FAQs on Submissions, Presentations and Registration（Last update: MAY 07, 2021）
About Online Sessions and Events
Q. How are the online oral presentations organized?
A．We will use Confit as the platform. For oral presentations, we will use zoom, and you can access zoom from the presentation program.
Q. How are the online poster presentations organized?
A．We will use Confit as the platform. You will be requested to upload your materials such as the PDF file of your poster on Confit. The deadline for uploading the materials will be announced later.
Q. If I make a poster presentation on-site, do I need to make a poster presentation online?
A. YES. All poster presentations must be posted online, regardless of whether they are presented on-site or not. This is so that all presentations can be viewed by the many online-only participants.
Q. What is the core time for the online poster presentation?
A．The core time is from 5:15 p.m. to 6:30 p.m. Please utilize this time to communicate between presenters and viewers by using the "comment function" and the "like" button on Confit. This communication can be done outside of the core time, but we expect a quick response from the presenters during the core time. You are welcome to set up a link to your own zoom, etc. in your presentation space.
Q. Can JpGU provide a "zoom" access during the core time for online poster presentations?
A．JpGU does not provide a zoom room, nor do we ask the conveners to do so, so it is up to the presenter to set up a zoom room. However, JpGU will set up a breakout room for the poster presentation that is entered for the Best Student Presentation Award (details to follow).
Q. Will the online posters be available after the meeting?
A．The abstracts will be open to the public as in the past. We are considering making the posters available for viewing for a certain period of time. We will inform you of the details later.
Q. Will there be any problems such as not being able to access the meeting portal site like in the previous meeting?
A．The platform, Confit, has a track record of hosting meetings with several thousand participants. We don't think there will be any such problems at this meeting.
Q. Will the date of the session change depending on the number of submissions?
A．There will be no change in the session dates (online program dates). The schedule for the on-site poster session will be announced after the Program Committee has organized the program.
Q. Will the exhibits be held on Confit?
A．We are planning to set up a dedicated page each for the exhibits on Confit and the meeting website.
Q. Does zoom have a zoom administrator?
A．Yes. We are planning to outsource the management of zoom, who will deal with any problems on zoom.
Q. Can I enter the room before the zoom administrator starts up the zoom?
A．We will make preparations so that all the participants including presenters and chairpersons can enter the zoom smoothly with enough time allowance.
About On-site Sessions and Events
Q. When will I know whether the session will be held online or on-site?
A. When will I know whether the session will be held online or on-site?
Q. When should I submit my request for on-site poster presentation?
A. When you submit your abstract, please indicate your "on-site poster request".
Q. Does the convener know who is requesting the on-site poster?
A. The convener will be contacted after the submission is completed.
Q. Do I have to present in the on-site poster session?
A. Not necessarily. Only those who wish to present in the on-site poster session may do so. The on-site registration is scheduled around April. Please remember to complete the on-site registration before coming to the venue.
Q. Do conveners have to participate in the on-site poster session?
A．No, it is not necessary for conveners to participate in the poster session, nor is it necessary for them to play a role in the poster session. If you would like to participate in the poster session, you need to register in advance, which will be done around April, so please do not forget to do so.
Q. Can the content of the on-site poster and the online poster (or oral presentation) be the same?
A．Yes, the content can be the same.
Q. Can I know in advance how many people will participate in the on-site poster session?
A．We will let you know who will give the on-site poster presentations once the program for the on-site poster presentation is finalized. However, please note that we will set a limit on the number of on-site participants, although we will ask you to monitor the trend of on-site ticket purchases to determine the number of on-site participants who will not be presenting.
Q. I would like to make a poster presentation at the meeting. Will it be held even if there are not many people who wish to make a poster presentation?
A. If the number of applicants for on-site poster presentation is extremely low, we may cancel the on-site session.
Q. I have not applied for presentation in the on-site poster session, but can I change my request later?
A. Due to the organization of the program, we will not be able to accept your request later. Please submit your request before the deadline for submissions.
