to your convener team.
   • You can also view the eligible posters in the online programme:
     • Each poster has an assigned poster board number. Those also eligible for the competition will have an ‘ECR competition eligible’ suffix next to their poster board number.
3. Review the public information for your session that is available to read in the online programme.
   • If you would like any updates to this information, please contact the CMIP IPO.

At the workshop

Conveners are responsible for the smooth operation of their session and should:

1. Check that the session chairpersons are in attendance.
2. Make sure to keep sessions on time. All oral presentation times include the time for questions and change over to the next speaker.
3. Keep in mind that the fully-hybrid session approach involves speakers and audience split in virtual and on-site groups. Virtual presenters need the same attention as on-site presenters and questions can come from on-site attendees as well as virtual attendees through the Webex chat and/or Q&A feature.
   • Virtual oral presenters have been asked to provide a video of their presentation. If the presenter is not present at their assigned presentation time, or if there are any connection issues, you should use the video to avoid timings getting off-track.
   • You will have a session support staff member sat next to your chairpersons to alert you to questions raised online.
   • You will also have two AV support staff members elsewhere in the room to load slides/videos.
4. Ensure that presenters stand directly behind the lectern throughout their presentation in order for them to be properly framed by the video camera and thus viewable by the virtual attendees. Presenters must also make use of the lectern microphone, so that virtual attendees in Webex can follow the session.
5. For attendees in the room, these audience members must also make sure they use the microphone available to them when asking a question or making a comment. Apart from allowing the virtual attendees to hear the question, it also helps any attendees who may be hard of hearing, deaf, or who have auditory processing issues, to follow the session. Large rooms have mounted microphones, where people can queue by at the end of the presentation.
6. Convener nominated chairpersons must also use the designated chairperson microphone when moderating the session. It is the responsibility of the chairperson to remind presenters and audience members to always use the microphone when speaking, or repeat questions through their own microphone.
7. Presenters can indicate specific information on their presentation with the wireless mouse pointer provided at the lectern transmitted to the projected screen in the room as well as on Webex for the virtual attendees.
8. Ensure that at least one of the chairpersons is present in HyHyve during virtual poster sessions.
   • You can see which presentations were originally submitted your session in the poster’s programme code. Each virtual poster states it’s virtual poster board number, whether it is eligible for the ECR poster competition, then it’s original session. E.g. ‘Virtual poster board v1.15 (ECR competition eligible). Originally submitted to POS1.3.‘
9. Carefully review the presenter guidelines.

Thank you very much for all the work you have put into the organisation of your session!

ECR poster competition judging guidance

Thank you for judging our ECR poster competition! Four eligible posters from across the workshop will each win a 500 EUR travel support award: one from each workshop theme, plus one virtual poster. The posters will be judged on five criteria:

1. Scientific quality: Did the presenter demonstrate that the research is rigorous, reproducible, and transparent?
2. Scientific originality: Did the presenter highlight how the research is novel/innovative? Did the identify how the research makes a contribution to the field?
3. Poster design: Please rate the overall aesthetic design of the poster, taking into account how well the design aided the presentation of scientific results.
4. Figure design: How well were the results shown in the poster’s figures?
5. Quality of scientific discussion: During your questioning, how well did the presenter respond and explain their science?

Each question is marked from one to ten. QR codes which take you to the review form will be available at each poster board.

We will have two theme co-leads for each of our workshop themes – they will review your judging submissions and decide on the final winners.