Abstract Submission Period

Abstract Submission Fee

See the Fee Table to learn about the abstract fee.

Early-bird rate applies to the abstract fee paid by the early deadline. Please note that standard rate will automatically be charged on and after Feb 4 .
Abstract edits can be made even after the payment is completed until the abstract submission deadline on Feb 17 at 5PM JST.
Please note that the abstract submission fee is a non-refundable processing fee irrespective of the approval and/or withdrawal once paid.

Guidelines and Regulations

Entry Items to Submit an Abstract

Affiliations of authors and co-authors	You can register up to 50 affiliations per abstract. Multiple affiliations can be registered to one author. Within 40 one-byte characters (no line breaks)
Authors and co-authors	Name and JpGU ID. JpGU ID is required to all contributors and presenters. * If your co-author will not attend the meeting and does not have a JpGU ID, enter "000000" in the ID input box.
Presentation Language	Presenters may select their presentation language according to the session language. Presentations in E sessions must be made in English. The choice can be either Japanese or English for J sessions. [NOTE]* We will publish the presentation language in the printings and on the website. Please DO NOT change your presenting language once published.
Presentation Format	Select "Oral or Poster" or "Poster". * Oral presentation cannot be requested. Presentation format for the "Oral or Poster" option will be assigned by the session convener.
Session to Submit	Select the session you are submitting an abstract from the sessions list. [NOTE] A presentation may be placed to another session at the conveners' discretion.
Abstract Title	Entry must be within 120 one-byte characters without line break. * Bold, italic, underline, superscript and subscript may be used. [NOTE] Bold is displayed only in the abstract PDF. * If bold is used in the abstract title, the style is subject to change without notice at the discretion of the convener or depending on the format of printing materials.
Keywords (Optional Item)	You can register up to 6 keywords per submission with each item up to 60 characters.
Registration as Volunteer Judges for the Outstanding Student Presentation Award (Optional Item)	Please checkmark your section if you agree to be a volunteer judge for OSPA. The OSPA Committee will contact you with the details of the procedures later.
Application to present a poster at local venue	All the poster presentations are to be made available online. In addition, if you wish to make a poster presentation at the local venue, please indicate your intention to do so here, regardless of your choice of presentation method (oral/poster) or the result of acceptance. The poster board will be prepared based on the number of requests at the time of submission. Only poster presentations that have been accepted and have shown the intention to present at the local venue at the time of abstract will be able to be presented at the local venue. If you are not sure whether you can prenset on-site at this point, please indicate that you wish to do so.
Abstract Body	Within 4,000 one-byte characters including spaces.
Image file (Optional Item)	JPEG or PNG file (jpg, jpeg, png) less than 1024 KB

Presentation Language

Each session has a language code (E or J).
This code indicates the presentation language of posters / slides and oral presentations.
See HERE to learn more about presentation language.

The oral presentation and all other materials including posters and slides must be in English at E session.
Presenters of J session may choose their presentation language either English or Japanese during the abstract submission.

J Sessions: The main language is Japanese. However, we ask presenters to prepare their posters or oral presentation slides either entirely in English or with English translations so participants who cannot read Japanese are able to understand the contents.

E Sessions: English should be the main language used for the presentation including information on slides and posters. Japanese may also be used where appropriate, e.g. for Q&As.

Submit an Abstract

Presenters are expected to read the related Guidelines and Regulations before submitting an abstract.

[Submission Steps]
1. Log in to "My Account Page" using your JpGU ID/ email address and password.
2. Open the "Abstract Submission" tab on the left side menu.
3. Click "My Submission Info" and proceed from the "Submit an Abstract" button.


The annual member's due for 2022 fiscal year (if you have an ID that requires it) should be paid prior to the abstract submission.
Graduate students must update their student status before processing any payments if they wish to receive the student discount.

Basic Information on Presentations

During the Hybrid phase

In the hybrid phase (May 22 -27), we will have oral presentations and on-site poster presentations as previously announced.

Oral presentations

●For oral presentations, presentations can be made on site or online via Zoom webcast to allow for presentations and participations in both ways. If the rooms are full (we are setting the capacity limit to 50% of normal limit for safety), we will set up a separate viewing space where you can access the network via WiFi, etc., to view the oral sessions.
* Rooms will be announced in late March.

