ExSoCal 2020 Meeting Logistics

The ExSoCal 2020 meeting will be held virtually using Zoom with discussions facilitated by Slack. Zoom and Slack invitations will be sent to all participants after registration closes on Sept. 7. 
 

Instructions for Oral Presentations and Poster Pop Talks

Invited oral presentations will be 25 minutes long with 5 minutes for questions (30 minutes total). Contributed oral presentations will be 12 minutes long with 3 minutes for questions (15 minutes total). Poster pop-talks will be one minute long. All oral presenters are asked to attend one of the two training sessions for speakers. All presentations will be recorded, archived, and made publicly available unless a speaker requests otherwise. We recommend 4:3 (standard) slide formats for best compatibility with the Zoom software and appearance. Your slide deck may be sent to loc.exsocal2020 [at] gmail.com in advance of the meeting in case technical difficulties are encountered during your presentation. In addition to sending a slide deck, we ask all oral presenters to submit a multiple-choice trivia question based on their presentation. These questions will be included in a science trivia section at the end of each session.

Poster pop presenters may either choose to prepare a 4:3 format summary slide or present their whole poster PDF from ESSOAr (instructions below); however, in either case, please communicate your preference to loc.exsocal2020 [at] gmail.com, so a poster pop slide deck can be prepared. We recommend all slides be sent to the LOC by Friday, September 11 to ensure they will be available for the meeting.

 There will be two training sessions for oral presentations. 

• Tuesday, September 8, 2020 at 10:00-11:00 a.m. Pacific Time
• Thursday, September 10, 2020 at 3:00-4:00 p.m. Pacific Time

Zoom info for these training sessions has been sent to all abstract submitters. Please contact loc.exsocal2020 [at] gmail.com if you did not receive it.
 

Instructions for Poster Presentations

Posters for the meeting will be hosted by the Earth and Space Science Open Archive (ESSOAr). Please submit your poster here (or see direct link below). You will need an ORCiD to submit. The file formats accepted are PDF, MS Word and LaTeX. No size limits will be enforced, though for reference AAS posters are typically limited to a size of 44” by 44” and please consider that most people will be viewing your poster on a computer screen. We recommend a 4:3 (standard) format in preparing your poster or summary slide for best rendering during Zoom pop-talks.  In "Submission Info" please select "ExSoCal 2020 (Exoplanets in Southern California)". Posters will be publicly available and assigned a citable DOI (digital object identifier). If you require support during the submission process, please contact support [at] essoar.org.

Posters submitted to ESSOAr must be reviewed and approved by ESSOAr staff before they appear online. We recommend uploading posters no later than the evening of Wednesday, September 9 in order for them to be available by the time of the meeting. However, ESSOAr will continue to accept posters even after the conclusion of the meeting. Poster submission link: https://www.essoar.org/action/createDraft?pubType=poster

In addition to posting on ESSOAr, participants are welcome and encouraged to post PDF versions of their poster in the ExSoCal meeting Slack channel #poster_discussion, which is dedicated to discussing ExSoCal posters. Discussion of individual posters should be done in threads under each poster rather than in the main channel. Presenters concerned about public access to new results are welcome to only share their posters via the private Slack channel (and 1-minute pop-talk if applicable). Presenters are also welcome to submit different versions of their posters to the public vs. private venues.
 

Summary of Important Dates

• 7 September 2020: Registration Deadline (registration is now closed)
• 8 September 2020: First Zoom Training for Oral Presenters & Chairs
• 9 September 2020: Recommended deadline for submitting posters to ESSOAr
• 10 September 2020: Second Zoom Training for Oral Presenters & Chairs
• 11 September 2020: Recommended deadline for providing slides to LOC
• 14 - 15 September 2020: Dates of the ExSoCal 2020 Meeting