For Participants

Welcome to ICONIP 2025!
This page provides important information to help you prepare for and navigate the conference smoothly.

In case of on-site presentation became impossible

Our basic policy is all presentations should be given on site. In case on-site presentation by any co-author became impossible due to an emergent situation, please register the incident using Emergency Presentation Form.

Our remedial policy in such a case is the following:

• Oral Presentation: send us your presentation movie in 15 minutes or present by Zoom.

• Flash Talk: send us your presentation movie in 2 minutes, or simply skip presentation.
• Poster presentation: send a printed poster with a QR code link for live discussion (Zoom, WeChat, etc.) to the following address by the day before your presentation

<Shipping address>
ICONIP 2025 Secretariat. Attn: Kikuko Masuo
Okinawa Institute of Science and Technology Graduate University
1919-1 Tancha, Onna Village, Kunigami Gun
Okinawa 904-0495, Japan
  Phone: +81-98-966-8594

Please include your poster number in the sender name.
There are express print and delivery services like this: https://ex.accea.co.jp/poster
Alternatively, you may ask your colleague who will join on-site to post your poster.

We hope many people would favor science and friendship over political escalation, and look forward to seeing many of you in Okinawa.

Registration & Check-in

• On-site Registration Desk Location: OIST Conference Center
• Registration Desk Opening Hours:
  • November 20 9:00-17:00
  • November 21 – 23: 8:30-19:00
  • November 24: 8:30-15:00
• Please bring your confirmation email or Registration ID to collect your conference badge.
• Please bring a valid photo ID, as identity verification may be required at the registration desk.
• Your badge must be worn at all times during the conference.

No-Show Policy

Please take a moment to read the ICONIP 2025 No-Show Policy, which outlines the attendance requirements for all accepted papers.
At least one author of each accepted paper must attend the conference in person and present the paper during the assigned session.
Failure to do so may result in the paper being reported as No-Show to ICONIP 2026.

Program & Proceedings

• The program is available on the Program page.
• Please review your session times and locations carefully.
• The conference proceedings can be accessed from the Proceedings page https://iconip2025.apnns.org/proceedings/ using the password notified to registered participants.

Presentation Guidelines

Oral Presentations

• Presentation time: 15 minutes + 5 minutes Q&A
• Please use your own laptop for slide projection.
• HDMI and USB-C adapters will be available.
• Please check your connection before the session.
• A backup PC will be provided in case of trouble.

Poster Presentations

• Poster size: A0 size (W84.1cm × H118.9cm)
• Poster presenters are required to bring their printed posters to the conference venue. Please note that on-site printing will not be available.
• Each poster board will be provided with pins for mounting.
• Please mount your poster on the assigned board by the lunch break on the day of your session and remove it immediately after your session. Any posters remaining after the day’s sessions will be discarded by the organizers.
• The Organizing Committee will not be responsible for any loss, damage, or disposal of posters or other presentation materials.

Flash Talk

• Presentation time: 2 minutes per presenter
• Format: Up to 2 pages (PDF)
• Submission: The upload link will be provided individually by the Secretariat.

No-Photography Option

If your presentation includes unpublished data or you prefer not to be photographed
Please include a “No Photography ” icon on your slides. You may download and use the official icon.

Venue & Facilities

• Conference Venue: Please check the Venue page.
• Wi-Fi: Free Wi-Fi (OIST-public)　and eduroam are available throughout the venue.

Shuttle Bus Service

Shuttle bus reservation is now available on the Transportation page. Please ensure that your reservation is completed by October 31. (Deadline extended from October 20.)
Advance reservation is required – the shuttle cannot be used without prior reservation.

• A complimentary shuttle bus will operate between , hotels in Onna Village, OIST Seaside House and the venue during the conference.
• The timetable will be announced in early November.

Childcare Services

Reservation has been closed
Advance reservation is required.– Childcare service cannot be used without prior reservation.

• Eligible Age: 3 months – 12 years old
• Service Hours: Based on the reservations received, the service hours are as follows:
  • November 22: 8:30 – until the end of the sessions
  • November 23: 8:30 – until the end of the sessions
  • November 24: 8:30 – until the end of the sessions
• Location: Conference Center Meeting Room 4

• Fees for full-day:
  • First child: 3,300 JPY (tax included)
  • Additional children: 1,650 JPY (tax included) per child
• Half-day options:
  • Morning: 9:00 – 13:00
  • Afternoon: 13:00 – 18:00
  • Fee: 1,650 JPY (tax included)
• Meals: Meals are not provided, so children should bring their own food or eat with a guardian outside.

Social Events

• Welcome Reception: November 20, 17:20 – 18:20 at OIST Conference Center
  　　Note: The reception is open to participants who are registered for the Main Conference and have indicated their attendance when completing their registration.
• Conference Banquet: November 22, 18:30 – 20:30 at OIST Main Campus Center Court　　
  Note: The banquet requires prior registration and payment.

• Excursion: You can apply for an optional excursion to Okinawa’s world-famous Churaumi Aquarium.
  A JPY 500 early-bird discount is available if you apply at least 30 days before the departure date.
  For more details, please visit the Touring page below.

Climate in Okinawa

November is one of the most comfortable months to visit Okinawa. The average temperature is around 22–25°C during the day and 18–20°C at night, with low humidity and pleasant breezes. Although typhoon season has ended, we still recommend bringing a light jacket or cardigan for cooler evenings.

In Okinawa, you may notice many people wearing “Kariyushi Wear”, a traditional yet casual style of shirt similar to an aloha shirt. It is commonly worn in business and formal settings, especially in warm weather.

For the conference, casual or business-casual attire is perfectly appropriate. Wearing Kariyushi Wear is also very welcome!

OIST Kariyushi Ware is available from November 19 to 21 on weekdays at the Café Tancha.
Feel free to stop by and check it out along with other OIST merchandise.

Please note that they open from Monday to Friday, 10am to 4pm (closed on Saturdays, November 22, Sundays November 23 and National Holidays, November 24) .