Guidelines for Participants

I. General Information of the Meeting

1. Where to Register

Registration Desks & Opening Hours

Opening Hours Location
Day 1 May 9 (Thu.) 7:00 - 18:00 2F Entrance Hall, Conference Center
Day 2 May 10 (Fri.) 7:00 - 17:30
Day 3 May 11 (Sat.) 7:00 - 18:30
Day 4 May 12 (Sun.) 7:00 - 15:00

2. How to Register

For participants from abroad, please visit the Registration Desks. The registration fee is JPY 24,000 and the payment can be made in cash or by credit card (VISA, MasterCard, American Express, Diners Club or JCB). Only Japanese yen is accepted. After registration, you shall receive a congress badge. Congress participants are expected to wear their congress badge during the congress as an ID and admission pass to the congress venues. Those who do not wear the congress badge will not be permitted to enter the venues.

* Should you lose your badge, please visit the registration desk for reissuance.

3. Cloakroom (Baggage Storage):

Cloakroom (baggage storage) is available during the meeting at the following places. Please note that we cannot accept responsibility for any loss or damage of valuables in items stored in the cloakroom.

Location:
1F N101, National Convention Hall
1F Entrance Hall, Conference Center

4. Bulletin Boards, Message Boards, and Hospitality Lounge

Bulletin Boards and Message Boards are set up around the Registration Desks. Hospitality Lounge are available in the Exhibition Hall.

5. Paging

Please note that paging service is not available.

6. Parking

There is no designated parking area for JOA2019. Please use public transport to travel to the meeting venue.

7. Non-smoking Policy

Smoking is prohibited at the meeting venues except for the designated smoking areas.

8. Video and Audio Recording, Photography

Video and audio recording of the meeting, as well as taking of photos are not permitted.

9. Mobile Phones

Please refrain from talking on your mobile phone during the sessions. Please kindly turn off your mobile phone or set it to vibration mode.

10. Electricity

Voltage in Japan is 100V A.C., 2-flat-pin plug Type-A. A voltage transformer and/or plug converter is advised for the use of electrical equipment from your country (2 round-pin plug, 3-pin compatible sockets, such as 120V, 200V, and 220V).

11. Lost and Found

Please visit the General Information when you find anything left behind or when you leave anything in the venues. Lost articles will be consigned to the General Information, next to the Registration Desks.

Ⅱ. For Speakers of Free Papers

1. Language

Please deliver your presentation in English in the English sessions.

2. Oral Presentation Time

If there is no requirement otherwise instructed, you will have 6 minutes for your presentation followed by 4 minutes of discussion. Please keep to your presentation time allotment.

3. Speaker Timer

Please keep your attention on the speaker timer during your presentation. The yellow lamp lights when 1 minute remains and the red lamp lights when your time is up.

4. Seat for Next Speakers

Please be seated in the standby seat just before your session starts.

5. Instructions for Slide Preparation

Slide presentations must be prepared and performed with a PC data such as power point. Please follow the instructions in “IV. Preparation for PC Presentations.”

Ⅲ. For Invited Speakers

(Invited lectures, Luncheon seminars, JOA/AAOS combined program instructional lecture, JOA/AAOS combined symposium, and Symposia Discussions)

1. Language

For English sessions, please prepare your presentation slides in English as well as your presentation.

2. Instructions for Presentations

Presentations must be prepared and performed with a PC. Please follow the instructions in“IV. Preparation for PC Presentations.”

Ⅳ. Preparation for PC Presentations

1. Equipment

The PC for your presentations will be prepared by the Secretariat. The PC we prepared is installed Windows 10, Microsoft PowerPoint 2010 or later. Please bring your presentation data which is compatible with these environments. If your presentation using a Macintosh PC, please bring your own PC for your presentation.

2. Requirements for Presentation Data

  • Version: Save your presentation as a Windows PowerPoint file, using the following versions.
    Windows: PowerPoint 2010 or later
  • Fonts: Use only the standard fonts pre-installed in Windows 10 (MS Mincho, MS Gothic, Meiryo, Times New Roman, and Arial are preferable).
  • Please bring your presentation data on USB Flash Memory.
  • Please be sure that your presentation data is loadable from the USB flash memory onto other PCs besides the PC used for preparing the data.
  • Please note that the resolution of the projector prepared at each venue is XGA (1024×768). Higher resolution than this will not fit into the screen.

3. Schedule and Locations of the PC Preview Centers

Opening Hours Location
Day 1 May 9 (Thu.) 7:00 - 18:00
  1. 1F Lobby, National Convention Hall
  2. B1F Lobby, Conference Center
  3. 3F Lobby, InterContinental Yokohama Grand
  4. Foyer, Annex Hall
Day 2 May 10 (Fri.) 7:00 - 17:30
Day 3 May 11 (Sat.) 7:00 - 18:30
Day 4 May 12 (Sun.) 7:00 - 15:00
  • Please bring a USB flash memory on which your presentation data is saved to the PC Preview Center. Other types of media will not be accepted. Please follow the instruction “2. Requirements for Presentation Data” for preparation.
  • Please visit the PC Preview Center at any venue at least 1 hour prior to the start time of your session to do a run-through and preview. If your presentation starts by 10:00 a.m., please visit there by the day before your session.
    Please check the schedule chart above for opening hours of PC Preview Centers.
  • Our operators will assist you. Presenters are required to duplicate and upload their presentation data on a PC prepared at the PC Preview Centers. After the data has been uploaded, please make sure to preview the data on the PC prepared at the Preview Center. Your USB Flash Memory will be returned immediately. Your presentation data will be relayed to the computer in the respective room where you are going to give your presentation. The data left in the PC will be deleted after the meeting is over.
  • During the session, presenters must operate a slideshow by yourselves. A monitor, keypad and mouse are prepared on the podium. If you have any questions, please visit any PC Preview Center.

