Guidelines for Presenters/Chairs

Instructions for Speakers

1. Time Allotment

Plenary Lecture40 minutes (Presentation time: 35min, Q&A: 5min)
Keynote Lecture30 minutes (Presentation time: 25min, Q&A: 5min)
Oral Presentation20 minutes (Presentation time: 15min, Q&A: 5min)

Careful time keeping is important for the smooth running of the session.
Please make sure not to overrun your allotted time.

Caution
Plenary Lecture
After a lapse of Number of bell Meaning
33 min. Once Warning
35 min. Once Q&A Starts
40 min. Once Quit the discussion
Keynote Lecture
After a lapse of Number of bell Meaning
23 min. Once Warning
25 min. Once Q&A Starts
30 min. Once Quit the discussion
Oral Presentation
After a lapse of Number of bell Meaning
13 min. Once Warning
15 min. Once Q&A Starts
20 min. Once Quit the discussion

2. Equipment

Each presentation room is equipped with
  • 1) LCD Projector with a min D-sub 15 pin display cable
  • 2) Microphone
  • 3) Laser Pointer

Please bring your own laptop PC with your connecter (connection is D-sub cable) and AC adapter for presentation and your presentation data by a USB memory stick as a backup. Before the presentation, please make sure that you are familiar with the audiovisual equipment in the session room. A technical staff will be available to help you.
We recommend you make your slides with aspect ratio of 4:3.

3. Speaker’s Seat

Please arrive at your session room by 15 minutes before the session starts. The chairpersons of your session will confirm the attendance and have a meeting before the session. To avoid technical problems, please have your computer checked for the projector connection before the technical session starts.
Speakers are requested to be seated at the Speaker’s Seat in the front row during their session.

Instructions for Poster Presentations

1. Schedule

Date & Time
Set up 16:30-17:30 on Sunday, October 14th
Poster Session (Core time) 16:20-18:00 on Wednesday, October 17th
Odd: 16:20-17:10, Even: 17:10-18:00
Removal 18:00-18:20 on Wednesday, October 17th
Room

Reception Hall B Foyer, Awaji Yumebutai International Conference Center

2. Preparation

Poster Image
  • - The poster dimensions are:
    max width: 90 cm – max height: 180 cm
  • - The preferable poster size is A0 in portrait format
    (i.e. width 84.1 cm x height 118.4 cm).
    Please note that these dimensions may not be exceeded under any circumstances.

3. Presentation

  • - Presenters are required to attend the sessions to answer questions in front of your poster during the Poster Session.
  • - Poster Award will be offered to the outstanding posters.
  • - The awardees will be announced during the banquet.

4. Set up and Removal

  • - Presenters will be responsible for mounting your presentations on the poster board. Please find the program number of your presentation on your respective board. Pushpins will be available at your poster board. No other adhesive method is permitted on the boards.
  • - Posters should be removed and brought back by each presenter. The Secretariat will not take any responsibility for the material on display after removal time.

Instructions for Chairpersons

In order to operate the session smoothly, chairpersons are requested to confirm the followings.

Before the Session

Chairpersons are requested to be seated at the chairperson’s seat by 15 minutes before the session starts.

During the Session

  1. Each oral session is chaired by two chairpersons. Chairpersons are expected to introduce the presenters and moderate discussions during the session.
  2. The chairperson shall announce its cancellation and the next presentation will start on schedule, in case a speaker does not appear by the time of his/her presentation. Please do not move up the next presentation nor switch the order of the presentation even if the speaker comes within the session.
  3. Please inform the audience of the following items when the session starts.
    • - Chairperson's name and organization
    • - Cellular phone should be turned off
    • - Either video or audio recording of the sessions, including taking photographs, is prohibited
    • - The time allotment for each contributed paper
    • - People who ask questions or make comments should introduce themselves before their questions or comments.
    Please introduce the name and organization of the speaker and the title of the paper before each presentation.
  4. The time allotment for each presentation is as follows
    Plenary Lecture 40 minutes (Presentation time: 35min, Q&A: 5min)
    Keynote Lecture 30 minutes (Presentation time: 25min, Q&A: 5min)
    Oral Presentation 20 minutes (Presentation time: 15min, Q&A: 5min)
  5. Time management is an important task of a chairperson.
    The chairperson should play the role of time keeper using a clock and a bell which are set on the chairperson’s desk.
    < Caution >
    • The chairpersons are required to ring a bell for presentations as follows.
    Plenary Lecture
    After a lapse of Number of bell Meaning
    33 min. Once Warning
    35 min. Once Q&A Starts
    40 min. Once Quit the discussion
    Keynote Lecture
    After a lapse of Number of bell Meaning
    23 min. Once Warning
    25 min. Once Q&A Starts
    30 min. Once Quit the discussion
    Oral Presentation
    After a lapse of Number of bell Meaning
    13 min. Once Warning
    15 min. Once Q&A Starts
    20 min. Once Quit the discussion
    • *Please note that it will take a few minutes to project the presentation slides of the next speaker. Chairpersons are requested to shorten the allotted time above of each speaker and instruct speakers to finish the presentation if necessary.
  6. Chairpersons ask the questioner on the floor to use a microphone when he/she is talking.
  7. At the end of the session, the chairperson might be asked to make a few administrative announcements if necessary.
  8. Please call for the conference staff if you have any questions.

For any inquiries, please contact:

EPM2018 Secretariat
c/o JTB Communication Design, Inc.
Celestine Shiba Mitsui Bldg. 3-23-1, Shiba, Minato-ku, Tokyo 105-8335, Japan
TEL: +81-3-5657-0777 FAX: +81-3-3452-8550
Email: epm2018@jtbcom.co.jp