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Program Committee

Meeting Coordinator

Committee Purpose

The Program Committee (PC) shall advise the Council as to programming in which the Society, through its members, contributes to the advancement of the profession and the interests of the membership. The PC is responsible for developing a revolving three-year plan of Society activities and for maintaining a close liaison with the coordinators for the various Society meetings and activities.

Committee Composition and Term

The PC shall consist of the Past Vice President, the Vice President (Secretary), the Vice President-Elect, the Field Trip / Field Training Course Coordinator, Short Course / Workshop Coordinator and all Meeting Coordinators. Each Coordinator, nominated by the Committee on Committees and ratified by Council, serves a two-year term from the time of selection through the completion of his/her program. The Past Vice President shall serve as Chair of the PC. The Executive Director and Vice President for Regional Affairs shall be ex officio voting members of the PC.

The Vice President, Vice President-Elect, Past Vice President, and Vice President for Regional Affairs, shall comprise a steering committee for the PC, to screen proposals for new programs, and to present selected recommendations to the full PC for discussion and action. The Program Steering Committee shall have discretionary authority over allocation of funding for small-scale program initiatives but must coordinate closely with the Executive Director.

Meeting Coordinator Guidelines

  • Meeting Coordinators are expected to attend all PC meetings held during their term; to send a knowledgeable substitute if they are unable to attend; or at a minimum submit a report to the PC Chair. A final report to the PC, summarizing meeting statistics and results, is due after the completion of the Coordinator’s meeting.
  • A Meeting Coordinator should be invited to a PC meeting approximately two years prior to the meeting for which s/he has been selected.
  • Please see Program Committee General Guidelines for additional Meeting Coordinator responsibilities.

GSA Meeting Coordinator Guidelines

Duties of SEG Technical Program Chair for GSA Annual Meetings

  1. Plan the SEG technical program well in advance (at least one year), in collaboration with the Program Committee. Attend SEG Program Committee meetings during the two years prior to your GSA program, in order to get feedback and approval.
  2. Evaluate themes of SEG special sessions to ensure timeliness and widespread interest.
  3. Integrate as necessary any SEG short courses, scheduling these preferably prior to the GSA meetings not after (lower attendance likely); coordinate with the Short Course / Workshop Coordinator as necessary.
  4. Provide SEG an early estimate of money needed to partially support travel costs for keynote speakers, foreign session chairs, etc. SEG limits for support are normally $1000 for people from overseas and $500 for North Americans.
  5. Coordinate with Executive Director and his SEG Headquarters Staff in Littleton, Colorado regarding all aspects of the program. Especially coordinate with chairs/co-chairs of the SEG Special Session and any Topical Sessions with respect to status of their sessions, problems, etc.
  6. For GSA purposes, the SEG Special Session is not a symposium per se, and is not scheduled like formal GSA symposia or special sessions; arrangements for this Special Session need to be coordinated with GSA staff (e.g., Nancy Carlson at ncarlson@geosociety.org). Talks for the SEG Special Session can be 20 minutes each (30 minutes for keynotes).
  7. Special SEG sessions during GSA week (i.e., not ‘regular’ oral sessions) are designated as Topical Sessions and must follow GSA guidelines. Except for keynotes all talks in Topical Sessions are limited to 15 minutes; excluding keynote speakers all talks are volunteered hence you cannot selectively invite speakers to these sessions. All GSA Topical Sessions require a submitted proposal, which typically is due to GSA in early January of the same year as the meeting (forms are available on the GSA Web site.
  8. Closely coordinate with leaders of SEG field trip(s) especially regarding guidelines and deadlines for the SEG Guidebook (completed/reviewed text and figures are due to SEG copy editing in early August).
  9. The SEG Program Chair is a member/representative of GSA’s Joint Technical Program Committee (JTPC), which requires close coordination with GSA headquarters staff in Boulder, Colorado (Nancy Carlson et al.).
  10. Ensure that GSA advertises the SEG Special Session and field trip(s) in Geology Today (spring and summer issues) and other GSA publications; keep on top of this with GSA staff or it might slip through the cracks.
  11. Coordinate with GSA technical program meeting chairs (not GSA staff) who are different each year.
  12. In early August, organize the technical program for GSA week, using the GSA special Web site. You must be available during early August, with Internet access, in order to organize the program. This work (4-5 days) involves arranging the abstracts for all SEG sessions, selecting rooms for sessions (coordinate with the overall meeting chairs; make sure the rooms are not too big or too small), and picking chairs for the ‘regular’ SEG oral sessions (these normally are people who are giving talks in the respective session; you must get their approval to do this job). Except for Saturday, GSA sessions run from 8:00 am to Noon, and from 1:30 pm to 5:30 pm. A 10-minute (or longer) introduction is generally needed at 8:00 am for the Special Session and for the Topical Session(s). Try to include for each session 15-minute slots for coffee breaks; GSA does not provide coffee/tea/sodas in meeting rooms; if you wish to have these beverages provided, this must be specially arranged, but is generally too expensive unless paid for independently by an outside source (e.g., a mining company). Make sure there is only one SEG-related session scheduled for any given time period (i.e., no conflicts). Normally there will be sufficient volunteered talks to fill three ‘regular’ SEG oral sessions and one poster session. Talks for the ‘regular’ SEG oral sessions are limited to 15 minutes each (no exceptions); try to arrange these into logical groupings by deposit type(s), and select an appropriate title for each ‘regular’ oral session based on these groupings (this is done via the GSA special Web site). Reserve a time slot in the SEG program (generally a ‘regular’ oral session) for the Distinguished Lecture, starting at 10:30 am on the same day as the SEG Luncheon (in the past Tuesday of GSA week); identify someone within SEG to formally introduce the Distinguished Lecturer, prior to his/her talk; the Distinguished Lecture ends the morning session, finishing at 11:30 am, in time for the SEG Luncheon which starts at Noon. Resume the SEG program on the same afternoon (generally another ‘regular’ oral session) starting at 2:00 pm (not 1:30 pm), in order to allow people to get to the afternoon talks after the luncheon. Try not to schedule Topical Sessions or ‘regular’ oral sessions on Thursday afternoon (generally low attendance), but if necessary this time slot can be used for the economic geology poster presentations.
  13. GSA provides all equipment for rooms including mikes, timers, laser pointers, 35-mm and overhead projectors, two screens, etc. They also now provide laptops (PC) and a computer projector for PowerPoint presentations, but this is problematic: make certain in advance about GSA requirements for PowerPoint presentations in terms of files needing to be brought by speakers on Zip disks vs CDs, Mac availability, sufficient RAM on laptops and on computer projectors for large GIS files, etc. In many cases the student projectionists in the back of the rooms are not experts in PowerPoint.

Last revision: December 2002