Attendee Guide

Attending the Conference On-site

Japan COVID-19 Guidelines

Proof of Vaccination or PCR test
Travellers who possess a valid vaccination certificate of COVID-19 will no longer be required to submit the certificate of negative result of pre-departure COVID-19 test.

Quarantine and Arrival Testing
Quarantine and arrival testing has been eliminated for travellers from 128 "blue" countries & regions, whether they are fully vaccinated or not.
These include Indonesia, Australia, Republic of Korea, Cambodia, Singapore, Thailand, Taiwan, New Zealand, Philippines, Brunei, Hong Kong, Malaysia, UK, Canada, United States, and all European countries.
- Full list of countries grouped by restrictions
- Check requirements by country of departure

Wearing of Masks
Most Japanese people continue to wear masks in public places.
Since May 16, the wearing of masks is no longer compulsory both indoors and outdoors as long as social distancing is practised and there is no physical contact. Masks are still strongly recommended on public transport, in hotels and in crowded places.

Conference Venue

Tuesday, November 29 will be both onsite at Toshi Center Hotel and live-streamed online.
Wednesday, November 30 and Thursday, December 1 will be at the Toshi Center Hotel.
Friday, December 2 will be online only.

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

Conference Lunch

Lunch is available through pre-order only.

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:
Monday, November 28 | No in-person registration
Tuesday, November 29 | 12:30-15:00 – Toshi Center Hotel, 5F
Wednesday, November 30 | 09:00-15:00 – Toshi Center Hotel, 6F
Thursday, December 1 | 09:00-15:00 – Toshi Center Hotel, 6F
Friday, December 2 | No in-person registration

Refreshment Breaks

Complimentary coffee, tea, water, and light snacks will be available during the scheduled coffee breaks.

Conference Meet and Greet
There will be a conference "Meet and Greet" on Monday, November 28 from 17:00. Pre-registration is required.

Cultural Visit to Tokyo Tower
After the parallel sessions on Wednesday, November 30, IAFOR will be hosting a cultural visit to Tokyo Tower to experience the breathtaking scenery of one of the biggest metropolitan cities in the world. With two 360-degree observation decks, delegates can gaze out at the city lights and Tokyo Bay. Participants can also stop at various shops and cafes inside the Tower and share their experiences of Japan with like-minded scholars.

Conference Dinner
The conference dinner will be held on Tuesday, November 29 after the plenary session. This is an optional event and costs 5,000 Yen. Registered attendees will be contacted in a separate email with more details. .

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.

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

On-site 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 MacBook computer pre-installed with PowerPoint and Keynote and 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 31, 2022.

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