Information for Speakers and Chairs

Information for Chairpersons of Oral Sessions

Chair of Oral Sessions

1. Be seated in the Chairperson’s seats at least 10 minutes prior to the beginning of your session.
2. Ensure the session ends on time:
   
   • Plenary lectures: 60 minutes, including discussion
   • Progress reports: 30 minutes, including discussion
   • Special reports: 15 minutes, including discussion
   • IUPAP Early Career Scientist Prize: 30 minutes, including discussion

Information for Oral Presenters

1. Check-in for Oral Presenters at the PC Center
   
   • Presenters are recommended to use a PC equipped in the convention center for their presentations.
   • Bring your presentation slides to the PC center the day before your presentation, following the guidelines below.
   • Bring your presentation slides (in Windows PPT, PPTX, or Adobe PDF format) on a USB flash drive.
   • Your media should contain only the presentation data for the Conference.
   • Windows (Windows 365) is the only operating system available for the presentations.
   • Name your presentation file in the format: <Presentation number>-<Name>.pptx. (ex: “XX-KennethWilson.pptx”)
   • If your presentation references other files (i.e. still or moving images, graphs, etc.), save them in the same folder, and verify the links beforehand.
   • Only Windows Media Player will be available for video playback.
   • Presenters who wish to use their own computer (e.g., a Mac) are requested to contact the PC Center well in advance.
   PC Center
   Wednesday, July 30 - Tuesday, August 5, located in front of Conference Hall
   
   Opening Hours of PC Center

   Date	Time
   July 29, Tuesday	16:00-18:00
   July 30, Wednesday	8:00-18:30
   July 31, Thursday	8:30-18:30
   August 1, Friday	8:00-18:00
   August 4, Monday	8:30-18:30
   August 5, Tuesday	8:30-14:30

2. Technical Equipment for Oral Presentations
   
   • Video Projector
   • Front Projection Screen
   • PC
3. Presentation Guidelines
   
   • The official language of the conference is English. Prepare your presentation slides in English.
   • A 16:9 aspect ratio of the slides is recommended, but a 4:3 aspect ratio is also acceptable.
   • Be seated in the designated front seats at least 5 min prior to the beginning of your session.
   • The presentation time outlined in the schedule includes time for discussion. Prepare accordingly.

Information for Poster Presenters

1. Poster Panel
   The size of the poster panel is W900 x H2100. Prepare your poster in A0 size (W841 x H1189) in portrait orientation.
2. Set-up/Removal
   Poster presenters must set up their posters on the designated poster panel before the lunch break begins and remove them at the designated time below on the day of their session. If you are unsure of your panel location, please inquire at the Information Desk located at the venue. Any posters remaining after the removal time will be removed by the Conference Secretariat. The Secretariat will not be responsible for any poster left behind. Presenters are strongly encouraged to stand by their posters during core time.
   

   Date	Removal time
   July 30, Wednesday	18:30-19:00
   July 31, Thursday	18:30-19:00
   August 1, Friday	18:00-18:30
   August 4, Monday	18:30-19:00

   • Pins will be provided along with the board. Do not use any other materials (i.e. adhesive tapes).
   • Conference staff may take pictures of some posters during the conference for reporting purposes.

Abstract Submission

Submission Period

January 29 - March 7, 2025 (JST)
March 17, 2025 (JST)
June 6, 2025 (JST)
Abstract submission has closed.

We accept post-deadline abstracts for poster contributions until June 6, 2025 (JST).
*Post-deadline submissions cannot be considered for oral special reports but are for posters only.

For Invited speakers

Invited speakers (Plenary Lectures, Progress Reports, and Tutorials) are also invited to submit abstracts through this portal.

Abstract Guidelines

Page Limit: One page maximum.
Content:

• Abstracts should be informative, carefully prepared, and highlight new insights.
• Clearly emphasize the scientific merit of the research.
• The abstract should provide sufficient information for the Program Committee to evaluate the scientific merit of the proposed research.

Formatting Guidelines

Please prepare your abstract using these Word or LaTeX templates (a compressed archive including both templates and examples can be found here). The templates provide detailed instructions for the preparation of your abstract. Please do not modify the page layout or paragraph styles. Your abstract may include one figure. Before submission, the abstract must be converted to pdf format. The size of your pdf-file should not exceed 5 MB. Please name your abstract “Hoton_P.pdf” if the last name of the first author is “Hoton” and the first letter of their first name is “P”. In case you submit more than one abstract on behalf of the same first author, append a number so that your files have the names “Hoton_P_1.pdf”, “Hoton_P_2.pdf” etc.

When you go to the submission portal, you will be asked for information on presenter and author(s) and whether you want your abstract be considered for an oral Special Report. In order to help us sort the abstracts you will be asked which projectile and target describe your work best.