The 66th Annual Meeting of the Ecological Society of Japan

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Frequently Asked Questions for ESJ66, 2019, Kobe

Followings are frequently asked quenstions on the ESJ annual meeting.
If you do not find the answer you need in this page and ESJ66 website, please contact us via the Inquiry Page.
* We will not respond to inquiries after 5 p.m. (JST) on each deadline day. Your early confirmation of the procedures would be appreciated.
[Inquiry-system down time ]
• Wednesday, February 13, 5:00 pm - February 14, 10:00 am (JST)

FAQ

FAQ

Deadline and conference program

Q1.: Can you extend the deadline? The deadline has expired for: applying for membership in order to conduct a session or presentation; applying for a session or a presentation; submitting an abstract.
A1.: We cannot extend the deadlines for any reason.

Q2.: Can you schedule my presentation/session slot to fit the days that I'm available? I can only participate in the conference on some of the days.
A2.: We cannot accept any requests to change the conference program.

Q3.: Can you arrange our presentations to be sequential? My colleagues and I plan to have several oral presentations on related research topics.
A3.: We cannot accept any requests to change the conference program.

For more details about why we are so rigid, please refer to the following: Why are we so inflexible? - Reasons for requesting strict compliance with the deadlines and regulations

Qualifications for entry and registration fee

Q4.: Can non-members participate?
A4.: Upon paying the registration fee, non-members can join the audience. Please confirm the qualifications for entry for other roles (e.g., presenter and organizer) in the overview on the ESJ Annual Meeting Official Web Site.

Q5.: Can non-members give a presentation?
A5.: Except for invited speakers in the ER symposia and symposia, non-members cannot be organizers or speakers. However, non-members can be co-authors of presentations.

Q6.: Are the workshop presenters required to apply for entry and pay the registration fee?
A6.: Because the workshops are formalized events, presenters who only attend workshops are still required to apply for entry and pay the registration fee.Overviews, comments, and opinions without the submission of their abstract are not counted as presentations.

Q7.: Are audience members who only attend workshops required to apply for entry and pay the registration fee?
A7.: If an audience member attends only the workshop and no other events, he/she does not have to apply for entry or pay the registration fee. However, because workshops are formalized events, an audience member who attends only a workshop must pay 1000 yen for a workshop pass. Workshop passes can be purchased at the reception desk on the day of the meeting.

Q8.: Can non-members attend public lectures?
A8.: Yes. Participants who attend only the public lecture do not have to apply for entry and no registration fee is required.

Q9.: Can the registration and banquet fees be paid by my organization using public expense?
A9.: Yes. For details, please contact the helpdesk by email (esj-desk@bunken.co.jp).

Q10.: Will receipts for the registration and banquet fees be issued?
A10.: Yes. Receipts will be mailed with each registrant’s name card before the Annual Meeting. If you have specific requirements for the receipt, please contact the helpdesk by e-mail (esj-desk@bunken.co.jp).

Q11.: If I have applied and paid the registration fee without the banquet participation fee, can I later change my application to participate in the banquet?
A11.: Please contact the helpdesk by e-mail (esj-desk@bunken.co.jp).

Application (to attend the meeting and/or apply for a presentation)

Q12.: I lost my membership ID/login ID.
A12.: If you are an ESJ member, please contact our membership administration officer using the inquiry form. If you are not an ESJ member, please contact the help desk by e-mail (esj-desk@bunken.co.jp).

Q13.: If I’m not planning to give a presentation, can I apply to attend the meeting after the application deadline for presentations has passed?
A13.: Yes. You can apply and pay for the meeting as an audience member until February 8, 2019 through the online registration system, or at the reception desk on the day of the meeting.

Q14.: I’d like to change the information I submitted about my oral/poster presentation.
A14.: You can freely cancel or change your submitted information on the webpage before the deadline for registration (October 31, 2018). After that, you can correct only the title and co-author(s) by issuing an errata slip. We do not update the program book or the web program, which are published based on the submitted information. We will accept correction requests via errata slips through the online registration system from the end of December, 2018.

Q15.: I want to cancel my presentation. How should I do this?
A15.: You can freely cancel your presentation on the webpage before the deadline for registration (October 31, 2018). After the deadline, please contact the planning committee using the inquiry form. Please note that the information at the time of the registration deadline will appear on the program and the ESJ Annual Meeting Official Web Site.

