The deadline for advance submissions is passed. Thank you for your cooperation.
Below is a list of materials that presenters are required to submit in advance. Please check your presentation category and mode.
All materials for advance submission (videos and PDFs) must be submitted via our submission system by August 19, 2023 [Extended].
*On July 25 (Japan time), an email was sent to either the first author or the corresponding author of each presentation from the program committee with the URLs for submission of movies and poster pdfs. Please look for it in the junk folder if you have not seen it. We have noticed that the email may be regarded as a junk (or SPAM) in some cases.
Please submit your videos and posters through the individual URLs sent to you (or your coauthor) by the email with the file names following the instruction written in the email. (Please do not try to send them in the EasyChair system. Actually, there is no way to do so in the EasyChair system.)
Please create the video data in MPEG-4 format (.mp4). We intend to share the submitted materials via Google Drive for the duration of the conference. The materials will be made private, and the data will be deleted after a certain amount of time. To protect the intellectual property of the presentations, downloading the videos will be disabled. The presentation videos stored on Google Drive will be accessible from the e-proceedings.
During the conference, the e-proceedings will be your go-to resource. It will not only contain links to materials such as videos and posters stored on Google Drive but will also provide access to an online platform where participants can engage in discussions. Furthermore, full papers and structured abstracts will be shared through the same e-proceedings. Please note that paper copies of proceedings and programs will not be distributed.
Attendees who are participating in person should first complete the registration at the reception desk and collect the conference brochures and other materials.
Detailed Information on Materials for Advance Submissions and Presentation Guidelines
Presentation Guidelines
More than half of the presenters must attend the event in person. Even if all presenters are presenting on-site, please broadcast all presentations via Zoom for online attendees. Each venue will have at least one technical assistant who provides support for the Zoom broadcast. Please note that Zoom sessions will not be recorded.
In the symposium, you have the flexibility to schedule presentation and discussion times within the allocated time (90 minutes). We recommend that the convener act as moderator, but other people may also do so.
*For On-Site Presentations
Please connect your own laptop to the projector using an HDMI cable. At the conference venue, our staff will be positioned at the back of the room to capture the presentations using a video camera. The live stream will include both the presenter and the presentation slides, providing a comprehensive view of the event for online participants. Presenters do not need to connect to Zoom themselves. The audio will be picked up from the speakers by the microphone of the streaming PC.
The venue will have a minimum of three microphones, a projector, and stereo speakers. If you require any additional equipment, please make your own arrangements (you cannot send items to the venue by post, and the conference organizers cannot provide them on your behalf). The projector in the venue connects via HDMI. Please ensure that your computer is prepared to connect with an HDMI cable. Adapters and laptop PCs will not be provided at the venue.
*For Online Presentations
Join the assigned Zoom link and share your screen to conduct your presentation. The venue will project your presentation for the audience to view. If you are presenting via Zoom, please perform screen sharing and audio checks during the break before the session begins.
Materials for Advance Submission for Symposium Presenters (Deadline: August 10, 2023)
Presentation Guidelines
Spoken presenters may deliver their presentation in three ways: on-site, via Zoom, or via pre-recorded video. Presentations using these three methods may all be mixed within a single session.
An oral presentation consists of a 15-minute presentation, a 3-minute Q&A session, and a 2-minute transition time. The timing is very strict, and if the time is significantly exceeded, the chairperson has the discretion to cut off the presentation. If Zoom attendees wish to provide comments, questions will generally be accepted via text chat to avoid technical issues.
*For On-Site Presentations
If you are presenting on-site, please bring your own laptop PC for the presentation. Computers cannot be provided by the venue unless emergency. The projector in the venue connects via HDMI. Please ensure that your computer is prepared to connect with an HDMI cable. Adapters will not be provided at the venue.
At the conference venue, our staff will be positioned at the back of the room to capture the presentations using a video camera. The live stream will include both the presenter and the presentation slides, providing a comprehensive view of the event for online participants. Presenters do not need to connect to Zoom themselves. The audio will be picked up from the speakers by the microphone of the streaming PC.
The venue will have a minimum of three microphones, a projector, and stereo speakers. If you require any additional equipment, please make your own arrangements (you cannot send items to the venue by post, and the conference organizers cannot provide them on your behalf).
*For Zoom Presentations
Presenters who cannot attend in person may deliver their presentation via Zoom. Please use your own computer to share your presentation files and stream your presentation. The attendees at the venue will watch your presentation via your shared screen. If you are presenting via Zoom, make sure you have a good internet connection. Also, please check the functioning of Zoom with the session chair and perform any necessary screen sharing and audio checks during the break before your session starts.
*For Pre-Recorded Presentations
Although not highly recommended, you can also deliver your presentation by submitting a pre-recorded video. In that case, the session chair will play your video during the time slot assigned to you. If you are attending via Zoom at that time, you can engage in the Q&A session online. However, if you are not present, the Q&A session will not be held. It is possible that people post questions on an online discussion forum specifically associated with your presentation. The e-proceedings will provide a link to this dedicated discussion forum. As a presenter, please be vigilant and prepared to promptly respond to any questions or comments that are posted on the forum.
Materials for Advance Submission for Oral Presenters (Deadline: August 10, 2023)
Presentation Guidelines
Poster presenters have two options: on-site presentation or pre-recorded video presentation. These two types of presenters will not be mixed within the same session. Poster presentations have been assigned to one of five designated slots: Poster 1a, Poster 1b, Poster 2a, Poster 2b, or Online Poster (which should be made available once the program is published). Please follow our instructions regarding where to set up your poster at the venue on Day 1 or upon your arrival.
*For On-Site Poster Presentations
If presenting on-site, please bring your own printed poster. Posters cannot be printed at the venue. The standard size for posters is vertical (portrait) orientation and up to A0 size (841mm width x 1189mm height). You can also use smaller paper of smaller sizes, such as A3 or A4, and affix them together. On-site presentations will not be streamed online.
You can display your poster from the first day and throughout the entire conference. Please check in and provide your name at the reception area in the poster venue and personally display your poster on the assigned board. Ensure that your poster remains displayed for the whole duration of the conference. Please make sure to take down your poster by 12:00 PM on the final day, which is August 28. If you need to leave the conference early, you may retrieve your poster when you leave or you may ask someone to retrieve your poster for you after your poster session has concluded.
Poster presenters are assigned to either Poster Session 1 or Poster Session 2. Each 120-minute poster session will be further divided into two 60-minute time “core time” slots (the time during which the presenter is required to be present): a first half (Poster 1a or 2a) and a second half (Poster 1b or 2b). During your assigned time (60 minutes), please stay close to your poster and engage in discussions with attendees. A presentation may be considered canceled if the presenter is absent during their assigned time, even if the poster is displayed.
Tables will be placed near the poster boards. Please share the tables with your fellow presenters. If planning to showcase materials (e.g., demonstrations), please note that access to electrical power will not be provided.
*For Online Poster Presentations
If you are unable to attend in person, you are required to submit a pre-recorded 15-minute presentation. There is a time slot allocated for online poster presentations, but please be aware that this timing might not be convenient for your time zone. In any case, there is a possibility of receiving comments from individuals who have viewed your presentation on the dedicated discussion forum for each presentation, linked from the e-proceedings. If you receive any questions or comments, please make sure to reply during the conference.
Materials for Advance Submission for Poster Presenters (Deadline: August 10, 2023)