Poster presentations

●In the on-site poster presentations, presenters who wish to participate in the on-site poster presentation are requested to display their posters throughout the day according to the daily schedule of each session (see here) and discuss with participants.
There will be no webcasts of onsite posters. The core time for posters will be during PM3 (5:15-6:45PM), but we would appreciate it if you could actively discuss your poster also during other times to avoid crowding. Please note that all posters must be displayed online (in the presenter's space on the Meeting portal website, Confit).

*Request to on site participants: Before you come to the site, please make sure to complete your registration by more than a day before your visit .
▶See HERE for more details.

During the Online Poster Session phase

In the online poster session phase (May 29 -June 3), online poster presentations and various events will be held. (No oral presentation session is given.)

Poster presentations

●In the online poster session phase, in principle, the sessions will be held every day from 11:00AM to 1:00PM.
*See the schedule-at-a-glance HERE.
* In consideration of the global time difference, only the sessions adopted as joint sessions may have been assigned to be held in the AM slot (9:00AM-11:00AM) or PM slot (4:00PM-6:00PM) based on the request from conveners.

●In the core time, one Zoom will be allocated for each session, flash talks are given at the beginning of the session. After that, participants will be invited to discuss with the presenters in each Breakout Room.
The flash talk and making discussions in breakout rooms are not a prerequisite for approval as formal poster presentations. However, looking forward to fruitful discussions, we hope that you will make active use of this forum.

Prerequisite for approval as a formal presentation

Oral and poster presentations will be considered approved if the following conditions are met.

Oral presentations

●The contributor (first author) must have paid the meeting registration fee.
●The presenter must make a live presentation during the oral session. Presentation materials such as pre-recorded videos may be played and webcat during the session (regardless of the player or the method of playback). If you wish to present your work using the pre-recorded materials, please notify the session conveners in advance.
●In principle, the presenter must be the contributor, and the presentation is considered to be made if it is given live or the pre-recorded video by the contributor himself/herself was played. However, in case of unavoidable circumstances, the original presenter can designate a substitute presenter from one of the co-authors to give a presentation. The presentations is then considered to be made by the designated substitute.
●Please note that if you are not able to present at all during a session due to network problems, etc., your presentation will not be considered as formally presented. Please check your internet connection in advance.

* In case the presenter will not be able to give a presentation, it is recommended that he/ she creates a pre-recorded video and upload it on the meeting portal site (Confit) as an "on-demand video" or "additional presentation material". By doing so, the chairperson can browse the relevant page during the session and play/stream the video, without extra work to collect files from the presenter.

Poster presentations

●The contributor (first author) must have paid the meeting registration fee.
●Contributors must upload poster materials in their own presentation space on the meeting portal site (Confit).
●Poster presentation materials should be in the form of an e-poster or on-demand video. If there are unavoidable circumstances such as the registration deadline for presenters has passed, you may upload your poster as "Additional Presentation Materials", but do not delete the additional presentation materials after the poster presentation.
●In principle, the presenter must be the contributor, and the presentation is considered to be made if it is given by the contributor himself/herself. However, in case of unavoidable circumstances, the original presenter can designate a substitute presenter from one of the co-authors to give a presentation.The presentations is then considered to be made by the designated substitute.
●Please note that only presenting a poster in the core time on site or in the online poster session is not sufficient to be formally approved as presented. At least one poster presentation material must be uploaded on the meeting portal site (Confit).

Uploading Presentation Materials

Presentation materials are those to be posted in each individual presentation space of Confit. As described below they fall into 3 types of "On-demand videos," "e-posters," or "additional presentation materials." In addition to these presentation materials, oral presentations are, in principle, to be given using PowerPoint or other presentation slides prepared by the presenters themselves.

To upload your presentation materials, you must complete registration using the ID you used for your submission by the registration deadline of April 12, 23:59. (If you do not register by the above deadline, you will not be able to upload your presentation materials and may not be able to fulfill the requirements for presentation acceptance.)

