Guideline for Participants
How to Get Your Name Badge
Please present your QR code at the registration desk. You can get it from your My Page.
* Please log in to My Page with your email and password.
Registration Desk
| May 28 | 7:30am to 5:30PM | Pacifico Yokohama North, 1F Lobby |
| May 29 | 7:30am to 5:30PM | |
| May 30 | 7:30am to 3:00PM |
Sponsored Seminars
The Sponsored Seminars will be held on the following dates:
| Day | Morning | Lunch | Afternoon |
|---|---|---|---|
| May 28 | Luncheon Seminar | Afternoon Seminar Sweets Seminar |
|
| May 29 | Morning Seminar Sweets Seminar |
Luncheon Seminar | Sweets Seminar |
| May 30 | Morning Seminar | Luncheon Seminar |
Lunch boxes will be provided during the luncheon seminars. Tickets for luncheon seminars will be distributed until 11:15 AM each day at the Luncheon Seminar Ticket Desk, 1F Lobby. One ticket is available per person per day and the total number of tickets will be limited. Those with tickets may preferentially enter the seminar rooms.
Breakfast will be provided during the Morning Seminars, and snacks will be served during the Afternoon and Sweets Seminars. Tickets are not required for those Seminars.
Exhibition and Refreshment Service
The exhibition will be held at Pacifico Yokohama North, 1F, G1-G4. By visiting the Exhibition area and collecting six stamps from the various exhibition booths, you can exchange them for a small gift. A refreshment corner with beverages, a relaxation area equipped with facilities to charge laptops and smartphones, and a photo spot will also be available.
Cloakroom
Please use Cloakroom located at the Exhibition Hall, 1F.
Wi-Fi
Free Wi-Fi is available throughout the conference venue.
Happy Hour
Happy Hour will be held on both May 28 (Wednesday) and May 29 (Thursday) from 16:00 to 18:00 in the exhibition area (Pacifico Yokohama North, 1F, G1-G4). Beverages and light snacks will be provided.
Banquet
The Banquet will be held at the Yokohama Grand InterContinental Hotel, 3F Ballroom. Participation is free of charge.
For Chairs and Moderators
Please arrive 15 minutes before the start of your session and take the designated chairs’/moderators’ standby seat. Chairs/Moderators are requested to remain within the time allotted for the session and each presentation. The presentation time for the International Session is 7 minutes, followed by 3 minutes for Q&A.
For All Speakers
Please review "Notes on Presentation and Data Preparation" and submit your presentation material at the PC Center (Speakers Ready Room) located at the Exhibition Hall, at least 30 minutes prior to your presentation.
Conflict of Interest (COI)
All presenters at the 126th Annual Meeting of the Japanese Society of Otorhinolaryngology-Head and Neck Surgery must disclose and report on any conflict of interest, or, alternatively, to state that they have no conflict of interest. Once your presentation is accepted, the category of conflict of interest is listed below and company names must be noted for disclosure in the slide or poster used in the presentation.
Reporting Conflict of Interest at your presentation
Report on any potential conflict of interest with companies and yourself, your spouse or first degree of kinship regardless of whether it's concerned with the content of your presentation. In particular, the following cases should be noted and avoided.
- In the case the author is a board of director, an advisor or an employee of a company or a commercial institution.
- In the case when the author has made profit from stocks and stockholding.
- In the case when the author receives patent royalty from a company or a commercial institution.
- In the case when the author receives lecture fees, research fees from a company or a commercial institution.
- In the case when the author receives honorarium for manuscript fee on brochures from a company or a commercial institution.
- In the case when the author receives research funding or grant from a company or commercial institution.
- In the case when the author receives donations from a company or commercial institution.
- In the case when the author receives researchers support from a company or commercial institution.
- In the case when the endowed chair is sponsored by a company or commercial institution.
- In the case when the author receives other remuneration besides research such as travel expenses, gifts etc...
Disclosures in the abstract and slide
Abstract
Conflict of Interest (COI) will not be posted in the abstract book.
Slide and Poster
The first authors are requested to describe COI on their slide or at the bottom of the poster presentations. If the author does not have any conflict of interest to disclose, there will be a statement to the effect, "I have no actual or potential conflict of interest in relation to this presentation." on the sample slides. Please refer to the following link for sample slides and details of COI disclosures.
Session Schedule
The presentation time for the International Session is 7 minutes, followed by 3 minutes for Q&A. Please make sure your presentation stays within the allotted time.
Notes on Presentation and Data Preparation
- All presentations are to be done digitally with computers and LED projectors. The Organizer will provide the projector and computer for the presentation. The aspect ratio is 16:9.
- There is no limit on the number of presentation slides, and videos can also be used; however, please ensure that your presentation fits within the allotted time. A yellow light will flash one minute before the end of your presentation, and a red light will signal the conclusion. We kindly request your cooperation in adhering to the time limits.
- You can use the PowerPoint’s “Presenter View” function for your presentation.
- Only Windows PCs are available at the presentation room. Please make your presentation on a Windows PowerPoint and save the data on a USB flash drive. If using Macintosh PowerPoint to create your presentation, please bring your own laptop.
- Please prepare your presentation data using the Windows version of PowerPoint and save it onto a USB flash drive to bring with you.
- Presentation data’s file name format must be <Abstract No>_<Speaker Name>”.
- When using links or hyperlinks for still images, videos, graphs, etc., please make sure to save the original data and confirm that the links work within your presentation. Also, please double check your presentation on an alternate PC beforehand.
- Be sure to bring a backup copy of your presentation with you to the conference.
Presentation Data Registration
- Please submit your presentation material at the PC Center (Speakers Ready Room) located at the Exhibition Hall, at least 30 minutes prior to your presentation.
- After registration, please confirm that all data operates adequately with the AV technicians.
- The AV technicians will then take the data and copy it to the server. The copied data will be sent to the presentation room and be on standby for your presentation. Please arrive at the presentation room and be seated at the chairs marked “Next Speaker” 15 minutes prior to your presentation. After the conference, the Organizers will take responsibility to delete all received files.
- If bringing in your own laptop, please go to the PC Center to verify that the file operates properly, then go to the AV technician’s desk located inside the presentation room, at least 15 minutes before your presentation is scheduled. After your presentation, please take your laptop back from the AV technicians.
- Precautions when bringing your personal laptop:
Please make sure to bring an AC adaptor.
The voltage is 100 volts and the frequency of electric current is 50 Hertz in Tokyo (Eastern Japan). Japanese electrical plugs have two, non-polarized pins (Type A). Please bring your plug adapter if needed.
If you bring your personal laptop, the presentation room will prepare an HDMI terminal, as the PC cable connector. Please bring a laptop that is compatible with this cable. If you do not have a PC that is compatible with this connector, please bring in your own PC cable connector.
Please make sure all screensavers, power saving settings, and password settings are turned off beforehand.