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Meeting Planning Services

Frequently Asked Questions


  • Do I need to register to attend the Heliophysics 2050 virtual workshop?
  • Yes, you will need to register to access the live and on-demand sessions and iPosters.
  • Do I need to download or install any software to attend the virtual workshop?
  • No, all you need is a standard web browser and a stable internet connection to access the virtual workshop website. For the best experience, use Google Chrome to access Gather.town.
  • Will there be a registration fee?
  • Registration fees are not being collected for this virtual workshop, but registration is required for communication purposes, including virtual access information. Only registered attendees will receive an e-mail from Houston Meeting Info before the workshop with virtual connection information.
  • What is the expected outcome of the Heliophysics 2050 Workshop?
  • In particular, this workshop will focus on discussing a strategic, multi-decadal science framework for solar and space physics to enable community members to incorporate into framing white papers to the Decadal Survey process. A website has been created to allow members of the heliophysics science community to inform one another of intent to submit a white paper as part of the solar and space physics decadal survey. The purpose and scope of the workshop are provided here: https://www.hou.usra.edu/meetings/helio2050/.

Workshop Program

Click here to find more information about the Heliophysics 2050 Workshop program.

  • Is the iPoster format the only option for poster presenters?
  • All posters will be submitted through the iPoster format, which can include images, text, video and audio files, and interactive communication tools.
  • Will there be a dedicated timeslot for the poster sessions?
  • Daily poster session hours are from 5:00–6:00 p.m. EDT, in Gather.town, as indicated in the schedule. Attendees may browse the iPosters at any time of day. Attendees may contact poster presenters and ask questions and leave comments using the chat feature. iPosters will be available for viewing on April 28, 2021, and accessible 12 months after the workshop concludes.
  • How will live oral sessions be handled at the workshop?
  • Those assigned to an oral presentation must pre-record their full-length presentation and submit it by April 25, 11:59 p.m. CDT. All pre-recorded oral presentations will be made available for viewing on April 28, 2021. During the live sessions, speakers will give a brief overview (10 minutes) of their pre-recorded presentations, followed by a community Q&A session.
  • I am a scene-setting speaker. What deadlines do I need to meet?
  • More information about preparing and submitting presentation recordings and a brief overview presentation are available here.
  • How can I ask questions during the live oral sessions?
  • Each live oral session will have session moderators to monitor the Q&A. Attendees will type their questions, and moderators will read them to the speakers during the session. The speakers will do their best to answer as many questions as possible during the allotted time. Attendees will be able to upvote questions. Slack will also be used for Q&A and discussion.
  • Will I have access to recordings of the sessions after the workshop has concluded?
  • Registered Heliophysics 2050 attendees will have full access to the recorded sessions after the workshop has concluded for up to 30 days.
  • Will there be networking opportunities for attendees?
  • The virtual workshop has interaction and networking opportunities built into the platform.

Virtual Environment

  • What time zone is the Heliophysics 2050 Workshop?
  • Time zones listed in the online program reflect both U.S. Eastern Daylight Time (EDT) and U.S. Pacific Daylight Time (PDT). Please check Worldtimebuddy.com to synchronize with your specific time zone.
  • Where do I find the Gather.town link?
  • Head to the Lounge for the Gather.town link.
  • How do I use Gather.town?
  • How to use Gather.town
  • What time is Gather.town available?
  • Gather.town is available May 3–7 from 11:00 a.m.–7:00 p.m. EDT.
  • How do I access Slack?
  • A link to Slack will be sent on April 27. You will also be able to access in the virtual environment.
  • How do I view my schedule?
  • To view your schedule, refresh the page, and it will update the "My Schedule" tab in the auditorium.
  • How do I view pre-recorded presentations?
  • Visit the Auditorium, click on "Click Here for Oral Sessions," and click on the "Pre-recorded Presentations" tab.
  • How do I view oral sessions?
  • Visit the Auditorium, click on "Click Here for Oral Sessions," click on the day, and scroll down to your desired session.
  • How do I join an oral session?
  • A "Join" button will appear in place of the countdown timer 2 minutes before the start of the session. Click "Join," and you will enter the session.
  • How do I ask a question during a session?
  • There will be a Q&A box in each session. Session moderators will read the questions to the speakers during Q&A.
  • How do I view the posters?
  • Click on "iPoster Gallery" in the Heliophysics 2050 virtual lobby.
  • How do I contact a poster presenter?
  • There are multiple ways to contact poster presenters. You can search the gallery for "presentations with chat" to see the time(s) authors are available for a text-based chat. Likewise, posters that have a live presentation will have an associated video conference option at the listed time. Outside those times, there is a "contact author" tab at the bottom of each iPoster so that you may send the author an e-mail.
  • I have an iPoster. How do I present?
  • Instructions for presenting in Gather.town will be available soon.
  • When will recordings of the sessions be available?
  • Recordings will be available approximately 24 hours after the session has ended.
  • Where can I find the session recordings?
  • The recordings will be listed on a corresponding day and at the bottom of the page.
  • How long will the Heliophysics 2050 virtual environment be available after the workshop?
  • Recorded sessions and pre-recorded talks will be available for 30 days after the workshop. iPosters will be available for 12 months after the workshop.
Note: All electronic submission forms are part of the Meeting Portal, which requires users to set up a personal profile to access our electronic forms (setting up a profile is quick and easy, requiring only a few minutes of your time).