Registration

Registration Fees

The regular or student registration fee includes a participation fee, an abstract book (both printed and electronic), and a manuscript submission fee. None of social program nor meal fees are included in these fees, however, ALC participants can attend these social programs (except for excursions) or have meal for free of charge with subsidies from our sponsors. The accompanying person registration fee only includes the social programs, excluding excursions. Participants are responsible for bank transfer fees and international remittance charges.

Cancellation Policy

In the event of cancellation of registration, 50% of registration fee will be refunded if the cancellation notice was received prior to September 16, 2022. No refund will be made if the cancellation notice was received after September 16, 2022. It should be noted that all refunds will be made after the symposium.

If the conference itself is cancelled due to the spread of COVID-19 infection, the registration fee will be fully refunded. For hotel and transportation cancellation fees, please ask the hotel or airline company directly.

Registration Site

Please visit the following URL to register your participation (you will be redirected to AMARYS-JTB system). In addition to registration, you can also register for excursions and make hotel reservations. However, you cannot select the Busena Terrace for hotel reservations through JTB. The hotels listed in the JTB site are a considerable distance from the venue, so please ensure your own transportation to the venue. The symposium secretariat recommends the Busena Terrace, which is adjacent to the venue. The Symposium Secretariat also provides shared room arrangement at the Busena Terrace (deadline August 25). Please see the Accommodation page for details.

• Registration Site (AMARYS-JTB)

Early Registration Deadline

Early Discount fee will be applied to those who complete payment by the above deadline. Please note that late payment will result in the normal fee.

COVID-19 Infection Control

The number of COVID-19 cases in Japan has been very sedate, and the Japanese government has greatly eased restrictions on entry from abroad. However, the threat of COVID has not disappeared, and we ask all participants to take infection control measures in accordance with the following safety guidance.

In particular, we strongly request that you wear a mask when speaking in close proximity, so please have a mask ready when you come to Japan.

Related Links

• Covid-19 related information by Japanese government Consular Services by Ministry of Foreign Affairs of Japan: https://www.mofa.go.jp/p_pd/ipr/page7e_900126.html
• Japanese Border Measures by Ministry of Health, Labor and Welfare (Japan): https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html
• COVID-19 Multilingual portal site of the Okinawa International Exchange & Human Resources Development Foundation: https://kokusai.oihf.or.jp/covid-19/eng/

Transportation

Bankoku Shinryokan Resort MICE facility is located middle of the main island of Okinawa, about 75 km from Naha Airport. Access from the airport is by bus or taxi. There are several bus routes from Naha city distinct to the conference venue.

• Airport Limousine (route CD/D/DE): Naha Airport ⇔ Busena Terrace Beach Resort (Just in front of the hotel entrance), 2—2.5 h, JPY 2,040
  Reservations can be made one month in advance on the above website.
• Local bus (route 120): Naha Airport ⇔ Busena Resort Hotel Mae (about 15 minutes on foot to the venue), 2—2.5 h, JPY 1,750
  Local buses cannot be reserved. Please wait at the bus stop before departure time.
• Okinawa Airport Shuttle: Naha Airport ⇔ Kariyushi Beach Mae (about 30 minutes on foot to the venue), ∼2 h, JPY 1,600
  Reservations can be made online at the above website.
• Free hotel shuttle (for Terrace Hotel guests only): Naha Terrace ⇔ The Busena Terrace (Just in front of the hotel entrance), ∼1.5 h, free of charge
  From the airport to the Naha Terrace, you will need to take a taxi (20 minutes) or Yui Rail (monorail, 20 minutes to Makishi Station). Shuttle reservations can be made at the time of hotel reservations.

Please consider using local buses or Okinawa Airport Shuttle as well, since the number of airport limousine buses and the hotel shuttle is limited. Local buses run several times an hour, and the journey from the airport to the venue takes about two hours. The Okinawa Airport Shuttle runs about once every two hours, but the nearest bus stop to the venue is a bit far away.

Bus fares and schedules are subject to change, so please check the respective web pages for the latest information.

You can also refer to the access map provided by the MICE facility.

Accommodation

The Busena Terrace which locates just nearby the conference venue (Bankoku Shinryokan) is a first-class hotel where the participants of the Okinawa Summit stayed. Located on a large plot of land facing a wonderful beach, and is one of the best resort hotels suitable for welcoming visitors from around the world. At ALC'22, in order to stimulate interaction with the world's top researchers, we have prepared a number of morning and evening programs, including discussion rooms, evening sessions, buffet-style simple lunches and evening snacks. However, since the conference venue is in a perfect location, there are no nearby hotels except for the Busena Terrace. Due to the undulating terrain, even the closest hotel listed in the tourist guide is almost 30 minutes away by foot. Also, The surrounding roads are not well lit at night and are not suitable for walking. Therefore, we would like to recommend you to stay at The Busena Terrace as an official accommodation. The Busena Terrace has offered a special rate for ALC participants as shown below. First-class breakfast (all you can eat!) is included in the room rate. For those who wish to stay in Naha City central before or after the conference, The Naha Terrace of the same hotel group is also available at a special rate. You can also book The Naha Terrace through the hotel reservation website below.

Special Room Rate for ALC Participants

We are very sorry, but the Standard Garden View rooms are already fully booked for several nights during the symposium. Please select Ocean View if all dates are grayed out when you search for your desired nights of stay.

