NOTES FOR PARTICIPANTS

General Information

Registration area
The registration area is located near the entrance of the Kyoto International Conference Center. Here, participants who have paid the registration fee will receive the name badge and the congress kit, which includes the program, USB, writing paper, ballpoint pen, map of Kyoto, and so on. Your “Certificate of Attendance” is also available there. Please note that any participant registered as an “accompanying person” will not receive the official program and USB storage.
　The registration desks are open from 1:00 p.m. to 5:00 p.m. on August 4 (Sunday), from 7:30 a.m. to 5:30 p.m. on August 5 (Monday), 7 (Wednesday) and 8 (Thursday), and from 7:30 a.m. to 7:00 p.m. on August 6 (Tuesday). Please be sure to complete the registration procedures before participating in any of the official conference sessions. Since the opening ceremony is scheduled from 10:30 a.m. on August 5 (Monday) and registration before the ceremony is expected to be very crowded, we recommend that you complete your registration on August 4 (Sunday), 1:00 p.m.- 5:00 p.m.

Information desk
Next to the registration area, there is an information desk providing guidance on French service, the tea ceremony experience, and optional excursions. Here, participants can confirm whether additional applications for the tea ceremony or field trips are still being accepted. A message board for participants is also prepared near this desk. Staff members from the Organizing Committee’s secretariat will assist you.

Notes for entrance to the opening ceremony room
For smooth entrance to the room (Main Hall of the Kyoto International Conference Center) of the opening ceremony, held 10:30 a.m - noon, we would like to ask you to note the following points:
1)You will be able to enter the room from 8:00 a.m. However, since the two doors of the room will be tightly closed at 10:20 a.m., you cannot enter the room from 10:20 a.m. to 11:25 a.m. Therefore, we recommend that you enter the Main Hall early.
2)If you arrive later than 10:20 a.m. and cannot enter the hall, you will be able to watch the opening ceremony on a monitor screen in Room C-1 on the first floor.
3)There will be a security check using a metal detector in front of the Main Hall. For more detailed information, please click HERE. We would like to ask for your understanding and cooperation.
4)Two cloakrooms are available near the registration area. We recommend checking-in unneeded garments, baggage, and other personal items before entering the Main Hall to attend the opening ceremony.

Lunch
Although a restaurant, “The Grill,” is located in the Kyoto International Conference Center, its lunch fare, as well as menu prices, is rather “upscale.” Therefore, we are offering a certain number of lunch snacks, such as sandwiches and onigiri (rice balls) for participants in the “Swan” banquet hall from noon until 2:00 p.m. on August 5 (Monday) and 11:30 a.m. – 2:00 p.m. on August 6 – 8 (Tuesday – Thursday). Since we cannot precisely estimate the number of participants in advance, these lunches will be available on a “first come, first served” basis. Moreover, several restaurants are located near the Kyoto International Conference Center. For detailed information on them, please take a look at the “ICC Kyoto Map” and “Restaurant Guide” pages of the program participants will receive at the registration area.

Coffee break
A coffee break is scheduled at 3:30 p.m. – 4:00 p.m. on August 5 (Monday) and at 9:30 a.m. – 10:00 a.m. and 3:30 p.m. – 4:00 p.m. on August 6 (Tuesday) through 8 (Thursday). Three areas will be used for these breaks: Room 553, the lobby in front of Room C-1/C-2 on the first floor, and the lobby in front of Annex Hall.

Internet service
Internet service is available in the public area (lobby space) of the first and second floors of the Kyoto International Conference Center.

Notes for your health
It is not unusual that in Kyoto the highest temperature of the day exceeds 35℃ (95°F)　in mid-summer, so taking measures against heatstroke is very important. For your health, we strongly recommend that you drink plenty of water; you should wear caps and take water bottle with you, particularly when you are outside. Since vending machines selling drinks are available everywhere in Japanese cities, these are quite convenient.
If you feel out of shape or wish to rest in the medical room of the conference venue, please go to the information desk next to the registration area. In case of extremely serious medical emergencies outside, dial 119 to call an ambulance.

Childcare services
We offer solutions for childcare service but cannot anticipate the actual needs in advance. Therefore, depending on the number of requests, we will determine how to provide support for childcare. This might include, for example, giving information on babysitting, subsidized care, and so on near your hotels or Kyoto International Conference Center. If you need childcare support, we will accommodate your individual requests to the extent possible. Please contact us soon by email (info.igu.kyoto2013@gmail.com) and give us the relevant details, including the days and hours you need childcare and your particular needs for support.

