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Followings are frequently asked quenstions on the ESJ annual meeting.
If you do not find the answer you need in this page and please contact us via the Inquiry Page.
Updated on 28 November, 2017
Click quenstions below to jump to the answers.
Can you extend the deadline? The deadline has expired for: the registration of membership to apply for a session or a presentation; the application for a session or a presentation; the submission of an abstract; the submission of an oral presentation file.
A1.1 We cannot extend the deadlines for any reason.
Can you arrange my presentation/session slot to fit the days that I am available? I cannot participate in the conference except for some of the days.
A1.2 We cannot accept any requests for the conference program.
Can you arrange the order of our presentations sequentially? My colleagues and I plan to have several oral presentations whose research topics are related to each other.
A1.3 We cannot accept any requests for the conference program.
Can non-members participate?
A2.1 Upon paying a registration fee, non-members can participate as a part of the audience. Please confirm about other entry qualifications (e.g., presenter and organizer) in the overview of the .
Are the participants of workshops required to apply for the entry and to pay the registration fee?
A2.3 If the participant attends only to the workshop and not any other events, he/she does not have to apply for the entry and to pay the fee. However, if the participant attends other events and/or is an organizer of the workshop, he/she has to apply for the entry and to pay the fee.
Can non-members attend the public lecture?
A2.4 Yes. The participant who attends only the public lecture does not have to apply for entry, so no fee is required.
Can registration and banquet fees be paid by public expense?
A2.5 Yes. For details, please contact the helpdesk (firstname.lastname@example.org) by e-mail.
Will the receipt for registration and banquet fees be issued?
A2.6 Yes. The receipt will be mailed with a name card before the Annual Meeting. If you want to specify the form of the receipt, please contact the helpdesk (email@example.com) by e-mail.
When I have applied and paid the fee with nonparticipation in banquet, could I then change my application to apply to banquet?
A2.7 Please contact the helpdesk (firstname.lastname@example.org) by e-mail.
I lost my membership ID/login ID.
A3.5 If you are an ESJ-member, please send an inquiry to our membership administration officer through the inquiry form (https://bunken.org/esj/mypage/contact?lang=en). If you are a non-member of the ESJ, please email to our help desk (email@example.com).
Can I apply to attend the meeting when I am not planning to give any presentation, after the application deadline for presentations has ended?
A3.2 Yes. You can apply and pay for the meeting as an audience until February 9, 2018 through the online registration system (https://iap-jp.org/esj/conf/login.php), and at the reception desk on the day of the meeting.
I would like to change the submitted information about my oral/poster presentation.
A3.3 You can freely cancel or change your submitted information on the webpage before the deadline for registration. After that, you can correct only the title and co-author(s) by issuing the errata. We do not update the program book and the web program which are made based on the submitted information. The correction request for the errata through the online registration system will be accepted from the end of December. The procedure for the correction will be announced by e-mail to all speakers.
I want to cancel my presentation. How should I go about doing this?
A3.4 You can freely cancel your presentation on the webpage before the deadline for registration. After the deadline, please contact the planning committee of the meeting using the inquiry form. Please take notice that the information at the time of the registration deadline will appear on the program and the Official Web Site of ESJ Annual Meeting.
I want to cancel my attendance to ESJ65 (or banquet). How should I go about doing this?
A3.5 Please contact the helpdesk (firstname.lastname@example.org) by e-mail. You can cancel the attendance free of charge by Wednesday January 31, 2018. For the banquet, you can cancel free of charge by Friday February 9, 2018.
Is it possible to revise the information about my organized session in the program book and the web program after the schedule is fixed?
A4.1 We do not update the program book and the web program which are made based on the submitted information. It is possible to change the title and co-author(s) by issuing errata. The addition to co-author(s) is also acceptable in the same way. However, please do not change the main speaker(s). We will accept the correction request for the errata through the online registration system from the end of December. The procedure for the correction will be announced by e-mail to all organizers and speakers.
Is it possible to revise the information about my contributed oral/poster presentation in the program book and the web program, after the deadline?
A4.2 We do not update the program book and the web program which are made based on the submitted information. It is possible to change the title and co-author(s) by issuing the errata. The addition to co-author(s) is also acceptable in the same way. However, please do not change the main speaker(s). We will accept the correction request for the errata through the online registration system from the end of December. The procedure for the correction will be announced by e-mail to all speakers.
I requested for a correction of my presentation details, but the web program has not been updated.
A4.3 The program book (and the web program) will not be updated. Your request will be listed in the errata.
The program book has not be arrived yet, although I applied for the admission.
A5.1 Program books are sent to all members who registered with addresses in Japan, one month prior to the Annual Meeting. If the program book does not arrive, the reason can be one of the following cases:
My nametag has not arrived yet, although I applied and paid registration fee.
A5.2 Nametags should be sent to participants who paid a registration fee by February 9th and registered a domestic address, one week prior to the meeting. If you do not receive subsequently, please contact esj-desk＠bunken.co.jp because it may be returned to us due to wrong address. People who registered with overseas addresses will be given nametags at the reception at the meeting.
Are the abstracts subject to peer review process?
A6.1 No peer review process for the abstract. Submitted abstracts will be published on the website as they are.
I could not submit an abstract by the deadline. Would my presentation be canceled?
A6.2 No. Although you cannot publish the abstract, your presentation is still valid.
Do speakers at workshops or forum need to submit the abstract?
A6.3 It is not necessary. The main organizer will submit the abstract.
Is there a limit on the maximum number of words/characters in the abstract?
A6.4 200 words in English, and 800 characters in Japanese.
Please tell me about the oral presentation files.
A6.5 Oral presentations are given with computers (Windows 10) and projectors equipped in the room in either Microsoft PowerPoint (PowerPoint 2016 for Windows) or Adobe Reader (PDF file). It is not allowed to use your own PC. The presenters must register one presentation file for each presentation in advance. Please note that the presentation file should not exceed 20 MB, because the registered files would be preliminarily downloaded on the computer hard drives equipped in each room. The aspect ratio of projectors and screens are 3 : 4.
When can I submit the presentation file?
A6.6 You can submit your presentation file through the online registration system. The deadline is 23:59 (JST) Wednesday March 7, 2018.
Are prior registrations of the presentation files necessary for the presenters at a symposium, workshop, organized session, and forum?
A6.7 It is not necessary. Please contact the organizer of your session about the presentation files.
I could not register a presentation file by the deadline. What should I do?
A6.8 Please contact us by e-mail (email@example.com).
How long can I have for the oral presentation?
A7.1 A29 You will have 15 minutes in total, 12 minutes of presentation with a question and answer session for 3 minutes. We will notify 10 minutes with the first ringer, 12 minutes with the second ringer and 14 minutes and 30 second with the third ringer. 。
Who chairs the oral presentation?
A7.2 Each presenter will chair the subsequent presentation except for the English Presentation Award (EPA). For the EPA, the planning committee will appoint an appropriate person for the chair.
How large of a poster can I present?
A7.3 Please prepare your poster in a portrait style of 90 x 210 cm.
When should I put up and take away my poster?
A7.4 The time period and the core-time for the poster session will be shown in the pages of schedule in the Program. Applicants for Poster Award should put up their posters from 17:30 on the previous day to 9:00 on the current day. Others put up the posters from 17:30 on the previous day to 10:00 on the current day. Please take off your posters by the closing time of the poster session.
The Organizing and Planning Committees of the annual meeting of ESJ