Neuroscience 2016

Session Chair and Presentation Guidelines

• Session Chair Guidelines
• Oral Presentation Guidelines
• Poster Presentation Guidelines
• Request Concerning Use of Color in Presentation Materials
• COI (Conflict of Interest) Declaration

Session Chair Guidelines

We kindly ask session chairs to keep in mind the following to ensure a smooth and fruitful symposia and oral sessions.

1. Prohibition of photography, recording and use of cell phones

Please announce the following before the session begins.
"I would like to remind you to turn off your cell phones. Please remember that unauthorized photography and tape recording are NOT permitted."

2. Punctuality

• Please arrive at the session room at least 20 minutes prior to the session and visit the Operating Desk (located at the front, right-hand side of the presentation room) to inform the staff of your arrival. At that time, you will be informed of pertinent information such as changes in speakers, etc..
• Presentation and discussion time for each speaker
  ◇ Symposia & Workshop: Decided at the session chair's discretion
  ◇ Oral Sessions: 10 minutes for presentation, 5 minutes for discussion
• Session chairs have the right and are responsible for ending presentations in the event that presenters exceed their allotted presentation time.
• Please cooperate in keeping presentation and Q&A time for smooth operation of sessions.

3. In the event that the speaker of your session is unable to present

• Find her/his coauthor and ask her/him to present. However, the presenter must be listed in the coauthors' list.
• If a substitute cannot be found, please announce a recess until the next presentation time.
• Do not move the presentation schedule forward or start the next presentation.

4. Other

• We kindly ask session chairs to prepare for vigorous discussions, such as by bringing up questions designed to facilitate discussions in the event that no questions are asked.

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Oral Presentation Guidelines

1. Language for presentation

• Plenary Lecture: English
• Special Lectures: English
• Special Program: English
• Awards Lectures: English
• Educational Lectures: Japanese
• Symposium: English(Industry-Academia Symposium: Japanese)
• Oral Presentation: English

※In principle, symposia and oral sessions are to be conducted in English. However, Japanese is permitted in some cases.

2. Presentation Time

• Symposia: Please follow the chair's direction.
• Oral Sessions: 10 minutes for presentation, 5 minutes for discussion.

3. Presentation Instruments

• Presentations should be carried out by using your own laptop computer. So please bring your own PC.
• Please bring your computer to the PC Preview Desk (located at the front left-hand side of the presentation room) 20 minutes prior and leave PC to an operator. Your PC will be returned to you after presentation.
• You can operate your computer by yourself during your presentation.
• On the podium, there will be equipment which tells presenter how much time is left. When allocated time ends, red lamp will be on, so please pay attention to this for time keeping.

4. Notes on laptop computers

• Bring the AC adaptor for your computer.
• A D-sub 15 pin monitor connector is necessary to connect your laptop to the projector equipment provided in the presentation rooms. If your computer has a special-format monitor output terminal, bring a D-sub 15 pin conversion adaptor.
*Neither HDMI nor Mini Display is acceptable. D-sub 15 pin only.

• Deactivate password lock, screen-saver and power-saving mode in advance.
• Bring backup data of your presentation. We kindly ask you to have backups of your laptop contents to protect data from accidental loss.
• If your presentation data includes moving images, be sure to check their operation in advance.
• Audio reproduction is not available.
• Only one screen will be prepared at the venue. Resolution is XGA(1,024x768)so please adjust your PC resolution to XGA and check your layout.

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Poster Presentation Guidelines

Posters will be displayed in Exhibition Hall B.

1. Poster Preparation

• To prepare posters for "Poster Presentations at the Reception"and "International Exchange Meeting for Young Researchers", follow the same guidelines.
  
• Please prepare your poster according to the following poster size and figure.
  Poster Panel Size (poster must be prepared within this size)
  Height: 170cm
  Width: 150cm
  *Please leave the upper left corner space blank for Presentation Number (H 20 x W 20 cm)
  The meeting secretariat prepares “Presentation Number" card and attaches it to each panel.
• Please write Title, Affiliation, Presenter's name on the upper left corner both in English and Japanese.
• Posters must be prepared in English.
  *To Industry-Academia Collaboration Poster Presenters: In addition to the posters, please prepare summary in Japanese on a single A4-sized paper for distribution to interested parties in order to explain more clearly to industry participants during the poster session.

2. Poster Presentation

Poster No.	Date	Set Up	Time for Reading	Presentation/ Discussion	Removal
P1-Odd	July 20 (Wed)	8：00 – 9：00	9：00 – 16：50	11：00 – 11：50	16：50 – 18：00
P1-Even				16：00 – 16：50
P2-Odd	July 21 (Thu)	8：00 – 9：00	9：00 – 16：50	11：00 – 11：50	16：50 – 18：00
P2-Even				16：00 – 16：50
P3-Odd	July 22 (Fri)	8：00 – 9：00	9：00 – 16：50	11：00 – 11：50	16：50 – 17：30
P3-Even				16：00 – 16：50

• Display your poster in the position indicated with your presentation number within the designated setting-up time and remove it within the designated time.
• Tacks for putting up posters will be prepared at each panel. Please do not use glue or tape.
• Attach the ribbon on your chest and stand in front of your poster panel during your presentation and discussion time. There will not be a chairperson proceeding the poster sessions.
• Posters still on display after the removal time has passed will be disposed of by the Secretariat and will not be kept nor returned.
• The organizer and secretariat will have no responsibility for any theft, loss or damage of posters.
  

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Request Concerning Use of Color in Presentation Materials

Approximately 5% of Japanese men (3 million people) and 8% of Caucasian men have a specific type of vision that makes it difficult to distinguish between colors in a particular range, including red and green. In light of this, you are requested to take the following points into account when preparing presentation materials.

1. Images of two-color staining or DNA chips should be displayed in green and magenta, not in red and green.
2. Three or more stains should be displayed not only as composites containing all three colors but also with the two most important colors shown alone in green and magenta. (Alternatively, images of each channel can be displayed separately.)
3. In graphs and explanatory figures, it is extremely difficult to match colors shown in two separate places. For this reason, do not use only color-coded descriptions or legends for different items but also write them directly into figures. Do not differentiate between items by using different colors, but rather with different types of lines, shapes/symbols, or various types of hatching.
4. On a dark background, please use white, yellow, or orange letters rather than thin, red or blue ones as much as possible.

For further information, refer to http://www.nig.ac.jp/color/.

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