Notes for Presenters and Chairs

1. At least 15 minutes before the start of your session (90-minute time slot), you will need to save your PowerPoint file into the PC set up in the presentation room. Please run through your slides on the PC to ensure the slideshow works properly. For security, please scan your USB drive for computer viruses before connecting it to the PC. The file name of your PowerPoint should include your name so that you can easily identify your file.
2. The provided PC is installed with the 2007/2010 version of PowerPoint and set to a resolution of 768 x 1024 pixels, so please prepare your file using the PowerPoint 2007/2010 version. The PC uses the Windows 7 OS. Although you can use animation and movies, please make sure it can play on Windows Media Player. Please note that, except in Room D and Annex Hall 1, only sound from the PC’s speakers is provided.
3. If you wish to use your own PC in your presentation, please inform the chair and venue assistants before the start of the session. In this case, no support is available from the assistants, and the start-up time of your PC is included in your presentation time. Moreover, please consider the following points:
   
   
   1. Although there is no restriction on the kind of PC, OS or application you wish to use, you must be able to connect to a standard D-sub15 pin VGA video cable. If your PC requires an adaptor to this standard cable, you will need to supply it yourself.
   2. You can use a movie in your presentation, but even though it appears on the computer monitor, it may not show up on the external output monitor. In advance of your session, please preview your video data using the provided external output monitor or projector.
   3. Please reset the screen saver, virus scan, and electric power-saving settings on your PC in advance.
   4. Please be sure to bring and use your PC’s power cable; operating on battery power can cause disruptions and waste time.
   5. No help is available from the assistants for presenters who use their own PC; you will be responsible for connecting and operating your PC as well as providing all necessary equipment.
   
   
4. Five minutes before the start of the session, the chair of the session will confirm that all presenters are present in the presentation room.
5. Twenty minutes are allocated to each oral presentation (15 minutes for presentation and 5 minutes for discussion). If your presentation lasts longer than the scheduled time, the chair may urge you to hasten your presentation to its end by showing cards reading “in 5 minutes,” “in 3 minutes” and “in 1 minute.”
6. If you use a hand-out, please distribute it yourself. The assistants are not able to help you with this.

Notes for poster presenters
Poster presentations will be given in the following two sessions in Annex Hall 1 of the Kyoto International Conference Center: Poster A Display time is 8:00–19:00 on Tuesday, August 6, and 8:00–11:30 on Wednesday, August 7. Core time is from 13:30 to 14:30 on Tuesday, August 6. Poster B Display time is 14:00–17:30 on Wednesday, August 7, and 8:00–19:00 on Thursday, August 8. Core time is from 13:30 to 14:30 on Thursday, August 8.

All poster materials should be confined to the space provided. Below are guidelines for preparing and presenting your poster.

1. Presenters are responsible for preparing and bringing their posters to the conference. The conference will provide pushpins to mount the poster. Poster presenters are responsible for mounting and taking down their posters.
2. In general, a poster should have a title, abstract, introduction, materials and methods, results and discussion, and conclusions. The posters should be readable from 1 meter away and be understandable without oral explanation. Graphs and photographs can be very useful in clearly presenting your results. All written explanations should be clear and concise.
3. Posters should be mounted on a poster board with dimensions of 90 cm width by 210 cm height. We strongly recommend a layout with a portrait-type orientation.
4. You should arrive at least 30 minutes before the display time to set up your poster. Posters must be removed immediately at the end of the section so that the boards can be prepared for the next presenter.
5. Presenters are requested to make presentations in front of their own poster during the core time. If you are a one-day registration participant, please attend on Tuesday, August 6, or Thursday, August 8, so you can participate during the core time.
6. If you have any questions about your poster presentation, please ask our organizing committee at info.igu.kyoto2013@gmail.com.

1. Please enter the presentation room ten minutes before the announced starting time of the session (90-minute time slot) and greet your assistants.
2. Five minutes before the start of the session, please confirm that all presenters are present in the room and that all of their PowerPoint files are already saved in the PC.
3. Please announce that 20 minutes are allocated to each oral presentation (15 minutes for presentation and 5 minutes for discussion).
4. Please ask one of the assistants to keep the time for each of the presentations from when the presenter begins.
5. To avoid over-time presentations, you can show the presenter the cards placed on your desk displaying “in 5 minutes,” “in 3 minutes” and “in 1 minute.
6. Even if a presentation in your session is canceled, you should NOT move on to the next presenter immediately but instead wait until the next presenter's scheduled time. Always keep to the session’s timetable as scheduled. Of course, it's okay to let the audience talk, go to the restroom, etc. while waiting for the next scheduled presenter, or to close the session if the canceled presentation is the final one on the session’s schedule.

Ceremonies and Party/Dinner

Opening ceremony
Date: August 5 (Monday), 2013
Time: 10:30 a.m. - noon.
Location: Main Hall, Kyoto International Conference Center
Program:

Closing ceremony
Date: August 9 (Friday), 2013
Time: 10:00 a.m. - noon.
Location: Annex Hall 1, Kyoto International Conference Center
Program:

Cocktail party
Date: August 5 (Monday), 2013
Time: 6:00 p.m. – 7:30 p.m.
Location: Banquet Hall Swan and the Garden, Kyoto International Conference Center
Note: Every participant can attend this party.

Gala dinner Date: August 7 (Wednesday), 2013
Time: 6:30 p.m. – 9:00 p.m.
Venue: Ganko Takasegawa Nijoen
Website: http://www.gankofood.co.jp/en/
Cuisine: Japanese
Style: Table and chair style
Access: The nearest subway station is “Kyoto Shiyakushomae” on the subway system’s Tozai Line.
It takes about five minutes on foot from this station to the venue.