Guide for Presenters and Session Chairs

Official Language

The official language of the conference is English.

Information for Oral Presenters Who Are Going to Use Mac PCs

As you may know, connection problems can occur between Macintosh PCs and projectors. To minimize such problems during your presentation, we would like to ask your cooperation in the following:

    Before the beginning of the conference:
  • Please find a conversion cable with which you can connect successfully your PC to a VGA projector. Bring it to the session room with you.
  • If your presentation is not prepared in PowerPoint, it is advised also to have a PowerPoint version, if possible, and bring it in a USB memory.
  • Please prepare also a PDF version of your presentation and bring it in a USB memory. This might cause a degradation of your presentation, but it could be the last option.

    • At the conference:
  • Please come to the session room as early as possible and check that the projection from your PC works well. It is recommended to do it at a coffee/lunch break sufficiently prior to your presentation. In each session room, a conference staff will be on stand by during the conference hours.
  • Please check it again at the coffee/lunch break right before the session of your talk.

Oral presenters

  • The presenters must appear in the session room 10 min before the assigned session starts and inform the session chair of their arrival. The presenters are also required to prepare and check the presentation in the assigned session room. It can be done at any coffee/lunch break prior to the assigned session. In each oral session room, a PC with Windows 10 and PowerPoint 2016 is prepared for the projection of the presentation.
  • Presenters using the arranged PC are required to bring a USB memory containing the PowerPoint or PDF file for the presentation. After copying the file to the PC, confirm that the slideshow works well.
  • Presenters who want to use their own PC are requested to check the connection to the projector and preview the slideshow. The projector cable is terminated by a mini D-sub 15pin connector (VGA). A conversion cable for HDMI port is also available in each room. The presenters using other connection type needs to bring an appropriate conversion cable.
  • The presentation times for oral talks are
    Plenary talk; 45 minutes (40 min. presentation + 5 min. discussion),
    Keynote talk; 30 minutes (25 min. presentation + 5 min discussion),
    Contributed talk; 15 minutes (12 min. presentation + 3 min. discussion)
  • It is critically important that the oral presentations keep to the schedule to facilitate the attendees participating the presentations given in parallel sessions.

Poster presenters

The poster panel is W900 mm and H2100 mm. Therefore, A0 sized poster in portrait form would be appropriate. Pins to post the posters are available at the poster session desk located near the poster area. The poster presenters are required to set the poster before the assigned session starts. It is recommended to do it during the morning coffee break to enable the previewing prior to the session time. (afternoon break on Monday). Poster presenters should visit the poster session desk to report the arrival at the beginning of the session and stand at their posters during the session, to facilitate discussions. The presenters should remove the poster immediately after the session ends. After each session, conference staffs will remove and discard the remained poster.

Session chairs

The session chairs are requested to come to the assigned session room 10 min before the session starts and confirm that all the presenters in the session arrived and the presentations are ready. A special care is needed in running the session strictly on schedule, since attendees may come from other rooms to hear a specific talk in your room. Hence, any missing talk should not be filled by moving forward the remaining talks in the session and not allow the speakers to exceed the presentation time. It is recommended to warn the speakers 2 minutes before the end of the talks (5 minutes for keynote talks). A session checklist will be set in each session room, and should be filled out by the session chair. In each room, a conference staff will help the chair in the use of PC, lighting control, audio, time keeping, etc.