Q. I have requested to present in an on-site poster session, but can I cancel it later?
A．Yes. For on-site registration, we will set up a priority period for on-site presenters at the beginning of the registration period, and we will ask you to decide whether you want to cancel your registration during this period. After that, we will continue to accept on-site registration regardless of whether you present or not. You can cancel your registration until May 7 (TBC), but after that, you cannot cancel in principle. On the other hand, if you have cold-like symptoms or other health problems during the meeting period, we will consider your cancellation on the day of the meeting if you declare so.
About Meeting Registration
Q. What is the difference between online registration and on-site registration?
A. Online registration is required for all participants. You will be able to participate in all sessions and events held online (including online posters and online webcasts of oral presentations held on-site). If you wish to attend the meeting on-site, please register for on-site participation after you have already registered for online participation.
Q. Why do I need to register for online registration even if I want to attend only the on-site session?
A. This is because there is a possibility that the on-site session will be cancelled and the online session will be moved to the online session, even if you wish to attend only the on-site session.
Q. When do I need to register for online registration?
A. Online registration will be available until the end of the meeting period. To enter the meeting, you need to log in to Confit, which is the platform for online participation. We advise that you register in advance of the meeting. This is because due to system limitations, we are not able to respond immediately (in real time) after registration with the setting of the login password and notification of Confit.
About Outstanding Student Presentation Award (OSPA)
Q. Will there be OSPA?
A. Yes, there will be an award this year. Both oral and poster presentations will be considered.
Q. I understand that the OSPA is only for live presentations and not for on-demand videos, but is it OK to use on-demand videos as a supplement to live presentations, for example, by uploading video materials to the on-demand videos and then playing the videos on the day of the presentation for questions? Is it the intention that playing a recording is not acceptable as a presentation?
A. We are reconsidering the rule as it may be acceptable to allow making use of on-demand videos in your presentation. Please watch for our updates.
About meeting registration and ID issuance
Q. What is a JpGU ID and password?
A. JpGU ID is a six-digit number issued by JpGU to each meeting participant. If you know your registered email address and password, we can find your JpGU ID.
Q. I forgot my password.
A. Please enter your registered email address or registration ID here
and click the "Send" button.
Q. I can't log in.
A．Please make sure that you have completed your registration. Also, please make sure that you have entered your JpGU ID and password correctly. You may be able to avoid typos by typing the password in a notepad or similar program, copying the password, and pasting the copied password into the password field.
Oral Presentation (zoom)
Q. For oral presentations, is it OK to just rely on PowerPoint on the day without on-demand movie?
A. Yes, it is fine to give a live oral presentation using PowerPoint on the day of the presentation.
Q. Do oral presenters need to upload the PowerPoint materials for their presentations in advance?
A. No, there is no need. For oral presentations, you only need to make a PowerPoint presentation on the day of your presentation.
Q. If I choose an on-demand movie for my oral presentation, will the movie be played during my oral presentation? Or should I present live? Also, how can the chair/convener know the presentation format?
A. In general, oral presentations should be given live. If you are unable to give a live presentation on schedule, please inform the chair/convener of this fact, upload your on-demand video and ask the chair/convener to play the movie on schedule. Alternatively, some oral presenters may wish to make their presentation via on-demand movie but have the Q&A session live. In such a case, please consult with the session chair/convener in advance to arrange the detailed flow of your presentation.
Q. I don't understand the role of on-demand movies for oral presentations.
A. On-demand movie is an option. You are not required to upload a movie. If you are unable to attend at the presentation time, if you feel more comfortable with a prerecorded presentation, if you want to upload your movie for those who may have missed your presentation, or if you have movie materials that you would like participants to view closely, please consider use this option.
Q. Who will actually play the on-demand movies of oral presentations? Is it the organizing staff (zoom administrator)?
A. For example, if you are from overseas and cannot participate in zoom during the presentation time on schedule, please inform so to the chair/convener to arrange to play the on-demand movie for you. We seek your understanding that we are unable to provide staff assistance for this task.
Q. For oral presentations, should the presenter enter the zoom system in the same way as the participants?
A. Yes, please enter from the “zoom” link of each session in the Confit timetable.
Q. What is the time keeping procedure for oral presentations, pre-bell, part-timer assistance, etc.?
A. We do not plan to assign a timekeeper to each oral presentation session for this meeting. Please ask the presenter to keep the assigned 15 minutes or ask the chair to be the timekeeper (inform the presenter of the time), and proceed with each session.