Only on-demand videos require advance registration for uploading. If you wish to apply, please fill out and submit this form by April 12.

Uploading of presentation materials is scheduled to begin on April 20. Uploaded materials will be posted on Confit from May 13 (from this date, login authentication is required to view Confit, so the materials will be available only to attendees). There is no deadline for uploading and replacing presentation materials, but we recommend that you upload your presentation materials no later than three days before the start of the conference (May 19) so that participants can view them before the meeting. Detailed uploading instructions will be sent to presenters by e-mail.

Material type	Apply for use by 4/12	Registration by 4/12	Upload by oral presenter	Upload by poster presenter	Download/Copy protect	File formats, etc.	Edit/Replacement after uploading
On-demand video	Required	Required	Optional	Either on-demand video or e-poster is required * Formal presentation requirement	Yes	Movies can be uploaded. Accepted file formats are MP4, MOV, WMV, AVI. File size limit is 250 MB.	Available anytime
e-poster	Not required		-		Yes	Posters can be posted for viewing in image files（JPG, JPEG, PNG）. Either single-slide as for on-site posters or multi-slide format is acceptable. File size limit per slide is 10MB.
Additional presentation material			Optional	Optional(*)	No	Up to 10 files (PDF, JPEG, JPG, PNG, GIF formats) each 10 MB or less, can be uploaded. YouTube video links (thumbnails will be displayed) can also be included.

*Additional presentation materials may be considered as poster presentation materials only under unavoidable circumstances.

For those who wish to upload slides in e-poster format
Upload each of your slides as a single file. 100 slides can be uploaded. The first page of slides will be displayed in the presentation space in Confit, and subsequent slides can be viewed in order.

*If it is known in advance that the presenter will not be able to speak during the oral session either on-site or online, it is recommended that a prerecorded video be created and posted as an on-demand video (to be played by the chairperson or others during the session).

*Oral presenters are requested to make oral presentations using the presentation slides prepared by the presenters themselves, but presentations using the on-demand videos and additional presentation materials uploaded above are also acceptable.

Presentation Related Manuals

Manuals will be made available as soon as they are ready.

If you become unable to give a presentation

If the presenter becomes unable to give a presentation due to unavoidable circumstances after the abstract is submitted, the original presenter may designate one of the co-authors to substitute your presentation if all of the following conditions are met.

Substitute presenter

In case of oral presentation

1. The contributor (original submitter) is registered for the meeting and paid the registration fee.
2. The substitute presenter is registered for the meeting and paid the registration fee.
3. The contributor has contacted the convener to request a substitute presentation and has received approval.
The substitute presenter may give an oral presentation during the allotted presentation time.

In case of poster presentation

1. The contributor (original submitter) is registered for the meeting and paid the registration fee.
2. The substitute presenter is registered for the meeting and paid the registration fee.
3. The contributor must upload at least one presentation material (e-poster, on-demand video, and/ or additional material ) on the meeting portal (Confit) by himself/ herself.
4. The contributor has contacted the convener to request a substitute presentation and has received approval.
A substitute presenter may present during the allotted core time either on-site and online.

[IMPORTANT NOTES]
●Please note that all information and announcements will be sent to the original presenter even after the substitute presenter is approved.
●If the above conditions are not met, the presentation will be considered as cancelled. Contributors are requested to notify the convener about the cancellation. (The communication method will be announced after the program is released.).
The secretariat office is unable to respond to the substitute presentation request.
●Please note that your abstract PDF will be released as submitted and we are unable to make any changes to the published program.

Presentation Cancellation

If the presenter becomes unable to give a presentation due to unavoidable circumstances and he/ she is unable to make arrangements for a substitute presenter, the original presenter should contact the session convener directly to inform of the situation and request a presentation cancellation.
Please make sure to contact the session convener. The secretariat office is unable to process a cancellation request.

[IMPORTANT NOTES]
●Please note that all information and announcements will be sent to a presenter even after the cancellation request is approved.
●Please note that your abstract PDF will be released as submitted and we are unable to make any changes to the published program.
●The abstract fee is not refundable in case of presentation cancellation.
●The communication method will be announced after the program is released.