2015 Joint Assembly Media Advisory 2

17 April 2015

2015 Joint Assembly: Preliminary press conference topics; Virtual Press Room now live

Palais des congrès de Montréal
201 Viger Street West
Montreal, QC H2Z 1X7, Canada.
3-7 May 2015

Contents of this message:

  1. Press conferences
  2. Virtual Press Room and PIO Uploader
  3. Press registration and badge pick-up information
  4. Press Room information
  5. Hotel information
  6. Visa regulations for international reporters


1. Press conferences

The AGU Public Information office is planning a number of press conferences to highlight newsworthy presentations at the 2015 Joint Assembly. So far, we expect briefings on craters, thunder, water contamination, mining, and wine-making in Canada. This list may grow and is subject to change.

A full list of press conferences, including a title and summary for each briefing, speakers and date/time, will appear in a future media advisory and will be posted on the 2015 Joint Assembly Media Center about a week before the meeting’s scientific sessions begin.

All press conferences will take place in the Press Conference Room: Room 523B. Reporters unable to attend the meeting will be able to participate in press conferences remotely. Additional details about remote participation in press conferences will appear in a future media advisory.


2. Virtual Press Room and PIO Uploader

During the Joint Assembly, journalists can find press releases and many resources online in the Virtual Press Room in the Media Center on the Joint Assembly website. Public information officers (PIOs) can now post releases and other materials on the site.

For public information officers: Sign up now for a login for the PIO Uploader. PIOs with a login can add press releases, tip sheets and press conference materials to the Virtual Press Room at any time before or during the meeting, including uploading items in advance and scheduling them to post during the meeting. To register for a login, go to the Media Center on the Joint Assembly website and click on the “For PIOs” tab. Only registered PIOs will be allowed to upload content.

For journalists: Press releases and press conference materials (including PowerPoint presentations, images, videos, scientific papers, and more, as available) are added to the Virtual Press Room during the meeting for easy online access.


3. Press registration and badge pick-up information

Online press registration for the Joint Assembly is now open. Please pre-register to expedite the on-site badge pick-up process.

Press registrants receive, at no charge, a badge that provides access to all scientific sessions, the press room and the press conference room. For eligibility requirements, please visit the Press Registration Eligibility Requirements page.

Approved press registrants should print and bring their confirmation letter with them to the event.  Badge pick-up will be available at the main registration counter of the meeting. When you arrive, please proceed to the main registration counter. If you don’t remember to bring your confirmation letter, you can show identification to staff there who will be able to verify your registration and issue you a badge.

Eligible members of the press may also register on-site at the meeting. Members of the press who wish to register on-site should proceed to the Press Room, Room 523A of the Palais des congrès de Montréal.

International Reporters: See important Visa information below if you are planning to attend the 2015 Joint Assembly and are not a citizen or resident of Canada.


4. Press Room information

The Press Room is Room 523A. The Press Room provides working space for reporters, including computers, a printer, Wi-Fi, and space for working and networking with colleagues. In the press room — and in an online Virtual Press Room to appear later on 2015 Joint Assembly Media Center — members of the news media will find copies of press releases about developments in Earth and space sciences presented at the meeting.


Press Room Hours:

Monday May 4 – Wednesday May 6: 7:30 AM – 6:00 PM

Thursday May 7: 7:30 AM – 2:00 PM


5. Hotel information

Press registrants may reserve rooms at select Montreal hotels with special discounted rates. The deadline to receive the discounted rates is 11:59 P.M. EDT on Friday, April 3. Please note that May is a very busy period in Montreal and attendees are encouraged to make their reservations early. Rooms must be reserved through the online system in order to benefit from the discounted rates. Visit the Housing page on the 2015 Joint Assembly website for more information about booking a hotel room.


6. Visa regulations for international reporters

Some journalists may need a visa to cover the meeting. Please visit the Citizenship and Immigration Canada (CIC) Site to determine if a visa is required for entrance, how to apply for a visa and required documentation. Attendees are encouraged to submit applications well in advance of the Joint Assembly at a Visa Application Centre.

Online Process

Attendees who need a visa but require their passport for other travel purposes are strongly encouraged to submit their visa applications online.  Those who choose to apply online will not have to submit their passport until applications are approved. If required, the visa office will provide instructions on the process for sending the passports.

Visa Application Centres (VACs)

VACs are commercial service providers authorized by Canada to provide specific services to applicants, including assistance with completion of forms. Applicants who are required to provide biometrics informationas part of the visa application process can do so at a VAC.  Additional information on the biometrics requirements is available at the CIC website. VACs send applications to Visa Offices and transmit decisions to applicants in a secure and confidential manner. VACs do not process visa applications and play no role in the decision-making process.

Visa Application Processing Times

Processing time for visa applications vary depending on the office and the time of the year.  Participants should be encouraged to apply early for their visas, and to submit complete applications including all supporting documents.  Visit the CIC Web site for more information on the time it takes to process applications at various offices.