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Instruction to Chairs and Presenters

Organizers and Chairpersons

  1. Chairperson Arrival
    Please come to the staff desk at the front right corner of the meeting room 15 minutes before the starting time, and identify yourself to the staff.
  2. Procedure and Time Management
    Organizers and chairpersons are expected to ensure that each presenter carefully observes the time limits, in order to maintain the meeting schedule.
    The schedules for the symposia, workshops and forums are listed in the program. If any change from the schedule is necessary, please inform the staff at the meeting site.
    The staff will assist with timing. Please make any necessary arrangements regarding the bell signals before the session.
    Unless special arrangements are made, the following timing signals will be used.
    1. One ring: 2 minutes to end of presentation
    2. Two rings: End of presentation, start of questions
    3. Three rings: End of questions, end of presenter’s time

Guidelines for Symposium, Workshop, and Forum Presenters

  1. Language of Presentations
    All symposia will be held in English.
    Some workshops will be in English, and some will be in Japanese.
    All PowerPoint presentations for symposia and workshops must be prepared in English.
    All forums will be held in Japanese.
  2. Timing of Presentations
    Please note that the timing of the presentation period and the discussion period may vary for each presentation.
  3. Method of Presentation
    All presentations will be delivered electronically. You must bring your own laptop computer. (Please read carefully the “Technical Requirements for Your Laptop Computer” below.)
  4. Arriving for Your Presentation
    Please bring your computer to the preview desk 20 minutes before the start of your presentation.
  5. Sound Output
    Sound output equipment will not be available.
    Technical Requirements for Your Laptop Computer
    • our computer will link to the LCD projector in the meeting room via a VGA connector (also known as an RGB connector or a 15-pin D-sub connector). Please check whether your computer requires an adapter to accept a VGA connection. You must bring your own adapter.
    • Be sure to bring a power cord for use in case the battery charge is exhausted.
    • Adjust the settings to prevent activation of the screen saver or power-saving mode.
    • To let you manage your own presentation, the podium is equipped with a display monitor, mouse, and slide control switch.

Guidelines for Poster Presenters

  1. Posting Period
    Each presentation will be posted for one day. Please mount your poster on the morning of the presentation day.
  2. Schedule for Mounting, Display and Removal of Posters
    You must stand in front of your poster through the scheduled explanation/discussion period, and be available for questions and discussion. Please wear the yellow presenter’s ribbon on your chest.

      Each Poster Presentation Day
    Mounting 8:30-10:00
    Display 10:00-16:00 (10:00-13:15 on Sat., Dec. 12)
    Presentation /
    Discussion    		 Free discussion: 16:00-16:30 (13:15-13:45 on Sat., Dec. 12)
    Odd numbers: 16:30-17:30 (13:45-14:45 on Sat., Dec. 12)
    Even numbers: 17:30-18:30 (14:45-15:45 on Sat., Dec. 12)
    Free discussion: 18:30-19:00 (15:45-16:15 on Sat., Dec. 12)
    Removal 19:00-19:30 (16:15-16:45 on Saturday, December 12)
  3. Display Information

    <Display location>
    The last four-digit presentation number is at the upper left corner of each panel. Use the panel that matches your number. Push pins for mounting the poster will be on the panel. Refer to poster panel layout to locate your panel.

    <Display Dimensions>
    The panel space available for your poster is 135 cm wide x 150 cm high (53 inches wide x 59 inches high). The topic, presenter name and presenter affiliation must be in large type at the top of the poster. To allow easy identification of the poster, the lettering of the topic, presenter name and presenter affiliation should be clearly legible from at least 5 m (16.4 feet) away.

    <Mark for Presenter’s Name>
    Place a small circle mark to the left of the presenter name.

    <Display Language>
    The poster must be written in English. The presentation and discussion may be spoken in Japanese.

    <Text Size>
    The poster text should be large enough to be legible from a distance of about 2 meters (6.5 feet). Illustrations and charts should be as large as possible.

    <Poster Removal>
    Please remove your poster when the presentation time is over. The Secretariat will not keep or return posters.

    <Poster Size>

    <Sample Poster>