Schedule, Deadlines & Help

Overview | Deadlines | Conference Events | Common Questions | Contact

Overview

On behalf of the organizing committee, we invite you join us in Hiroshima, Japan for the 3rd Asian Conference on Urban Planning & Sustainable Cities. In addition to the conference, participants will have an opportunity to visit Hiroshima Peace Park and the famous shrine island of Miyajima — both are UNESCO World Heritage Sites.

Saturday, April 28
Sunday, April 29
Monday, April 30
10:00 to 13:00
Check-in Available
09:00 to 10:30
Morning Session
12:30 to 13:30
Optional Event
Free, Guided Tour in English
Hiroshima Peace Park
10:00 to 11:30
Opening Remarks & Featured Speaker
10:30 to 10:45
Closing Remarks & Group Photo
13:30 to 16:30
Optional Ticketed Event
Guided Tour in English
Miyajima (Shrine Island)
11:30 to 12:30
Lunch Reception
Due to the national holiday, the tour will be on Monday, April 30  
12:30 to 17:00
Oral and Poster Sessions 
 

Important Dates and Deadlines

UP-City 2018 will be held
April 28-29, 2018
Final Submissions deadline extended to
Friday, April 13
Final Registration for all presenters is due by Friday, April 13
Full Paper (optional) must be received by Friday, April 13

Conference Events: Welcome Reception & Tours

Welcome Reception: Join us for an opportunity to catch up and mingle with fellow participants in a warm and relaxing atmosphere. The reception will serve a variety of Japanese, western and vegetarian appetizers with coffee and tea. This event is open to registrants only.

Date: Saturday, April 28, 2018
Time: 12:00 to 13:00
Location: Mitsui Garden Hotel, Hakuho Ballroom 3F
Cost: Free for registered participants only*

Planned Event Tours

Peace Park is dotted with dozens of memorials and monuments. Each has a story to tell about the people who once lived here. A narrated walk around the park with an English speaking guide will give you insight into the modern history of Hiroshima. During the walk, you will hear stories about monuments, memorials and people concerned in addition to the historical facts.

Tour Date: Monday, April 30, 2018
Tour Time: 12:30 to 13:30
Meeting Point: Mitsui Garden Hotel lobby at 12:20
Tour Fee: Free for Registered Participants

Constructed in 593 A.D., Itsukushima (popularly known as Miyajima Shrine Island) was undamaged by the atomic bombing. The island consists of a series of temple buildings, tea houses and quaint shops. The long pier from which the torii in the sea can be seen offers majestic views of the inland sea and is considered one of Japan’s three most iconic views. As a UNESCO World Heritage site, it is considered a ‘must see’ for travelers to Japan. The 4 hour tour begins with 1 hour at Peace Park and then includes round-trip transportation and guidance in English.

Tour Date: Monday, April 30, 2018
Tour Time: 13:30 to 16:30
Meeting Point: Mitsui Garden Hotel lobby at 12:20.
Tour Fee: Free for the first 10 early registrants and thereafter 2,000 JPY per person. The tour is limited to a maximum of 20 participants.

Common Questions

Hotel Accommodation [back to top of questions]

  1. Does the registration fee include hotel accommodation and meals?
    No. Hotel accommodation, arranging reservations, meals and other travel matters are the responsibility of the participant.
  2. What other hotels are nearest to the Mitsui Garden Hotel Hiroshima?
    The nearest hotels are the Crowne Plaza Hotel, the Heiwa-odori Toyoko Inn and the Oriental Hotel.

Illness & Emergencies [back to top of questions]

  1. What if I am suddenly unable to attend after registering?
    Contact the Secretariat immediately to change to virtual presentation mode.
  2. If I am unable to present, may my colleague present on my behalf?
    Only if your colleague is a co-presenter and listed on the original submission.

Meals & Receptions [back to top of questions]

  1. Will there be a welcome reception?
    Yes. There will be a welcome reception on the first day of the event. Appetizers with coffee and tea will be served.
  2. May I bring a friend or family member to the reception?
    No, The reception is for registered participants only.

Presentations & Equipment [back to top of questions]

  1. How much time is given for oral presentations?
    Oral presenters are allotted 20 to 25 minutes and arranged in parallel sessions of 3 to 5 presenters.
  2. What equipment is provided for oral presentations?
    Computers, projectors, laser pointers and screens will be provided in each presentation room. Tech support is available.
  3. What equipment is provided for poster presentations?
    Boards mounted on stands will be provided with tape. Posters should be A0 47 x 33 inches (118cm x 84cm).

Registration, Receipts and Certificates [back to top of questions]

  1. Does my registration payment include fees for co-authors also attending?
    No. If your co-author will present with you, then he/she must register separately as a presenter.
  2. What does the registration fee include?
    Entrance to all sessions, official program, name badge, welcome reception, lunch reception, access to the proceedings and a guided tour of Hiroshima Peace Park.
  3. Does the registration fee include fees for travel expenses, hotel expenses and meals?
    No. Such expenses are your responsibility.
  4. What is the refund policy?
    Requests must be submitted in writing by April 10, 2018. Penalties will apply. There will be no refund for participants who no-show.
  5. How can I receive a receipt for my registration payment?
    Registrants will be confirmed via email and receive a hard copy receipt onsite.
  6. Will presenters and audience receive official certification of having attended and/or presented?
    Yes. The official receipt that you receive at the event will also certify that you presented and attended.
  7. May family members and friends attend for free? No. Due to security, only registrants may attend. Also, no children are allowed.

Scholarships & Funding [back to top of questions]

  1. Do you offer scholarships, funding or waivers to participants?
    Unfortunately, we are unable to offer scholarships or funding. This is a small event and the budget is very limited. We hope this situation will change in the future.
  2. Can the registration fee be waived or reduced? The registration fee is necessary for covering the event costs (facility use, equipment, materials, receptions, events and staff, etc.), so the fee cannot be waived nor reduced; however, we do offer group rates.

Submissions, Reviews & Proceedings [back to top of questions]

  1. Why must I provide my email address at my university to submit a proposal? The university registered email address is required for verification and security purposes. 
  2. How are abstract submissions reviewed?
    This is an international, double-blind, peer-reviewed event. For ISSN and review committee details see the event homepage.
  3. When will I be notified if my proposal has been rejected or accepted? We try to send decisions within one month of receiving the submission; however, depending on the volume of submissions, the review period may be shorter or longer.
  4. Is it required to submit a full paper?
    No. If you would like to submit a paper, please review the Submission Guidelines.
  5. May I edit my proposal after submission?
    Yes. Edits will be permitted up to 1 month prior to the event.
  6. When will the proceedings be available?
    Shortly after the event in electronic format. We will send you a link.

Visas & Invitation Letters [back to top of questions]

  1. How can I know if I need a visa for travel?
    Contact the nearest Embassy or Consulate of Japan for details.
  2. What visa support is provided by the organizers?
    There are two types of invitation letters: a PDF acceptance letter with an invitation to present, which the organizers provide free-of-charge to all accepted proposals; the second type is a formal invitation letter for travel, which will be provided for free on a case-by-case basis to confirmed registrants only. Formal hard copy invitation letters mailed by express mail service are 15,000 JPY).
  3. What if my visa application is rejected?
    All decisions by the Ministry of Foreign Affairs are final. We cannot and will not assist you if your travel application is rejected.

Contact

For all other questions and inquiries, please send an email to secretariat (at) intesda.org