Q16.: I want to cancel my registration to the ESJ66 and/or the banquet. How should I do this?
A16.: Please contact the helpdesk by e-mail (esj-desk@bunken.co.jp). You can cancel your registration free of charge until Thursday January 31, 2019. For the banquet, you can cancel free of charge until Friday February 8, 2019.

The contents of the program book and the web program

Q17.: After the schedule is decided, how do I revise the information about my session in the program book and the web program?
A17.: We do not update the program book or the web program, which are published based on the submitted information. It is possible to change the title and co-author(s) by issuing an errata slip. We will accept correction requests via errata slips through the online registration system from the end of December, 2018.

Q18.: Is it possible to revise my oral/poster presentation in the program book and web program after the deadline?
A18.: We do not update the program book or the web program, which are published based on the submitted information. It is possible to change the title and co-author(s) by issuing an errata slip. We will accept correction requests via errata slips through the online registration system from the end of December, 2018.

Mailing of program books and nametags

Q19.: My nametag has not arrived yet, although I applied and completed my payment.
A19.: Nametags will be sent to participants who have paid their membership and participation fees by February 8, 2019, and registered an address in Japan by March 8, 2019. If you have not received your nametag after these dates, please contact the helpdesk by e-mail (esj-desk@bunken.co.jp), because it may have been returned to us due to use of an incorrect address. Participants from abroad can collect their nametags from the reception area.

Q20.: The program book has not arrived yet, although I applied for admission.
A20.: From this year, we will no longer send the program book in advance. Please pick up your program book at the venue. A voucher for the program book will be sent to participants who have paid their participation fees by February 8, 2019, to the registered address (only valid for addresses in Japan). Please show the voucher to receive the book at the venue. If you do not receive the voucher subsequent to your application and payment, please contact the helpdesk by e-mail (esj-desk@bunken.co.jp). Participants whose registered address is not in Japan can receive the ticket in the reception area.

Abstracts and presentation files

Q21.: Are abstracts subject to a peer review process?
A21.: No peer review process will be undertaken for the abstracts. Submitted abstracts will be published on the website as they are.

Q22.: I could not submit an abstract by the deadline. Will my presentation be canceled?
A22.: No. Although the abstract will not be published, your presentation can still proceed.

Q23.: Do speakers participating in a forum need to submit an abstract?
A23.: It is not necessary. The main organizer will submit the abstract.

Q24.: Is there a limit on the maximum number of words/characters in the abstract?
A24.: Yes. Please ensure that abstracts do not exceed 200 words in English, and 800 characters in Japanese.

Q25.: Please tell me about the oral presentation files.
A25.: Oral presentations are given using computers (Windows 10) and projectors provided in the room in either Microsoft PowerPoint (for ppt or pptx file) or Adobe Reader (for PDF file). You will not be allowed to use your own PC. The presenters must register one presentation file for each presentation in advance. Please note that the presentation file should not exceed 20 MB. The aspect ratio of projector and screen is 4:3.

Q26.: When can I submit the presentation file?
A26.: Prior submission of presentation files via an online system has been discontinued. Please submit your file in the speaker ready room (room 406) during the meeting. Speakers should save their presentation file on their own USB device, bring it to the speaker ready room, and copy it to the PC provided in the room by 12:00 on the presentation day. Presentations that are not copied to the PC by that time will be canceled.

Q27.: Are prior submissions of presentation files necessary for presenters at a symposium, workshop, and forum?
A27.: No, this is not necessary. Please contact the organizer of your session about the presentation files.

Preparation for the oral and poster presentations

Q28.: How long can I have for the oral presentation?
A28.: You’ll have 15 minutes in total, with 12 minutes for presentation followed by a question and answer session for 3 minutes. We will notify you at 10 minutes with the first ringer, a second alarm at 12 minutes, and the final signal at 14 minutes and 30 seconds.

Q29.: Who chairs the oral presentations?
A29.: Each presenter will chair the subsequent presentation except for the English Presentation Award (EPA). For the EPA, the planning committee will appoint an appropriate person for the chair.

Q30.: What size should posters be?
A30.: Please prepare your poster in a portrait style of 90 * 210 cm.

Q31.: When should I put up and take away my poster?
A31.: The time period and the core-time for the poster session will be shown in the pages of the schedule in the Program. Applicants for the Poster Award should put up their posters from 15:00 to 17:00 on the previous day or by 9:45 on the presentation day. Others should put up posters from 9:00 to 11:00 on the presentation day. Please remove posters by the closing time of the poster session.