Attendee Guide

Attending the Conference Onsite

Conference Venue: Toshi Center Hotel

- Tuesday, November 21 will host the onsite welcome reception and pre-conference registration at Garb Central.
- Wednesday, November 22 will be both onsite at the Toshi Center Hotel and live-streamed online.
- Thursday, November 23 and Friday, November 24 will be onsite only at the Toshi Center Hotel.
- Saturday, November 25 will be online only.

Toshi Center Hotel
– Address: 〒102-0093 Tokyo, Chiyoda-ku, Hirakawacho 2-4-1
Further Information

Garb Central
– Address: 〒102-0094 Tokyo, Chiyoda City, Kioicho, 1−3 東京ガーデンテラス 1F
Further Information


Registration Desk

- You will be able to pick up your name badge at the Conference Registration Desk.
- The Conference Registration Desk and Publications Desk will be situated at the following locations during the conference:

Registration
- Tuesday, November 21 | 16:45-19:00 - Garb Central (Pre-Registration)
- Wednesday, November 22 | 09:30-17:30 – Toshi Center Hotel, 5F
- Thursday, November 23 | 08:30-19:00 – Toshi Center Hotel, 7F
- Friday, November 24 | 08:30-15:30 – Toshi Center Hotel, 7F
- Saturday, November 25 | No in-person registration


Refreshment Breaks

- Complimentary drinks and light snacks will be available during the scheduled coffee breaks.
- Lunch will not be provided during any of the onsite conference days.

Beverages
-Coffee
-Orange Juice
-Tea
-Water

Snacks
-Wasabi Snack Mix
-Japanese Rice Crackers
-Mixed Nuts
-Gluten-Free Cakes
-Russian Cakes
-Choco Tarts
-KitKats
-Finger Sandwiches


Conference Welcome Reception

- There will be a conference Welcome Reception on Tuesday, November 21 from 16:45 at Garb Central.
- Access and directions

Beverage Menu
-Red & White Wine
-Japanese Beer
-Assorted Cocktails
-Softer Drinks
-Water

Food Menu
-Prosciutto & Chicken Bruschetta
-Buffalo Cheese & Mini Tomato Caprese
-Pate Pinchos
-Japanese Fried Chicken
-French Fries
-Margherita Pizza
-Awaji Beef Rigatoni Bolognese


Gala Dinner

Step outside the formal conference environment and immerse yourself in an evening designed to foster connections and cultivate insightful dialogues. This exclusive gathering, limited to 100 attendees, offers an enhanced platform to forge connections with fellow delegates, engage with the Programme Committee, and interact with esteemed academics and professionals. Seize this opportunity to create lasting relationships and engage in meaningful conversation.

- Time & Date: Wednesday, November 22, 2023, 19:00-21:00
- Registration Deadline: Wednesday, November 8, 2023
- Availability: 100 persons
- Ticket Price: 9,000 JPY.
- Tickets are available on the online store.


Venue Information

Smoking
- Smoking is only permitted in designated areas.

What to Wear & Bring
- Attendees are encouraged to wear business casual attire.

Internet Access
- There is adequate WiFi (50 Mbps) connection at the venue in all rooms. However, streaming video is not recommended.
- If your presentation includes video, please bring it on a file that can be played without an internet connection.

For anyone attending the conference onsite, please use the following details to login to the free WiFi network.
- SSID: Toshicenter_Hotel_Wi-Fi
- Password: toshi19590302

Certification
-Certificates of Presentation, Session Chair certification, Certificates of Attendance, as well as Reviewer certification, will be sent out by email in a PDF format after the conference.

Photo/Recording Waiver
Human interaction through networking, and dissemination of this knowledge, is at the core of what IAFOR does as an academic research organisation, conference organiser and publisher. As part of the archiving of the conference event, IAFOR takes photos in and around the conference venue and uses the photos to document the event. This also includes the filming of certain sessions. We consider this documentation important and it provides evidence of our activities to members, partners and stakeholders all over the world, as well as to current and potential attendees like you. Some of these photos will therefore appear online and in print, including on social media. The above are the legitimate interests of the organisation that we assert under the new European Union law on General Data Protection Regulation (GDPR). Under this legislation, you have an absolute right to opt out of any photo. We are committed to protecting and respecting your privacy. Read our full privacy policy – iafor.org/about/privacy-policy

Onsite Sessions and Session Chairs
Session Chairs are asked to introduce themselves and other speakers (briefly) using the provided printout of speaker bios, hand out the provided presentation certificates at the end of the session, and ensure that the session begins and ends on time, and that time is divided fairly among the presentations. Each presenter should have no more than 25 minutes in which to present their paper and respond to any questions. The Session Chair is asked to assume this timekeeping role, and to this end, yellow and red timekeeping cards are used as a visual cue for presenters, to let them know when they have five minutes remaining, and when they must stop. Please follow the order in the programme, and if for any reason a presenter fails to show up, please keep to the original time slots as delegates use the programme to plan their attendance.

- All session chairs will receive a certificate and be credited in the conference programme.
- Please take a look at our Session Chair Guidelines for further details of what is required.
- Onsite Session Chair Guidelines

Computers and Equipment
- All rooms will be equipped with a clicker and MacBook computer pre-installed with PowerPoint and will be connected to an LCD projector.
- If you wish, you may directly link your own PC laptop, although we advise you to use the computer provided by plugging in your USB flash drive.
- We recommend that you bring a copy of your presentation in case one fails, and suggest sending yourself the presentation by email as a final precaution.


Attending the Conference Online

How to Watch Live-Stream Presentation and participate in the Conference with Zoom

Before joining a Zoom online session on your computer or mobile device, download the Zoom app. Otherwise, you will be prompted to download and install Zoom when you click a join link.

Participation Rules
- Join the meeting using your full name (important)
- The IAFOR moderator will be responsible for monitoring the session.
- Video and microphone will be automatically turned off.
- The meeting will be recorded automatically.
- If you have any questions for presenters, please use the chatbox function.

Familiarise yourself with Zoom
- Watch our 3-minute long tutorial video, download the Zoom app, and join a test meeting.
- We also have a PDF guide.

Online Sessions and Session Chairs
- Session Chairs are asked to introduce themselves and other speakers (briefly), ensure that the session begins and ends on time and that the time is divided fairly between the presentations.
- Each presenter should have no more than 25 minutes in which to present his or her paper and respond to any questions.
- The Session Chair is asked to assume this timekeeping role, letting presenters know when they have five minutes remaining, and when they must stop.

All session chairs will receive a certificate and be credited in the conference programme.
- Please take a look at our Session Chair Guidelines for details of what is required.
- Online Session Chair Guidelines

Pre-Recorded Virtual Presentations

- A full list of pre-recorded virtual video presentations will be on the conference website during and after the conference.
- We encourage you to watch these presentations and provide feedback through the video comments.
- The comments section is connected to LinkedIn, and you have the option to display these comments on your LinkedIn profile.

Conference Catch-up page

- All live-streamed sessions, keynote, and featured presentations will be recorded and uploaded to the Conference Catch-up page (video-on-demand) via Vimeo.
- The catch-up page will be available after the conference until December 25, 2023.