[ JAN / 12 / 2022 ]
Japan Geoscience Union Meeting 2022 (JpGU Meeting 2022) Format Latest Update

Koji Wada, Chair of the Meeting Organization Committee
After deliberations of holding the 2022 Annual Meeting of the Japan Geoscience Union (JpGU 2022) in a hybrid format, with a mix of on-site (Makuhari Messe, Chiba, Japan) and online, the outline of the Meeting has been almost finalized as announced below. For details, please refer to each corresponding item described on the Meeting website.

Meeting dates:

●Hybrid phase: Sun 22 May 2022 - Fri 27 May 2022
●Online poster sessions: Sun 29 May 2022 - Fri 3 Jun 2022

Note the online poster session phase has been extended by one day from the originally announced schedule. The reason for this is that we have decided to allocate the days based on the program of the hybrid phase, so that we will have 6 days to match the hybrid phase schedule.

Tools and platforms for online access:

Zoom is to be used for online webcast of oral sessions and various events, and online poster sessions.
Confit is to be used for Meeting portal site. Session details, presentation information and presentation materials will be displayed. Also Zoom links will be available from the timetable displayed on Confit to participate online in each session.

How to Participate in the JpGU Meeting:

In order to participate in the Meeting, please first complete your Meeting registration before logging in to Confit meeting portal site (For those participating in Public Sessions (O) only, will be slightly different), We expect a time delay of up to a day between your registration and your login to Confit, please complete your Meeting registration at your earliest convenience. Especially, presenters are requested to pay attention to the registration deadline which will be announced separately.
For those attending the Meeting on site, please complete your Meeting registration at least one day and make sure you have your e-ticket in hand before you come to the Meeting venue.

Procedure during the Hybrid phase:

In the hybrid phase, we will have oral presentations and on-site poster presentations as previously announced.

For oral presentations, each session will be assigned to a room at the Makuhari Messe site (see here for the scheduled slot allocation; please note that the final allocation will vary slightly depending on the number of submissions). Presentations can be made on site or online Zoom webcast to allow for presentations and participations in both ways. We are planning to make it possible for the chairpersons to run sessions presiding either onsite or online. 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.

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 (17:15-18:45), 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 and bring the e-ticket issued by the day before your visit. In order to avoid congestion at the registration desk and to reduce costs, we regretfully cannot accept registration at the site. In addition, from the viewpoint of preventing the spread of new coronaviruses, we ask for your cooperation in the following.

Procedure during the Online poster phase:

One Zoom will be allocated for each session, and one breakout room will be provided for each of the posters. As in the poster sessions of the 2021 meeting, presenters will wait in their assigned breakout rooms and discuss with participants who come and go in each breakout room. 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.

Each session will have a chairperson assigned by the conveners. At the beginning of the session, the chairperson is requested to conduct a flash talk by each of the voluntary poster presenters while displaying the presentation materials such as e-posters on the session page of Confit. If there are so many posters that the flash talk may take up too much of the core time, the chairperson may briefly introduce each poster presentation and then move to the breakout room for discussion.

In principle, the sessions will be held every day from 11:00 to 13:00, and each session will be held on a different day of the week (shifted by a day) based on the onsite poster core time allotted during the hybrid phase (see here). (For some sessions, we have changed the day of the session based on the requests of the conveners.) This is to reduce the burden on the participants and to minimize the impact on the regular work schedule such as lectures. 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 (9:00-11:00) or PM slot (16:00-18:00) based on the request from conveners.

Possibility of moving to a fully online format

As the outlook for the new coronavirus infection situation is still uncertain, we may be forced to make a difficult decision whether or not to move to a fully online session. In such circumstance, we will make a comprehensive judgment respecting decisions by the national and local authorities including the declaration of a state of emergency and other factors.

In the event we move fully online, onsite poster sessions will not be held. However, all other oral sessions and online poster sessions will be held online with the same schedule and program.

If the decision is made to hold the meeting fully online before the start of registration in late March, the meeting registration fee will be revised and announced based on the cancellation of the local venue. If the decision is made to hold the meeting fully online after the start of registration, the registration fee will remain the same as it was at the beginning, taking into account the preparations and the meeting system implementation. Please note that no refunds will be made.

We would like to ask for your understanding and cooperation as we strive to make the Meeting 2022, our first hybrid meeting, a success.