Attending the Conference On-site
Japan COVID-19 Guidelines
Anyone coming into Japan is required to register online with Japan Web for their fast-tracking system. This system may require specific proof of vaccination and while the final steps must be done within 72 hours of your flight departure, we recommend setting up the account early to confirm the specific documentation required for your country of residence and travel plan. Check the links below for more information.
Information about Japan Web Applications - Required for anyone entering Japan
Information about valid vaccination certificates of COVID-19 - Required to avoid pre-departure COVID 19 testing
Information about certificates of negative result for a pre-departure COVID-19 test - Required if you have no valid vaccination certificate.
Wearing of Masks
Most Japanese people continue to wear masks in public places.
The wearing of masks is no longer compulsory both indoors and outdoors as long as social distancing is practised and there is no physical contact. Masks are still strongly recommended on public transport, in hotels and in crowded places.
Conference Venue
Friday, May 26 will be both onsite at the Hotel Le Port Kojimachi, The Toshi Center Hotel and live-streamed online.
Saturday, May 27 and Sunday, May 28 will be at the Toshi Center Hotel.
Monday, May 29 will be online only.
Hotel Le Port Kojimachi
Address: 102-0093 Tokyo, Chiyoda-ku, Hirakawacho 2-4-3
Toshi Center Hotel
Address: 102-0093 Tokyo, Chiyoda-ku, Hirakawacho 2-4-1
Registration Desk
You will be able to pick up your name badge at the Conference Registration Desk. The Conference Registration Desk will be situated at the following locations during the conference:
Thursday, May 25 | 17:00-19:00 - Pre-registration – GARB Central
Friday, May 26 | 09:30-15:00 – Hotel Le Port Kojimachi, Maple Room 3F
Saturday, May 27 | 08:30-15:00 – Toshi Center Hotel, 7F
Sunday, May 28 | 08:30-15:00 – Toshi Center Hotel, 7F
Monday, May 29 | No in-person registration
Refreshment Breaks
Complimentary coffee, tea, water, and light snacks will be available during the scheduled coffee breaks.
Conference Meet and Greet
There will be a conference "Meet and Greet" on Thursday, May 25 from 17:00 at Garb Central.
- Access and directions
Conference Dinner
The conference dinner will be held on Friday, May 26 at Gonpachi Nishi-Azabu. This is an optional event and costs 7,500 Yen. Registered attendees will be given more details about the dinner and commuting options during registration.
- Pre-order a spot via the IAFOR Online Store.
- Access and directions
Smoking
Smoking is only permitted in designated areas.
What to Wear & Bring
Attendees are encouraged to wear business casual attire.
Internet Access
There is adequate WiFi (50 Mbps) connection at the venue in all rooms. However, streaming video is not recommended. If your presentation includes video, please bring it on a file that can be played without an internet connection.
Photo/Recording Waiver
Human interaction through networking, and dissemination of this knowledge, is at the core of what IAFOR does as an academic research organisation, conference organiser and publisher. As part of the archiving of the conference event, IAFOR takes photos in and around the conference venue and uses the photos to document the event. This also includes the filming of certain sessions. We consider this documentation important and it provides evidence of our activities to members, partners and stakeholders all over the world, as well as to current and potential attendees like you. Some of these photos will therefore appear online and in print, including on social media. The above are the legitimate interests of the organisation that we assert under the new European Union law on General Data Protection Regulation (GDPR). Under this legislation, you have an absolute right to opt out of any photo. We are committed to protecting and respecting your privacy. Read our full privacy policy – iafor.org/about/privacy-policy
On-site Sessions and Session Chairs
Session Chairs are asked to introduce themselves and other speakers (briefly) using the speaker bios on the programme, ensure that the session begins and ends on time, and that time is divided fairly among the presentations. Each presenter should have no more than 25 minutes in which to present their paper and respond to any questions. The Session Chair is asked to assume this timekeeping role, and to this end, yellow and red timekeeping cards are used as a visual cue for presenters, to let them know when they have five minutes remaining, and when they must stop. Please follow the order in the programme, and if for any reason a presenter fails to show up, please keep to the original time slots as delegates use the programme to plan their attendance.
All session chairs will receive a certificate following the conference via email and will be credited in the conference programme.
Please take a look at our Session Chair Guidelines for further details of what is required.
- Onsite Session Chair Guidelines
Computers and Equipment
All rooms will be equipped with a MacBook computer pre-installed with PowerPoint which is connected to an LCD projector. If you wish, you may directly link your own PC laptop, although we advise you to use the computer provided by plugging in your USB flash drive. We recommend that you bring a backup copy of your presentation in case one fails, and suggest sending yourself the presentation by email as a final precaution.
Attending the Conference Online
How to Watch Live-Stream Presentations and participate in the Conference with Zoom
Before joining a Zoom online session on your computer or mobile device, download the Zoom app. Otherwise, you will be prompted to download and install Zoom when you click a join link.
Participation Rules
- Join the meeting using your full name as input during your IAFOR registration. (IMPORTANT)
- The IAFOR moderator will be responsible for monitoring the session.
- Video and microphone will be automatically turned off.
- The meeting will be recorded automatically.
- If you have any questions for presenters, please use the chatbox function.
Familiarise yourself with Zoom
Watch our 3-minute long tutorial video, download the Zoom app, and join a test meeting.
We also have a PDF guide.
Online Sessions and Session Chairs
Session Chairs are asked to introduce themselves and other speakers (briefly), ensure that the session begins and ends on time and that the time is divided fairly between the presentations. Each presenter should have no more than 25 minutes in which to present his or her paper and respond to any questions. The Session Chair is asked to assume this timekeeping role, letting presenters know when they have five minutes remaining, and when they must stop.
All session chairs will receive a certificate following the conference via email and will be credited in the conference programme.
Please take a look at our Session Chair Guidelines for details of what is required.
- Online Session Chair Guidelines
Pre-Recorded Virtual Presentations
A full list of pre-recorded virtual video presentations will be on the conference website during and after the conference. We encourage you to watch these presentations and provide feedback through the video comments. The comments section is connected to LinkedIn, and you have the option to display these comments on your LinkedIn profile.
Conference Catch-up page
All live-streamed sessions, keynote, and featured presentations will be recorded and uploaded to the Conference Catch-up page (video-on-demand) via Vimeo. The catch-up page will be available after the conference until June 24, 2023.