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Annual Meeting Session Types and Modalities

Session Types 

Paper 
Each paper session is 80 minutes long and includes 4-5 individual 15-minute presentations followed by discussion. Sessions with fewer than 4 presenters may be removed from the program. AAG staff will contact session organizers before removing any sessions.  

Paper sessions that are streamed and/or hybrid will take place in a physical room and online via Zoom. Virtual paper sessions will only take place via Zoom.  

Paper sessions will include the following in the room: projector and screen, laptop, sound system, wireless connection, technical support, and a dedicated room assistant. Review the modality options below for additional responsibilities.  

Panel 
Each panel session is 80 minutes long and includes 4-6 panelists examining a topic followed by a question-and-answer section. Sessions with fewer than 4 panelists may be removed from the program. AAG staff will contact session organizers before removing any sessions. 

Panel sessions that are streamed and/or hybrid will take place in a physical room and online via Zoom. Virtual paper sessions will only take place via Zoom. 

Panel sessions will include the following in the room: projector and screen, laptop, sound system, wireless connection, technical support, and a dedicated room assistant. Review the modality options below for additional responsibilities. 

Poster 
Each poster session is 80-minutes long with up to 100 posters. Poster sessions allow for attendees to browse the submissions and have opportunities for individual discussions with submitters. Each presenter will be supplied with a 4’ x 8’ landscape-oriented poster board.  

Plenary 
Plenary sessions are organized by AAG and AAG’s Community Group leaders. These 60–80-minute sessions include high profile speakers that you won’t want to miss. All plenary sessions are subject to AAG staff review and approval.  

Session Modalities 

AAG allows in-person session organizers to hold streamed and hybrid sessions, with or without recording. Organizers hosting a virtual or hybrid session are responsible for the technical arrangements, including streaming Zoom on a provided laptop. If you choose this option, you must confirm that you and your presenters understand that technical limitations may occur during the session.  

In-Person 
Presentations, panel discussions, and other session activities occur in-person with an in-person audience. There is no online component for in-person sessions.  

Streamed 
Presentations, panel discussions, and other session activities occur in-person with an in-person audience and are viewable by virtual attendees.  

Hybrid 
Presentations, panel discussions, and other session activities occur both in-person and virtually with both an in-person and virtual audience. All hybrid sessions are considered streamed. 

Virtual 
Presentations, panel discussions, and other session activities occur virtually with a virtual audience. There is no in-person component for virtual sessions. All virtual sessions are considered streamed. 

Recording 
The recording of a session is at the discretion of the session organizer with permission from session participants. Session participants who do not wish to be recorded are responsible for discussing this with their session organizer in advance so that appropriate arrangements can be made.  

Recorded sessions will be available to view by registered attendees for up to 90 days after the end of the annual meeting. After 90 days, the recordings will be permanently deleted. Recordings are not available for download, and the sharing of recordings on other platforms is prohibited. 

Submit a Session 

Enter your session details and add your call for participation if you are seeking abstracts or panelists. Throughout the process, you can add Community Group sponsors, session organizers, chairs, and discussants. Once you select “Save and Set Agenda” your session will be displayed in the session gallery.  

To add presenters or panelists to your session, you will need to collect their submission codes. All presenters and panelists will need to make a submission through the portal. Organizers, chairs, and discussants do not need to make a submission. You do not need to finalize your session, AAG staff will finalize sessions after the December 17th editing deadline.  

Please contact meeting@aag.org with any questions. 

Tips for Session Organizers and Session Chairs 

  • Reach out to your participants before the meeting to establish time expectations. During the session, keep time to ensure everyone stays on track.

  • Check with your presenters to ask about any needs they must have to present comfortably, including any accessibility needs.

  • Harassment-Free AAG: Include the following at the beginning of your session whether verbally, on the slide we have provided, and/or through ZOOM Chat:  "AAG is committed to an environment free from harassment. All participants are expected to follow our event code of conduct." 

  • Introduce yourself using your pronouns and encourage participants to do the same.     

  • Explain to audience members and participants how/when questions will be addressed during your session.  

  • For virtual, in-person streaming, or hybrid sessions:

    • Welcome all virtual attendees, and specifically call out potential Node attendes

    • If not actively speaking, encourage virtual participants to mute themselves to reduce background noise.  

    • Consider disabling video for attendees who are not formal presenters in the session.   

    • When planning a Q&A or discussion portion during your session, designating a moderator can be helpful to monitor any ZOOM chat if your session is hybrid or virtual.