4. Instructions for Using Your Own PC

If using a Macintosh, please follow the instructions below:

  • Voltage: 100V A.C. /60 Hz
    Note: Please bring your own power adapter for the electrical outlet.
  • Image resolution: XGA (1024×768)
    Note: Larger ones will not fit into the screen.
  • PC compatibility: Laptop such as Windows or Mac, with D-sub 15-pin video output terminal

D-sub 15-pin

[D-sub 15-pin]

D-sub 15-pin video port must be installed in your PC. If your PC have no D-sub 15- pin output interface, please bring your own adapter to connect to the D-sub 15-pin. Please bring your backup USB Flash Memory containing presentation data files in the case your PC is not compatible with the display device. The JOA2019 cannot accept any responsibility for trouble due to malfunction and/or disconnection.

  • Please visit the PC Preview Center at least 1 hour prior to the start time of your session to do a run-through and preview. If your presentation starts by 10:00 a.m., please visit there by the day before your session. Operators will be available to assist you.
  • At the room: At 30 minutes before your session starts, please bring your PC to the PC Operator Desk near the standby seat. On-site operators will assist you with connecting your PC to the projector. Presenters will be asked to operate their own PC with equipment on the podium. A monitor, a keypad and a mouse will be available during the presentation.
  • Please bring your AC power adaptor for the electrical outlet.
  • Please make sure that your PC is capable of outputting image data to an external display.
  • Please disable any energy-conserving functions (ex. Screen-savers, sleep/power-saving modes, etc.) and password settings to prevent sudden shutdown of your presentation.
  • After your session, please do not forget to receive back your own PC.

V. For Poster Presenters

1. Language

For English sessions, please prepare your poster in English.

2. Poster Size

ポスターパネル規格

Your poster size must be 90cm width by 160cm length. Poster title / name of the presenter(s) / name of the affiliation(s) (90cm width by 20 cm length field for the text), and push pins for mounting posters are provided by the Secretariat.

3. Instructions

  1. Please visit the Poster Registration Desk before mounting your poster.
    The Poster Registration Desk is located in Exhibition Hall.
  2. You must be in front of your poster during your poster presentation time. Please follow the chairpersonʼs instruction during the session.
  3. You will have 3 minutes for your presentation followed by 2 minutes of discussion.

4. Schedule for Poster Mounting and Removal

The schedule for poster mounting and removal is shown in the following table. It is the responsibility of the presenter(s) to make sure the poster is removed according to the schedule below. Any posters left in the venue will be discarded by the Secretariat.

Mounting May 9 (Thu.) 7:00 - 12:00 (Day 1)
Removal May 12 (Sun.) 14:30 - 16:30 (Day 4)

Ⅵ. For Chairpersons

1. For Chairpersons in charge of Oral Presentations

  • Please come to the room by 15 minutes before the session start time and be seated at the standby seat. Please observe the time strictly during the session.
  • If you are a chairperson in charge of Oral Presentations and if you have your PowerPoint slides, please visit PC Preview Center at least 1 hour before the session begins. For more information, please refer to “IV. Preparation for PC Presentations.” Please note that chairpersons in charge of Free Papers will not be able to use PC slides.

Note: Speakers for Poster discussions will have 3 minutes for the presentation followed by 2 minutes of discussion. Please strictly observe the schedule.

Ⅶ. For those who wish to make comments

Those who wish to make a comment at Q&A sessions are requested to wait in line in front of the microphone. Please raise your hand if you wish to make a comment at the poster presentations. Please follow the instructions of the chairperson and make a brief comment after stating your name and your affiliation. Slides and other materials are not allowed.

Ⅷ. Award Information

  • HKOA (Hong Kong Orthopaedic Association) Ambassador
    Lawrence Chun Man Lau(Dept. of Orthop. and Traumatology, Prince of Wales Hosp.)
  • The JOA and Hong Kong Orthopaedic Association alternately send an ambassador every year. For this meeting, we invited a speaker from HKOA to have a session.
  • JOA Congress 2019 Travel Award
    Pramod Achan(Dept. of Orthop. Surg., Barts Health NHS Trust, London, UK)
    Hao-wen Chen(Dept. of Orthop. Surg., Hualien Tzu Chi Hosp., Hualien, Taiwan)
    Sameer Kakar(Dept. of Orthop., Maharishi Valmiki Hosp., New Delhi, India)
    Guidong Li(Dept. of Orthop. Surg., The 1st Affiliated Hosp. of Harbin Medical Univ., Harbin, Heilongjiang, China)
    Wongthawat Liawrungrueang(Dept. of Orthop. Surg. and Physical Medicine, Faculty of Medicine, Prince of Songkhla Univ., Hat Yai, Songkhla, Thailand)

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