Guidelines
Guidelines for Moderators
(Regular Sessions)
Presentation Outline
Format:
In-person Format only. No virtual format.
Official language
English
Presentation time
20 min total (15 min for presentation, 5 min for discussion)*
*Only for Session 4E, each presenter will have 13 min for presentation, 5 min for discussion
Restricted Activities for Attendees
Attendees are not permitted to capture any screens, record presentations or copy any conference materials (such as the Book of Program, abstracts, or proceedings) for distribution to others.
Prior to the conference
You can check the final manuscripts included in the digital proceedings of your session on the online platform. The access link will be announced beforehand.
During the conference
| 15 minutes prior to your moderation session |
Please visit the check-in desk on-site and arrive at your session room 15 minutes prior to the start of the session. |
|---|---|
We will prepare the following materials on the desk of the moderator and verify Presenters’ presence during check-in.
|
|
| Please check the names of the presenters for your session. If any presenters are replaced by one of their coauthors, please tick their name on the Presenters' List. | |
| If any of the authors fail to appear in the session room before the start of the session, the venue staff will notify you. | |
| Session Starts | Please ensure that the session begins on time and announce that nobody is allowed to take pictures during the session.  |
| Discussion | Open the discussion for the remaining time. |
| Session Ends | Close the session. |
Sample Script
| No. | SCENE | COMMENTS |
|---|---|---|
| 1 | Beginning of Session | Hello everyone. I am [ your name ]. It is my honor to be the chair of this session. I/we would like to start [ Session Title ]. Beforehand, I kindly ask that you refrain from recording, taking pictures, or capturing screenshots during presentations. These actions are strictly prohibited. Thank you for your understanding. |
| 2 | Introduction | The first/next presenter is Prof./Dr./Mr./Ms. [ Presenter’s name ], please start your presentation. |
| 3 | Discussion | Now, let’s move to a Q&A Session. Your questions are very welcome for more active discussion. If you are an in-person participant and have questions, please raise your hand. After I/we appoint you, please ask question. |
| 4 | Closing the slot | Prof./Dr./Mr./Ms. [ Presenter’s name ], Thank you for your presentation. We are moving on the next presentation…. Back to (2) |
| 5 | Closing the session | This session is now closed. I would like to thank all speakers again for their participation and support for this session. |
Guidelines for Presenters
(Regular Sessions)
Presentation Outline
Format:
In-person Format only. No virtual format.
Official language
English
Presentation time
20 min total (15 min for presentation, 5 min for discussion)*
*Only for Session 4E, each presenter will have 13 min for presentation, 5 min for discussion
Restricted Activities for participants
Please note that attendees are not permitted to capture any screens, record presentations or copy any conference materials (such as the Book of Program, abstracts, or proceedings) for distribution to others.
Prior to the conference
Presenters are required to prepare their presentation slides as below:
Format
Microsoft Office PowerPoint (.pptx); We don’t have any presentation templates.
Aspect ratio
16:9 (recommended) or 4:3
Size of letters and numbers
24 points or larger
What you should prepare…
Name badge
You will receive your name onsite from the reception desk.
Proceedings
Download the digital proceedings from your account on the digital platform.
Laptop with HDMI port
Bring your laptop PC with HDMI port for your presentation with you. If your device doesn’t have the port, bring an HDMI adapter for your device, too.
presentation data
A PDF on USB for any unexpected troubles
On the Day
| Checking-in (On your first day only) |
Check-in the registration desk at the entrance of the venue. You will receive a name case and a conference bag with the book of program and Abstracts at the desk. |
|---|---|
| 15 minutes prior to your session |
You are requested to come and bring your laptop with you to your session room 15 minutes prior to the start of a session. |
| When you arrive at the session room, please contact staff in the room and review your slides on the screen. Our staff will help connect your laptop (HDMI port required) to the selector so that your presentation can be displayed on it sooner. In your turn, please place your laptop on the podium and start your presentation. If your laptop is not allowed to connect to the selector, please hand over your USB flash drive including your slides to the desk. “Presenter tools” of Windows or “Keynote” of Mac can be used. |
|
| Session Starts | Have a seat in the “Next Presenters’ seat” |
| Your presentation | Move and bring your laptop to the podium and start your presentation.
|
| Discussion | The moderator opens the floor including the virtual venue to any questions. |
| End | The moderator closes your presentation and return to your seat. |
In case of no-show
If you are a no-show and don’t give a presentation during the session, a substitute presenter is welcome.
A pre-recorded presentation video cannot be acceptable.
For Poster Presenters
Poster Viewing Time
Date and Time:
- Presentation & Discussion:
- May 9 (Friday) 15:30 - 16:00
This is where you stand next to your poster and interact with the participants.
- Poster Display:
- May 9 (Friday) 9:00 - 18:00
May 10 (Saturday) 9:00 - 16:00
Your poster will be displayed during these times and you not required to stand next to your poster.
For Poster Presenters
Please post and remove your materials on the poster panels within the specified times below.
- Panel Size: W80cm x H160cm
- Posting Time: May 9 (Friday) from 9:00
- Discussion Time: May 9 (Friday) 15:30 - 16:00
- Display Period: May 9 (Friday) May 10 (Saturday), 2 days
- Removal Time: May 10 (Saturday) from 16:00
- Display Location: Foyer, Hokkaido University Academic Exchange Hall (Foyer)
Push pins and presentation numbers for display are provided by the secretariat.
The presentation numbers (20cm x 20cm) are prepared in advance.
Please prepare your presentation data, including the title, affiliation, and presenter name, on the poster (W80cm x H160cm).
A discussion will be held at the poster session venue (May 9, 15:30 - 16:00).
Please note that any materials not removed after the removal time will be taken down and disposed of by the secretariat.
Instructions for Presenters
Please arrive at your poster by 5 minutes before the session begins.
Feel free to engage in discussions with the participants.