Q. Is there a rule on how much time should be left for questions and answers in an oral presentation?
A. There is no uniform rule for all the presentations. General talks are 15 minutes long, including the time for questions and answers. Presentation time and Q&A time are left to each session.
Q. Do I need to submit an abstract for my oral presentation?
A. No. You do not need to upload your abstract as a presentation document, since you have already submitted your abstract in PDF.
Q. Can I use the Zoom breakout room for a full day on the day of the presentation?
A. No. Zoom will be closed at the end of each session. You cannot use it for the whole day, but you are free to use it from the beginning to the end of the session.
Q. I heard that there will be no on-demand streaming of the regular sessions. Is this possible if we can reach an agreement with the presenters?
Yes, with the consent of the presenters and conveners, it is possible to broadcast the session on, say Youtube. However, we strongly recommend that you get approval by the presenters and participants (who may comment during the session recording) to agree to this before on-demand broadcasts such as at or before the beginning of the sessions.
No. In consideration of the burden on the JpGU office and fairness among regular sessions, we have decided not to provide on-demand streaming of regular sessions this time (corrected on June 22).
Q. Can I assume the oral presentation is in the same format as a normal Zoom meeting?
A. Yes, it is the same.
Q. The chairperson presides over the oral session and the presenters share their screens sequentially to make their presentations. Correct?
A. Indeed, correct.
Q. For oral presentations, I do not have to upload a video/movie for on-demand viewing. Correct?
A. Yes, correct. On-demand videos are not required. Please make use of them as supplementary materials of your presentation.
Q. If I am unable to give an oral presentation on the day of the conference due to time difference or other reasons, I am told I can run an on-demand/pre-recorded video instead. In this case, I need to contact the convener. Is the form for contacting the convener available, yet? I can't seem to find it.
A. Our apologies for the delay. We have just sent you an email in the News Info email on April 30 with the relevant access information for you to use.
Q. Can the chairperson or a substitute (a co-author) speak while the on-demand video is being played? Or, is such a procedure using PowerPoints, etc. should not be used?
A. In fact, it is possible for the chairperson or a substitute presenter to speak while the on-demand video is playing, so please be flexible. In principle, we would like you to produce an on-demand video that does not require additional explanation, so that the substitute presenter or chairperson can simply play it.
Q. The deadline for e-posters is set very early.
A. We will be handling more than 3000 presentation materials. The secretariat will check the files and then hand them over to the meeting website management company for uploading. In order to ensure that the work is carried out correctly, we have set the deadline earlier this time.
Q. Is there a size rule for e-posters?
A. Please keep the file size under 10MB. We recommend that you use a slide format rather than an A0 format.
Q. What is the file protection function?
A. In the case of e-posters, it means no downloading, no printing, and no copying of contents. In the case of movie files, they cannot be downloaded and can only be viewed within Confit.
Q. I heard that e-posters are protected, but are URLs posted on e-posters protected and invalidated?
A. No, the protection is not valid for URLs on the e-poster. Please note that URLs may become invalid depending on the PDF creation environment and settings.
Q. I heard that A0 version of e-poster is not recommended, but what will be the font size?
A. The e-poster will open the PDF file that was created. There is no problem if the font size is readable at 100% of the size of the slides used in general presentations. If you prefer A0 size, you may make your presentation in A0 size.
Q. On-demand movie is recommended, but did many people use on-demand movie for poster presentations last year?
A. Last year, not so many people used on-demand movies, but if you are interested in it, please use it. It is recommended, but it is still an option.
Q. Is the recommended format for the poster presentations available on the website?
A. It is described in our manual. Please refer to page 9 of the Meeting Participation Manual available from “Registration” button on our meeting website.
Q. Could you provide the information on what kind of software should be used for e-poster preparation, please?
A. Any available software may be used, but the final output should be a PDF file. The e-poster can be uploaded only with a PDF file.
