Information for Participants

INFORMATION FOR PARTICIPANTS

Registration

1) Registration Counter

Location Category Date and Open Hours
May 23 (Thu) May 24 (Fri) May 25 (Sat)
Sendai International Center
Exhibition Hall 1st floor
Pre-registration
On-Site
07:30 – 17:30 07:15 – 17:30 07:15 – 16:30

2) Pre-Registered Participants

Please bring a registration confirmation letter to AASD Registration counter. The letter was sent to all participants who completed registration and payment in advance (until 12:00 on May 8).

3) On-site Registration

Register at AASD Registration counter.
Payment must be made in Japanese yen with a credit card (Visa, MasterCard, JCB, American Express, and Diners Club) or by cash. No other method of payment is accepted.

4) Registration Fee

Category Pre-Registration Fee On-site Registration
JDS/AASD Member *1 12,000 JPY 15,000 JPY
Non-Member 15,000 JPY 18,000 JPY
Student *2 Free
Trainee (Resident) *3 Free
AASD member living in low or lower-middle income economies *4 /Travel grant winners Waived

*1 JDS member: should be approved by December 2018 AASD member: should be approved by April 30, 2019.
*2 Student Category includes graduate students. Student participants are required to submit a copy of student ID/an official letter certifying their status to the Registration Desk by e-mail (reg-11aasd-62jds@convention.co.jp)
*3 All trainees are required to fill out Certification of Training, which is available from 11AASD/62JDS website and submit it to the Registration Desk by e-mail (reg-11aasd-62jds@convention.co.jp).
*4 Based on the World Bank Categories
https://datahelpdesk.worldbank.org/knowledgebase/articles/906519-world-bank

Registration fee includes:

  • Admission to all scientific sessions of 11 AASD and the 62nd Japan Diabetes Society Annual Scientific Meeting (62 JDS)
  • Access to Exhibition
  • Lunch box on May 23-24 (limited number, first come, first served)
  • AASD Program Book

5) Name Badge

Name badge will be used as a pass. Badges must be worn at all times in Sendai International Center, and other venues for 62 JDS.
You will not be allowed to access to the Exhibition or scientific sessions without a badge.

INFORMATION FOR CHAIRS

Conflict of Interest (COI) Disclosure

Every chairperson of 62JDS/11 AASD (except Digital Poster Presentations, including Sponsored Seminars) is required to disclose COI status. Pre-registered chair COI slides will be shown at the screen at the beginning of each session.

Symposium and Oral Presentations

Please take the next chairperson’s seat at the front row of each session room at least 20 minutes before the beginning of your session. Please kindly notice your arrival to the staff.

Digital Poster Presentations

Please be ready at your booth well before the session and start the session on time.

INFORMATION FOR SPEAKERS

Conflict of Interest (COI) Disclosure

Every presenter of 62JDS/11 AASD is required to disclose COI status of their presentations. If the research included in a presentation was financially supported by any companies or other for-profit groups, the role of the companies or the groups in analyzing the data or preparing the abstract must be clearly indicated. In oral presentations, COI status of the abstract must be shown in the 2nd slide (after the title slide). In poster presentations, it should be at the end of the poster. Samples of the disclosure slide are available on the JDS website: http://www.jds.or.jp/modules/about/index.php?content_id=13.”

Symposium and Oral Sessions

1) Time Allotment

Session Presentation Discussion
Symposium and Award Lectures Allocated time will be announced separately.
Oral 7 minutes 3 minutes
Digital Poster 3 minutes 2 minutes

All speakers are kindly requested to strictly observe the allocated presentation time. All oral session rooms will be equipped with a Speaker Timing Device (a light-signal system) in order to help speakers and chairs to keep within the allocated time limit for each presentation. A yellow light will flash 1 minute before the allocated presentation time, and a red light will flash at the end of the time.

2) Presentation Style

Accepted presentation style for 62JDS/ 11 th AASD oral sessions is computer presentation. Speakers are recommended to bring their presentations on a USB flash drive. “Alternatively, speakers may bring their own laptops. Mac users, however, should bring their own laptops, as the computers available onsite will only support a windows platform (OS: Windows 10). Whether bringing a USB or laptop, speakers are urged to bring a backup copy of their presentations as well.

