Information for Chairpersons and Speakers

For Chairpersons

• Chairpersons are requested to be seated in the chairpersons’ seat in the front-right row of each session room at least 15 minutes before the session starts.
• There will be no announcement to start the session. When the time comes, please begin the session at the chairperson's Seat.
• Chairpersons are asked to stay within the time allotted for the session and each presentation.
• During the Q&A period, please ask people with questions and/or comments to stand in line by the microphone in advance.

For Speakers

The Speaker Ready Room will be open on the following days and times during the meeting period.
Please visit there no later than 30 min prior to your presentation in order to preview and submit your presentation.

Opening Hours

• The following types of media will be accepted.
  USB flash memory drive/CD-R (please bring backup media).
• When writing onto a CD-R, use only the hybrid format (ISO 9660), as using special functions such as “Packet Write” may cause problems with data display.
• To prevent the possible spread of computer viruses, always scan your presentation files beforehand with updated anti-virus software.
• After saving your presentation file on the appropriate medium, do a test run on another PC to make sure it works normally.
• Any copies of your presentation data which the Secretariat has received will be deleted after the meeting.

File Management

• Supported OS and applications are as follows:
  OS: Windows 11 (Windows 10 is also acceptable)
  Applications: PowerPoint 2007, 2010, 2013, 2016, 2019 or Microsoft 365
• If your presentation file is made using Macintosh, please bring your own laptop with an HDMI adapter. (recommend genuine products or products with Apple MFI Certification)
• To prevent display problems with your presentation, use only standard OS fonts such as Times New Roman, Arial, Arial Black, Arial Narrow, Century, Century Gothic, Courier, Courier New, or Georgia.
• The title of your presentation file should be “your presentation number + your name”. (e.g.: Symposium 1_John Smith.pptx).
• There is no limit on the size of your presentation file. However, if the size of your presentation file exceeds 500MB, please bring your own PC.
• You can use audio or video in your presentation. If you use video which is encoded with a specific codec in your presentation, we recommend you bring your own PC. We also recommend any video data to be in MP4 format which can be played on Windows Media Player 11.
• The screen ratio should be 16:9 (wide screen).
• All data files should be in one folder, including any reference files such as video files.
• After saving your presentation file on the appropriate medium, do the test runs on another computer to make sure it works normally.

For Presenters who prefer to use their own laptop

• Make sure to bring your AC adapter. A HDMI cable is provided. Some laptops require a separate connector. Please bring your own connector if needed.
• Nagoya has a voltage of 100V and 60 Hertz frequency. Japanese electrical plugs have two, non-polarized pins (Type A). Please bring your plug adapter if needed.
• Switch off screen savers, power saving settings, and disable login passwords if any.

• Make sure to bring a back-up of your presentation file using separate storage media.

  

  

What to do after submitting your presentation file

• You can use PowerPoint Presenter View during your presentation.
• Please be seated in the front-left row of session room at least 15 minutes before the session starts.
• A mouse and keypad will be available on the podium table for your use during your presentation.
• At 1 minute before the end of your presentation, a yellow warning light will appear, and at the end of the presentation time the light will turn red.

For Speakers

• Please wear a presenter’s ribbon which is on your poster panel during a presentation/discussion hour and stand in front of your poster panel 10 minutes before the scheduled start time. Poster presentations will be in a free discussion format without a chairperson facilitating the discussion.
• Posters will remain on display until the designated removal time.
• Posting and removal times are scheduled as below. Please note that any posters remaining over the removal time will be disposed by the Secretariat.

Guidelines for Poster Presentation