Hotel Reservation for Special Room Rate

To book a room at The Busena Terrace, please visit the following URL. The special rate is only applicable to applications made through this URL. The special rate does not apply to reservations made through The Busena Terrace website, hotel reservation websites, or travel agencies.

As a rule, hotel reservations should be made after the program has been finalized (speakers will be asked for the program number(s)).

• Hotel Reservation Site (English version)
• Hotel Reservation Site (Japanese version)

Hotel Reservation Deadline

Hotel reservations will be accepted after the above deadline, but after the deadline we will release the reserved slots and may not have any rooms available. Therefore, hotel reservations should be made by the above date if at all possible.

Shared Room Arrangement by the Conference

Those who wish to share a room with other participants but do not have a room partner can apply to the conference secretariat for a shared room arrangement. The conference secretariat will arrange shared rooms under the following conditions, so please understand and agree to the following cautions before applying. If you already have a partner to share a room with, please apply directly from the hotel reservation website above.

Cautions for Shared Room Arrangement

1. The conference secretariat will only arrange share partner. We will not be responsible for any problems between partners.
2. Applications for shared room arrangement are limited to those who are registered participants, so please complete the registration for participation first. (Due to the delay in launching the registration site, registration is excluded from the application requirements.)
3. Applications must be submitted by August 25. Cancellations and changes of stay dates will be accepted until September 10. Cancellations or rescheduling after this date may be subject to a cancellation fee.
4. Only gender will be taken into consideration for the room combination, not nationality, age, affiliation, etc. No preference will be accepted. You will be informed of your room partner when you check in at the hotel. Please note that the hotel will not be able to change the partner.
5. The basic room grade is Standard Garden View, but due to the limited number of rooms, higher grade rooms may be assigned. The number of people per room is not always as requested. You may be asked to change partners or move rooms during your stay. Depending on the stay schedule, there may be days of stay when single occupancy is required. Room rates are depending on the actual room grade and number of people per room, so the lowest price is not guaranteed.
6. If there is only one application from the same gender, we cannot arrange a shared room. In this case, we will inform you of this, so please make a reservation directly with the hotel through the URL above. The same applies if the partner cancels and the entire stay is in single occupancy (if there is no other partner to combine with). If even one day overlaps with another person's stay, we will coordinate a shared room, but the majority of stay may be single occupancy.

How to Apply for Shared Room Arrangement

Please send an email to the conference secretariat (alcjvss.jp) with the following information. The subject of the email should be “Shared Room Arrangement Request”.

• Your name (Pasport Name) [for Japanese: 日本人の方は、漢字氏名とフリガナ]
• Gender (Male or Female)
• Age
• Phone number (Cellular acceptable)
• E-mail address
• Affiliation
• Check-in date
• Check-out date
• Number of people you wish to share a room with (2 or 3 person/room)

The personal information you provide when applying for a shared room will be disclosed to the hotel as guest information. It will not be used for any purpose other than the shared room arrangement and accommodation reservation.

All rooms at The Busena Terrace are non-smoking (including non-combustible cigarettes, heated cigarettes and e-cigarettes). Room terraces and balconies are also non-smoking. Smoking is only allowed in the designated smoking area.

Room Share Arrangement Deadline

We will not be able to accept shared room arrangement after the above deadlines. Please find a partner on your own and book directly through the hotel reservation website above.

Scientific Program

Time Slot of the Symposium

Detailed Program

Social Program

Mixer (Welcome Reception)

Excursion

There will be no lecture in the afternoon of October 20 as an intermission. It is nice to relax at the beach near the venue, but ALC'22 is planning an excursion to Okinawa Churaumi Aquarium. The participation fee is 7,000 yen per person (including admission to the aquarium) and can be applied at the same time of registration.

Please note that the minimum number of participants is 40; if this number is not reached, the excursion will not be held. If the COVID infection situation worsens, the tour may also be cancelled. Please note that the 7,000 yen will be refunded if the event is not held, but not if you cancel for your own reasons.

Banquet

Obtaining a visa to enter Japan

Currently, due to entry restrictions imposed by the Corona countermeasures, all foreigners entering Japan are required to obtain a visa and must pre-register in the Entrants, Returnees Follow-up System (ERFS) in order to apply for a visa. The Symposium Steering Committee has appointed CS Center, a Kyoto-based conference management support company, as the official contact point for ERFS registration and visa application. The fee for the procedure is 5,500 or 8,800 yen including tax per person (depending on the applicant's nationality) and must be paid directly to the CS Center by the applicant.

If you need to apply for ERFS registration in order to obtain a visa, please provide the following information accurately to the CS Center contact below. Please note that incorrect information may result in failure to register or rejection of your application. Please note that ERFS registration must be completed each time you enter Japan (multiple visits cannot be completed in one registration).

If you have any questions regarding ERFS registrations or visa applications, please contact to CS Center below.

1. Family Name
2. Given Name
3. Middle Name
4. Nationality
5. Date of Birth
6. Passport No.
7. Passport Issue Date
8. Passport Expire Date
9. Affiliation (University/Institution/Company/School)
10. Title (Professor/Assistant/Student and so on)
11. Date of entry and date of departure to and from Japan
12. Accommodation information during your stay in Japan (Hotel name, address and phone number / Acquaintance's name, home address, phone number)
13. Place of visa application (for example, Consulate-General of Japan in Boston)
14. Photocopy (or photo image) of your passport photo page (for confirmation of your passport information)

CS Center, Kyoto, JAPAN    Martin VANNEBÄCK and Rie SAKANE    e-mail: alc2022-visacscenter.co.jp