Schedule, Deadlines & Help
AST4D 2018 is a small, international, peer-reviewed conference with a limited number of oral and poster presentation time slots. We encourage all interested participants to submit abstracts as early as possible. In addition to this conference participants will have an opportunity to visit Hiroshima Peace Park and the famous shrine island of Miyajima — both Peace Park and Miyajima are UNESCO World Heritage Sites.
|Sunday, April 29
||Monday, April 30
|11:00 to 12:00
|09:00 to 11:30
|12:00 to 13:00
Opening Remarks & Plenary
|11:30 to 11:45
|13:00 to 17:30
|12:30 to 13:30
Free, Guided Tour in English
Hiroshima Peace Park
|17:30 to 19:00
|13:30 to 16:30
Optional Ticketed Event
Guided Tour in English
Miyajima (Shrine Island)
||will be held
||April 29-30, 2018
|Final Submissions||deadline extended to
||Friday, April 13
|Final Registration||is due by
||Friday, April 13
|Full Paper (optional)||must be received by||Friday, April 13
|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
++ The Peace Park Tour is conditional on favorable weather and having a minimum number of participants joining the tour.
|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.|
Optional guided tour to Miyajima the Shrine Island
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.
- Hotel Accommodation
- Illness & Emergencies
- Meals & Receptions
- Presentations & Equipment
- Registration, Receipts & Certificates
- Scholarships & Funding
- Submissions, Review & Proceedings
- Visas & Invitation Letters
Hotel Accommodation [back to top of questions]
- Do you offer assistance with finding hotel rooms? Yes. Please contact us.
- 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.
- 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]
- What if I am suddenly unable to attend after registering?
Contact the Secretariat immediately to change to virtual presentation mode.
- 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]
- Will the event have coffee breaks?
Yes. Tea, coffee, ice water and snacks will be provided. See the program schedule for deals.
- Will there be a welcome reception?
Yes. There will be a welcome reception on the first day of the event.
- May I bring a friend or family member to the reception?
No. The reception is part of the event. It is for registered participants only.
Presentations & Equipment [back to top of questions]
- 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.
- What equipment is provided for oral presentations?
Computers, projectors, laser pointers and screens will be provided in each presentation room. Tech support is available.
- 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]
- 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.
- What does the registration fee include?
Entrance to all sessions, official program, name badge, coffee breaks and access to the proceedings. In addition, there will be a welcome reception and free tour of Peace Park.
- Does the registration fee include fees for travel expenses, hotel expenses, or sightseeing?
No. Such expenses are your responsibility.
- What is the refund policy?
Requests must be submitted by April 10, 2018.
- How can I receive a receipt for my registration payment?
Registrants will be confirmed via email and receive a hard copy receipt onsite.
- 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.
- 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]
- 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.
- Can the registration fee be waived or reduced? The registration fee is necessary for covering the event costs, so the fee cannot be waived nor reduced; however, we do offer group rates for 5 or more persons (contact us for details).
Submissions, Reviews & Proceedings [back to top of questions]
- 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. Submissions sent from Gmail, Yahoo, Hotmail and other private email accounts will be rejected.
- How are abstract submissions reviewed?
All submissions are graded using a double blind, peer review process. The abstract is scored using a rubric that assessed areas such as originality, clarity/organization, spelling/grammar and suitability for the event.
- When will I be notified if my proposal has been rejected or accepted? Depending on the volume of submissions received, we try to send decisions within a month of receiving the submission.
- Is it required to submit a full paper?
No. If you would like to submit a paper, please review the Submission Guidelines.
- May I edit my proposal after submission?
Yes. Edits will be permitted up to 1 month prior to the event.
- 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]
- How can I know if I need a visa for travel?
Contact the nearest Embassy or Consulate of Japan for details.
- 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).
- 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.
- What if I need a letter of guarantee? Contact the Embassy or Consulate of Japan nearest you for travel requirements. Please note that registering for the event does not oblige the organizers to provide visa support. The organizers cannot and will not provide guarantee letters to anyone. If you need a guarantee letter to support your travel documents, we suggest that you ask your university or government for support.
For all other questions and inquiries, please send an email to secretariat (at) intesda.org