Q. Could you demonstrate some e-poster examples? Is it possible to provide information in English?
A. Sorry for the inconvenience. The information of e-poster will be uploaded in English on the website later. Also, it will be sent by email to you.
Q. If I cannot make the deadline of e-poster uploads, can I instead upload my poster PDF as an additional material? In such a case, I understand that the e-poster link will not be posted on my presentation page of the Confit system; my PDF file will not be protected; or I may not be eligible to be issued a certificate of presentation. Am I correct?
A. Yes, you are. But, if you miss the deadline, please upload your poster PDF as an “additional material.” As for the disadvantages, besides what you pointed out, another negative factor might be that the additional materials are located at the bottom of the presentation space, not as conspicuous as the e-poster space. You can also apply copy protection by yourself, but you cannot apply download protection.
Q. How to upload e-poster? Where to upload eposter?
A. After the registration of the JpGU 2021 meeting, the email concerning the e-poster presentation was sent to all the presenters who had registered. If you didn’t receive it, please contact us.
Q. My presentation materials are viewable for a year after the meeting. Does this mean the viewing is only available to the registered ID holders of the Meeting 2021with authentications required for viewing and not for open non-restrictive viewings?
A. Correct. The Confit security is effective for a year.
Q. How can I make interactive exchanges in poster presentation during the “core time”?
A. In poster presentations, each poster presenter will be assigned a Zoom Breakout room. Our plan is; during the core time the viewers will be guided to the breakout rooms for their choices of posters for viewing and direct discussion with the presenters. We are currently discussing the allocation of Zoom and breakout rooms for each poster presentation, and whether or not flash talks will be held. We will inform you as soon as the details are finalized.
Q. How can I communicate with the poster presenters outside their “core times”?
A. Please use the comment function in the presenter's space in Confit, where you can comment at any time (please note that unlike real-time chat, the presenter may not always reply to your comment instantly). Please note that comments written in the comment function can be read by other viewers. If you want to communicate with the presenter in a way that others cannot see, you can send a private message to the presenter. Please refer to the manual under preparation for detailed instructions.
Q. What are the file formats of e-posters and additional materials?
A. Only PDF is accepted for e-posters. Other formats are uploadable for additional materials. For details, please refer to the Meeting Participation Manual available from “Registration” button on our meeting website.
Q. The link to upload the e-poster can be accessed from the URL written in the e-mail sent from you, but can it be accessed in any other way?
A. No, you cannot access it in other way.
Q. Do on-demand videos have comment functions?
A. No, there are no specific comment functions to on-demand videos. Please make use of the comment function that is available in the presentation space.
Q. Are the URLs the same for uploading on-demand videos for either oral or poster presentation?
A. Yes, the same URL links to uploading on-demand videos for poster or oral presentations. However, the e-poster upload link URL is different.
Communication Link between Conveners and Presenters
Q. I am a convener, will there be a way to contact the presenters of the sessions?
A. Thank you for your patience. It is now ready as announced in the News & Info e-mail of April 30. Please make the contact as described there.
Certificate of Presentation
Q. In oral presentations, if I do not upload any files (e.g. pdf) as additional materials, how can I receive the certificate for presentation?
A. We will confirm your oral presentation in real time. We will issue the certificate if you make the presentation during the designated time.
Q. I understand that the certification of presentation based only on additional materials is only available if the JpGU Office can verify the presentation materials. Will this confirmation be completed during the meeting? Will those who wish to present in the form of additional materials be disadvantaged by deleting the materials immediately after the meeting?
A. The JpGU Office will make its best efforts, but regrettably cannot guarantee the time window to confirm yourpresentation. It is recommended that you upload your presentation as an e-poster or on-demand video instead of additional materials.
Q. Is the next “tutorial webinar” session on April 28 different from this one?
A. There are some overlaps with the content of this session, so if you can upload your presentation materials such as e-posters without any problems by 4/28, you may not need to attend the next session.
Q. Will the information on presentations to be made by substitute person be available on the meeting website or via e-mails to the registered participants?
A. We will post the information on our meeting website. It is described in the manual for uploading presentation materials (will also notify by e-mail. The presentation materials and video of today's online tutorial (Apr 28) will be available on our meeting website.