The 39th JAPAN- KOREA Urological Congress

For Chairs/Speakers

Instructions for session chairs and speakers

1. Presentation time
　1.1　For the invited speakers, please confirm presentation time in the
　　　 information letter sent to you in advance.
　1.2　For the oral speakers, there will be 7 minutes of presentation time
　　　 and 3 minutes for Q&A, totaling 10 minutes per individual
　　　 presentation.
　1.3　All speakers are kindly requested to strictly observe the allotted
　　　 presentation time.


2. For Chairpersons
　2.1　Chairpersons are requested to be seated on the Next Chairpersons
　　　 Seat in front on the right hand side in the lecture room, no later
　　　 than 15 minutes prior to the session starts.
　2.2　Session composition is to be controlled by the chairpersons. 　　　 Chairpersons are asked to ensure all sessions start and finish
　　　 punctually as scheduled. Additional remarks, discussions and
　　　 proceedings will be left entirely up to chairpersons’ decisions.　
　2.3　In case that the previous session finished earlier than scheduled,
　　　 please wait to commence your session until the scheduled time
　　　 comes.


3. For Speakers
　3.1　Oral presentations
  • Only computer presentations will be available for the oral sessions.
  • Presentations should be in the Microsoft PowerPoint. Please prepare presentation data in English.
  • Presentations will be run using Microsoft PowerPoint 365 on a Windows 10 OS PC, and projected onto one screen.
  • Please prepare your presentation data in 16:9 format (recommended).
  • The 2nd slide should be the COI disclosure in your presentation. Please confirm the COI page on the official congress website.
  • Please save your data either in USB memory device, and deliver it to the PC Center.
  • Speakers are requested to be seated on the Next Speakers Seat in front on the left hand side in the lecture room, no later than 15 minutes prior to the session starts.
  • We request your cooperation to ensure that your session proceeds according to the prescribed time limit/schedule.
  • A monitor, a keypad and a mouse will be located on the podium. You will have control over navigating through the slides yourself throughout your presentation using them.
  • When you stand on the podium, the first slide of your presentation data will be projected onto the screen as a slide show.
  • There is no limit to the number of slides, but please adhere to presentation time limits.

　3.2　Presentation Format
  • It is recommended to use standard (OS default) fonts in Windows (Ex: MS Gothic, MSP Gothic, MS Mincho, MS P Mincho, Times New Roman, Arial, Arial Black, Arial Narrow, Century, Century Gothic,  Courier New, Georgia). Unusual fonts may not be displayed properly on the computers in session room.
  • Please make the file name of your presentation is in the following format:
　　　"abstract number_full name" (Ex: OC-01_Tsukuba Taro.pptx)
  • If other data (Ex: pictures, animation, graphs) is linked to the presentation, please store all related data in the same folder.
  • The “Use Presenter View” option in PowerPoint is not available.

　3.3　If you bring your own PC
  • If using a Macintosh or your PowerPoint presentation includes videos (except animation effects), please bring your own PC. 
  • We will prepare a VGA (mini D-sub 15 pin) PC cable connector and HDMI cables. If your PC is not compatible with VGA/HDMI, please make sure you bring an adaptor.
  • Please bring your AC adapter/charger cable and power plug converter with you.
  • Please disable your screensaver and any other power-saving features on your PC and the boot password beforehand.
  • Please bring a backup copy of your presentation data on a USB memory device, in the event of any unforeseen circumstances.

　3.4　Presentation file submission at the PC Center
  • Please submit your data at the PC Center, and check whether all the data are shown properly.
  • Even if you use your own PC, you are required to check your presentation data at the PC Center.
  • The PC Center will be open during the following hours. Speakers are requested to present their data at least 30 minutes prior to the session starts.
　　　　PC Center Place:  Foyer, 1F, HOTEL NIKKO TSUKUBA ANNEX
　　　　Operating Hours:  October 27th (Fri.) 3:00pm-6:00pm
　　　　　　　　　　 　　October 28th (Sat.) 8:00am-4:30pm
  • If you use videos in your presentation data, please notify the PC Center staff when previewing your data.
  • The data copied on the computer will be deleted after the presentation is completed.
  • After checking your presentation data at the PC Center, please bring your PC to the front-left operation desk in the session room no later than 20 minutes prior to the session starts.
  • Following the conclusion of your session, we will return your PC at the operation desk. Please come to the operation desk promptly to claim your PC.
 
Instructions for poster session presenters and chairs
1.　Venue and Poster Sessions
  • Posters will be on display in the Poster Area located in the “Subaru Center” room on the first floor in the Hotel Nikko Tsukuba Annex.
  • Poster sessions will be held during 1:40pm~2:05pm on October 28.
  • For the poster session presenters, there will be 3 minutes of presentation time and 2 minutes for discussion, totaling 5 minutes per individual presentation.
  • Three Poster Sessions below will run simultaneously during 1:40pm~2:05pm on October 28.
　　[Poster Session 1]        Poster number: PP1-01～PP1-05
　　[Poster Session 2]        Poster number: PP2-01～PP2-05
　　[Poster Session 3]        Poster number: PP3-01～PP3-05
  • The Chairpersons will facilitate the presentations and discussions during the poster sessions.
  • The poster session presenters need to stand by in front of their posters, no later than 5 minutes prior to the sessions start.

2.　Mounting, Poster Viewing, Poster Sessions, and Removal
　　[Mounting]                   October 27(Fri)    3:00pm~5:00pm
　　                                      October 28(Sat)   8:30am~10:00am
　　[Poster Viewing]          October 28(Sat)   10:00am~5:30pm
　　[Poster Sessions]        October 28(Sat)   1:40pm~2:05pm
　　[Removal]                     October 28(Sat)    5:30pm~6:00pm
  • Poster session presenters are required to mount and remove their materials scheduled as above.
  • Posters that have not been removed by 6:00pm on October 28 will be discarded by the Secretariat.

3.　Poster Exhibition Guidelines
  • The size of the poster panel is H210 cm by W90 cm.
  • Please prepare subject title, including affiliation and author names to fit H20cm by W70cm, and the contents to fit H190 cm by W90 cm. (Refer to figure below.)
  • Poster number (20cm x 20cm) is prepared by the Secretariat, and is affixed on the upper left end of the poster panel.
  • Whether or not a presenter/co- presenter has any COI, they must include a COI disclosure in their presentation (at the end of poster). Please confirm the COI page on the official congress website.
  • Pushpins will be prepared by the Secretariat. Please use the pushpins to place your poster on the panel.
  • Please do not use adhesives (Ex: glue, tapes) directly on the poster panel.
 


4.　For Chairpersons
  • Please arrive at the Poster Area located in the “Subaru Center” room 5 minutes before the scheduled session time.
  • Presentation time is 5 minutes (3 minutes for the presentation and 2 minutes for discussion) per individual presentation.