Information for Chairs and Presenters

Guidelines for Chairs

  • Chairs should take a seat in the front row of the room specially reserved for the next session's chair, at least 15 minutes prior to the session that he/she is scheduled to chair.
  • As there will be no announcement or cue, please proceed to take the stage promptly at the appointed time and initiate the session. We request for your cooperation to ensure that your session proceeds according to the prescribed time limit/schedule.

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Guidelines for Speakers

  • All presentation must be made in the form of PC presentation in English.
  • Presentation timekeeping
    • Please be punctual and carefully follow the allotted time limits.
    • Illuminating orange lamp indicates one minute remaining and red lamp indicates the end of your presentation.
  • Next Speaker seat
    • When the presenter ahead of you takes the stage, please be seated in the Next Speaker seat.
  • Notes on preparing your presentation data
    • The resolution of the screen will be XGA (1024×768).
    • Use only the standard fonts provided with Microsoft PowerPoint for Windows.
    • Virus scanning in advance is desirable.
    • Prepare your presentation on USB memory or on CD-R. Do not use CD-RW.
    • Save your slides as a Microsoft7 or later for Windows file.
    • Be sure that your file is compatible with Windows operation system.
  • Notes for speakers with their own PC
    • Remember to bring your own power adaptor and cables.
    • our computer must be equipped with a Dsub-15 pin video output. (Thin PCs may not have standard output terminals.)
      Dsub-15 pin video output
      Dsub-15 pin video output
    • Please prepare your slides with Microsoft PowerPoint.
    • The PC's prepared by the conference will handle Windows and Macintosh versions of Microsoft PowerPoint only.
    • Please avoid using KeyNote.
    • In case of that you cannot connect to the projector provided by the conference, please bring a backup CD-R or USB memory containing the presentation file in a Windows or Macintosh version of Microsoft PowerPoint.
    • Presenters are responsible for determining in advance whether their notebook PC is capable of outputting video to an external display. This is especially important your presentation contains a large amount of data and audiovisual content.
    • All energy-conserving functions such as screen-savers, sleep/power-saving modes should be disabled on PCs to be used in the presentation.
    • Your password also should be inactivated.
  • Use of movie and sound system
    • Sound cannot be used.
    • The version for Windows Media Player will be 12, and movie file must be included in the SAME FOLDER as the presentation file.
  • Presentation file reception and presentation format
    • Speakers should preview their presentation and complete a run-through of the connection and operation at the speakers preview center on the 1st floor of the Conference Center, at least 60 minutes before their sessions start or 30min before if their sessions are scheduled in the first session of the day.
    • Conference staff will be on hand at the speakers preview center to assist speakers.
    • The speaker's podium is equipped with a PC. Speakers are asked to operate during the presentation by themselves.
    • After the conference, all presentation data installed on the conference supplied PC's will be deleted.

Speakers preview center

Opening hours:

Saturday 28th May 2016 8:00 - 17:00
Sunday 29th May 2016 7:00 - 18:00
Monday 30th May 2016 7:00 - 18:00
Tuesday 31st May 2016 7:00 - 18:00
Wednesday 1st June 2016 7:00 to 12:00

Disclosure of conflict of interest

For a full transparency, it is planned that any commercial affiliation is openly declared and identified at the beginning of every presentation /poster to inform the audience about it.
Every speaker/author presenting a financial link or an affiliation to commercial organizations is considered as having a conflict of interest, which can have a direct or indirect link with the contents of the conference.

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Guidelines for Poster Presenters

Venue: Exhibition Hall A

  • Poster Materials should be prepared in English.
    • Poster presenters are expected to stand ready in front of their poster panels during the scheduled discussion time with the presenter's ribbon on their chests, and to have discussions with other participants.
    • There will be no presentations initiated by session chair.
    • All poster boards will be assigned with a number which corresponds to poster number.
    • Authors are required to mount their posters on the designated board and remove them during the time specified above.
    • Please use push-pins to affix your poster presentation to the board firmly.
      The Secretariat will provide equipment and items required for affixing the posters.
    • Any poster left after the scheduled removal time will be disposed of by the Secretariat.
  • Poster set up, discussion and removal schedule
    Setup May. 30, 8:00-10:00 Push-pins will be provided by the secretariat.
    Discussion May. 30, 15:10-16:10
    May. 31, 15:10-16:10
    Please be ready in front of your poster panel to have discussions with other participants
    Removal June 1, 10:00-12:00 Posters not removed by 12:00 on June 1
    will be discarded by the secretariat.
  • The size of the poster board is 900mm wide by 1900mm high.
    Poster size
    Poster size

Disclosure of conflict of interest

For a full transparency, it is planned that any commercial affiliation is openly declared and identified at the beginning of every presentation /poster to inform the audience about it.
Every speaker/author presenting a financial link or an affiliation to commercial organizations is considered as having a conflict of interest, which can have a direct or indirect link with the contents of the conference.

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Secretariat
c/o Congress Corporation
Kohsai-kaikan Bldg., 5-1 Kojimachi,
Chiyoda-ku, Tokyo 102-8481, Japan
Tel:+81-3-5216-5318
Fax:+81-3-5216-5552
E-mail:icc2016@congre.co.jp