3) Submitting Your Presentations

Checking in at the PC Center (Speaker Ready Room) is the most important step you will have to take to ensure a
successful presentation. All oral presenters are required to check in at the PC Center, preferably 60 minutes before the session starts, or 30 minutes before the session starts if the session starts early in the morning.
Speakers of the first session of each day may come to and check-in at the center the day before their presentations. Those bringing their laptops should check the compatibility of the laptops with the computers at the venue.

4) PC Center (Speaker Ready Room)

Location Date and Open Hours
May 23 (Thu) May 24 (Fri)
Sendai International Center
Conference Building 2F Foyer
07:30 – 18:30 07:30 – 18:30

At the PC Center, please make sure all fonts, images, and animations appear as expected and that all audio and video clips if any are working properly.
After the congress, we delete any copies of your presentation data file on congress PC.
Those who will use their own laptops are also required to visit here to review the slides to check-in.

5) Presentation Using Speakers’ Own Laptops (Mac Users)

  1. What to bring: Along with laptop, you must bring AC adapter and connecter. Please bring in a D-sub 15 pin female output and a conversion connector.
    connecter1connecter2
  2. If your presentation includes audio or video, you need to notify the staff.
  3. After the slides check-in at PC center, pleases bring your laptop to the computer desk inside of the session room 30 minutes before the session starts.
  4. Use a mouse or a pointer on the podium to advance to subsequent slides as you proceed with your presentation.
  5. Inside the session room, you are not able to modify your slides.
  6. Pick up your laptop at the computer desk after your presentation.
    * Presenter View should not be used during the presentation.

** NOTICE:

  1. Specify a display area aspect ratio of 4:3.
  2. Screen resolution: XGA (1024×768), please check the configuration of your laptop with the monitor.
  3. Turn off the screensaver, power saving function, and password on your laptop

6) Presentation Using USB flash drive (Windows Users)

  1. Maximum 1GB is allowed for oral presentations.
  2. OS: Windows 10/ Application: PowerPoint 2010, 2013 and 2016
  3. To avoid the possible spread of computer viruses, always scan your presentation files beforehand with updated anti-virus software.
  4. If your presentation includes audio or video, you need to notify the staff.
  5. You are not able to modify your slides at PC Center.
  6. The first page of your presentation will be displayed. Use a mouse or a pointer on the podium to advance to subsequent slides as you proceed with your presentation.
  7. Your presentation data will be temporarily saved onto the computers at the congress. At the end of the congress period, all files will be delated off the server and the computers.

** NOTICE:

  1. Specify a display area aspect ratio of 4:3.
  2. Please use the standard Microsoft fonts.
  3. Screen resolution: XGA (1024×768), please check the configuration of your laptop with the monitor.
  4. We recommend any video data to be in WMV or MP4 format which can be played with Windows Media Player 12

OTHER SURVICES FOR PARTICIPANTS

Digital Poster Viewing

Participants of 62JDS/11AASD can browse registered presentation slides anytime during the annual meeting using poster viewing PCs onsite or their own devices (PC, tablet or smartphone). Viewing URL and necessary ID/Pass will be notified at the registration desk on-site.
※Presentation slides cannot be downloaded.

Lunch

Lunch box is available for AASD participants.
Location: Meeting Room 1&2, 1F, Sendai International Center Conference Bldg.

Cloak

Luggage storage and coat check will be available during the congress. Checked items should be picked up by the end of the each day.
Location: “Ekimae Hiroba” 1F, Outside Corridor Sendai International Center Exhibition Hall

Exhibition

Location: 1F, Sendai International Center Exhibition Hall

WIFI CONNECTION

WIFI is available at the venue. ID and Password are posted at the session rooms.

Food Court

You can enjoy local food of Akita. Voucher is issued with your registration ticket. Also you can buy foods at the venue.
Location: Sendai Aobayama Community Square (North side of Sendai International Center)