• Register for the meeting so you can access the virtual platform (all attendees including speakers, presenters, exhibitors, and press must be registered). If you need assistance with registration please contact reg-help@aas.org
• Test your login. Log in to the AAS site with the same user name and password as used for registration. Make note of your user name and password. You will need it to access the virtual meeting.
• Plan your trip 
• Login to view the Registrant List
• Join Slack and review the Slack Tutorial:  https://slack.com/help/articles/360059976673-Slack-video-tutorials

By 10 June you will receive a private invite to the Slack workspace: 

240th Meeting of the AAS on Slack

• Familiarize yourself with the Block Schedule or the Program Planner.
• Check your internet connection, sound, and camera settings on your computer. As an attendee, you will have an opportunity to interact face to face with our exhibitors and other attendees, if you wish. Therefore, we suggest checking your computer audio and video settings before joining. Learn how here.
• Watch zoom training videos indicated in the resource gallery below to become familiar with the platform. Please note that you DO NOT NEED TO INSTALL the Zoom application on your device in order to participate. You will have the option to view all Zoom webinars and meetings from your browser (Chrome is suggested).
• Learn How to Get the Most of Online Events and Conferences to maximize your participation, and educate yourself about online meeting participation etiquette.

The 240th meeting will utilize Zoom Meetings and Webinars.

Here is an Attendee Overview from AAS 236 and AAS 237 to further show the user experience: 

AAS 236 Attendee Overview

AAS 237 Attendee Overview

Please review the Zoom Learning Resources below to help familiarize yourself with the platform:

• Joining a Zoom
• Using Zoom in my browser only
• How do Zoom Webinars Work?
• How do Zoom Meetings Work?
• What is the Difference between Zoom Webinars and Zoom Meetings?
• How to Change My Zoom Virtual Background?
  • We invite all presenters to use the AAS-approved virtual backgrounds when you are on camera. You are also welcome to use your own virtual backgrounds.

How do I access the hybrid meeting?

Here is a video from AAS 236 to show the user login experience: AAS236 Attendee Login

How do I attend an oral session?

Attendees will be able to access sessions in-person and virtually.

Below is a list of the sessions and features included with registration.

Virtual Attendance

After signing into the hybrid meeting, attendees will enter the virtual lobby. Upon entering the lobby, attendees will be prompted to click "Auditorium" or select the tab "Auditorium" at the top of the screen. From there, you will enter the auditorium and with your mouse, click the black screen that says "click here to join sessions" in order to access the list of sessions for a specific day.

When viewing the schedule of the day, a session is available when the "join" button appears.

Approximately 5 minutes before the start of each session the "join" button will appear allowing individuals to come in, prepare to listen, learn, and engage in science.

How do I network during the hybrid meeting?

All attendees will have an opportunity to network via Slack throughout the hybrid meeting. Visit the registrant list to find out if your colleagues and friends have registered for the meeting.

Access to Slack will be available in the virtual lounge.

Upon entering Slack, there will be multiple channels available for chat.

As a virtual attendee, how do I view an iPoster?

Virtual Attendees will access the iPosters via the Gallery through a web browser and the AAS Virtual Environment. iPoster Authors can communicate with presenters using the designated Slack Channel. Many authors will pre-record a narration of their iPoster, so make sure you look for and LISTEN to those iPosters.

The iPoster gallery will be made available the week of 7-9 June 2022.

Check back for more information!

How do I visit an Exhibitor?

The Exhibit Hall will be in-person at the Pasadena Convention Center.

Check out this awesome list of exhibitors and their location: 

https://aas.org/meetings/aas240/meeting-exhibitors

View the floorplan

What information will be available to me post meeting?

Meeting attendees will have access to the recorded sessions after the session has concluded. Following the meeting, the AAS will offer other options to non-registrants. 

More information on other opportunities to access the videos is to come! 

How do I access the post-meeting information?

More information on other opportunities to access the videos is to come! 

How do I give my talk?

