Instructions for Chairs / Moderators and Speakers

FOR CHAIRS / MODERATORS

Please arrive 15 minutes before the start of your session and take the designated chairs’ / moderators’ standby seat.

Chairs / Moderators are requested to remain within the time allotted for the session and each presentation.

FOR ALL SPEAKERS

1. Conflict of Interest (COI)

Disclosure of conflict of interest

A disclosure of conflict of interest* slide must be included in your PowerPoint presentation. The disclosure slide should be displayed and read to the audience at the beginning of your lecture.

• A conflict of interest is any situation in which a speaker or immediate family members have interests, which may cause a conflict with the current presentation. Conflicts of interest do not preclude the delivery of the talk, however they should be explicitly declared. These may include financial interests (e.g. owning stocks of a related company, having received honoraria, consultancy fees), research interests (research support by grants or otherwise), organisational interests and gifts.

2. Withdrawal Policy

As first author, you are obligated to present your abstract. Changes in the presentation type, session, day, and time cannot be made. If you cannot present, you must withdraw the abstract or request approval for a co-author substitute presenter.

GUIDELINE FOR ORAL PRESENTATION

1. Things to be aware of before your presentation and data preparation

All presentations are to be done digitally with computers and LED projectors. The Organizer will provide the projector and computer for the presentation. The aspect ratio is 16:9.

Only Windows PCs are available at the presentation room. Please make your presentation on a Windows PowerPoint and save the data on a USB flash drive. If using Macintosh PowerPoint to create your presentation, please bring your own laptop.

2. Regards to PC Data Registration

Please submit your presentation material at the PC Center (Speakers Ready Room) “Mizuki” located at 4F, Keio Plaza Hotel, at least 30 minutes prior to your presentation.

After registration, please confirm that all data operates adequately with the AV technicians.

The AV technicians will then take the data and copy it to the server. The copied data will be sent to the presentation room and be on standby for your presentation. Please enter the room and be seated at the chairs marked “Next Speaker” 15 minutes prior to your presentation. After the conference, the Organizer will take responsibility to delete all received files.

If bringing in your own laptop, please go to the PC Center to verify that the file operates properly, then go to the AV technician’s desk located inside the presentation room, at least 15 minutes before your presentation is scheduled. After your presentation, please take your laptop back from the AV technicians.

Some precautions when bringing your personal laptop:

• Please make sure to bring an AC adaptor.
• The voltage is 100 volts and the frequency of electric current is 50 Hertz in Tokyo (Eastern Japan). Japanese electrical plugs have two, non-polarized pins (Type A). Please bring your plug adapter if needed.
• If you bring your personal laptop, the presentation room will prepare an HDMI terminal, as the PC cable connector. Please bring a laptop that is compatible with this cable. If you do not have a PC that is compatible with this connector, please bring in your own PC cable connector.
• Please make sure all screensavers, power saving settings, and password settings are turned off beforehand.

3. Session Schedule

Session	Presentation Time
Keynote Lecture Instruction Course Symposium, Panel Discussion Round Table, Sponsored Seminar ⁄ Session	Presentation time differs depending on sessions. Refer to the notice sent by the Session Chairs ⁄ Secretariat.
Oral	7 minutes for the presentation, and 3 minutes for Q&A.

• Please make sure your presentation stays within the allotted time.
• Each presentation room has an AV technician’s desk at the left side of the room and the staff here will assist in starting each presentation. Once the presentation is launched, the speaker will control the program from the podium using a computer mouse or a pad. A monitor placed on the podium will display the same screen as the stage projector.
• There will be a yellow blinking light to indicate that you have one minute left before the end of the presentation, and a red light to signal the end of your presentation. Please make sure your presentation stays within the allotted time.

GUIDELINE FOR POSTER PRESENTATION

1. Poster Design

• ISIAN & IRS 2024 Organizer will post a 20 x 20 cm Abstract Number on the left side of the poster panel to identify which poster panel you should use to mount your poster. Your abstract’s number was provided in your Abstract Acceptance Notification email.
• Keep materials clear and concise. Produce material that is legible from a distance of at least one meter.
• Use large print and shade or color block letters when possible.
• For legibility, a minimum font size of 28 points and a maximum of 600 words are recommended.
• Use a layout for your poster that follows the main headings used in your abstract, i.e., Purpose, Methods, Results, and Conclusion.
• Leave space on your display for your colleagues to leave notes.
• Include your e-mail address on your poster to assist viewers with contacting you later.
• Include full disclosures relevant to the abstract’s subject matter (see Conflict of Interest (COI)). Conflict of Interest (including category and company name) must be described at the bottom of the poster.

2. Poster Panel Details

3. Poster Exhibition Schedule

• Posters will be exhibited from April 4 to April 6. Please set-up and clean up during the following designated times.
  Set-up   9:00-13:00 on April 4 Removal 13:00-15:00 on April 6
  Removal 13:00-15:00 on April 6
• Please note that ISIAN & IRS 2024 Organizer is not responsible for poster materials left after the removal deadline. Posters remaining on the poster panels after the removal deadline will be removed by the Organizer and discarded.

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