If you are giving a talk in-person, visit the speaker ready room prior to your session date and time to have your talk uploaded. Or simply upload your talk here: https://warpspeedtech.com/aas-240-presenter-page/

If you are giving a talk remotely, you should have received several emails with an invitation to a Zoom link for the day and time of your oral talk. Locate this email and click on the link 15 minutes prior to the start of your talk so you can rehearse to make sure your computer settings work properly. 

Check the Block Schedule and make a note of your session date and time (time zone: PT, Pacific time)

Practice your presentation in a quiet, comfortable well-lit area.

All oral presentations in which the speaker is onsite in Pasadena will simply use pre-programmed Zoom on the speaker launchpad in the designated meeting room.

All oral presentations in which the speaker is not onsite in Pasadena will be through "screen share", so it is important that you practice your presentation on the laptop or computer you plan to use on the date and time of your scheduled session.

• Presenters not onsite in Pasadena will receive a customized email invitation with a unique Zoom URL for that presenter only.
• This URL will access the assigned session as the role of a presenter.
• Do not share this URL as it will not work for anyone else and will expire once your session is over.
• More details and instructions will be explained in the Presenter Training webinars.

Plan to attend one of the following Presenter Training webinars (recordings of these sessions will be posted here):

 (Time zone indicated: ET, Eastern time)

How do I give my talk?

For AAS 240, all iPoster presenters will be featured in the iPoster Gallery.

iPoster authors do not give Oral talks. In-person iPoster presenters will present their poster during the designated poster time in the Exhibit Hall in Pasadena, California.

You should have received several emails with an invitation confirming the day and time of your poster session.

Instead, iPoster authors speak about their posters by standing next to the poster terminals in the exhibit hall. 

Check your email for instructions on logging into the iPoster portal to begin putting together your iposter.

iPoster authors will also be able to participate in discussions on Slack regarding their poster. 

DEADLINE TO SUBMIT YOUR IPOSTER: May 27th

We recommend that you use the Narrate feature when authoring your iPoster. This will allow attendees looking through the Gallery to view your iPoster as if you were right there with them explaining the highlights.

View iPoster Sessions Tutorials

For an overview of editing the Templates and a look at how your iPoster will be displayed at your meeting, check out our Tutorials. If you have questions about creating your iPoster, you’ll find answers to most of them by visiting our Quick Guide and FAQ. If you'd like to see what your AAS colleagues have done at previous meetings (and how your iPoster will be displayed) take a look at the Gallery Screen from AAS 237.

Upcoming iPoster / iPoster-Plus Author Training via Zoom

iPoster / iPoster-Plus Author Training #1
Wednesday, 12 May 2022 | 10:00 AM EST | View Zoom Recording

iPoster / iPoster-Plus Author Training #2
Wednesday, 19 May 2022 | 2:00 PM EST | View Zoom Recording

iPoster / iPoster-Plus Author Training #3
Wednesday, 26 May 2022 | 3:30 PM EST | View Zoom Recording

If you have not confirmed your participation as session chair, please contact our Science Program Administrator, Sherrie Brown.

Check the Block Schedule and make a note of your session date and time (time zone: PT)

Session Chair Information

Regular contributed oral talks are 10 minutes.
(5 minutes for talk + 3 minutes for questions and answers + 2 for changeover)

Dissertation contributed oral talks are 20 minutes 
(15 minutes for talk + 3 minutes for questions and answers + 2 for changeover)

Special Session talks vary in length.
As the Chair and Session Organizer, you will control the length of each presentation.

Invited talks are 50 minutes.
(40 minutes + 10 minutes for questions and answers)

The Responsibilities of Session Chairs

Watch the Session Chair training video.

If in person, please attend the Session Chair breakfast on the morning of your scheduled session.

Keep a copy of the Session Chair Cheat Sheet to refer to when onsite.

Plan to attend one of the following Presenter Training webinars (recordings of these sessions will be posted here):

 (Time zone indicated: ET, Eastern time)

Visit the Exhibitor FAQ page for the most up-to-date details.

View the floorplan

Visit the press information page for the most up-to-date details: https://aas.org/meetings/aas240/press