We will hold the 62nd Annual Meeting of the Herpetological Society of Japan at the following date and venue. Both members and non-members of the society are welcome to participate in this event. We are looking forward to the participation of many individuals.
Presenters must be members of this society and have paid the membership fee for the fiscal year 2023 by the time of application. If you wish to become a new member, please complete the membership registration and fee payment before applying for the meeting. Please check the society website shown below for detail information for membership.
Schedule
December 9 and 10, 2023
9th (Sat.) Oral presentations, Poster presentations, Group photo shoot, Special presentation sessions, Social gathering
10th (Sun.) Oral presentations, Poster presentations, General meeting, Free-style sessions
Venue
Toho University (Narashino Campus), 2-2-1 Miyama, Funabashi, Chiba 274-8510
Presentations: The building of the Faculty of Science
Social gathering: Co-op canteen
Registration
Please register for the main meeting through the Registration Form.
Social gathering
At this event, we are planning to hold a social-gathering party in a standing buffet-style format, with sufficient measures taken to prevent infectious diseases. If you wish to attend the reception, please make sure to review the following points and apply only if you can cooperate with the measures. Pre-registration is required for the party.
You are requested to take care of your health and refrain from attending the party if you have a fever or other symptoms (no refunds will be given).
We will provide temperature check machines and hand sanitizers at the entrance of the venue, so please make use of them.
You are requested to wear a mask at all times inside the venue and may only remove it when eating or drinking. If there are circumstances preventing mask usage, please notify the meeting committee in advance.
When serving food, please make sure to wear the provided vinyl gloves.
Please be aware that the format of the reception may change depending on the situation of infectious diseases.
For other important points, please refer to the end of this document where we will provide general guidelines for the entire meeting.
Deadline for presentation, participation, and social gathering applications
For society members who wish to make an oral/a poster presentation, please submit your participation application along with the participation fee by 5:00 PM on Sunday, October 15, 2023.
For those who only wish to participate without making a presentation, you can register for participation after the aforementioned deadline or even on the day of the event. However, please note that meeting participation fee will change from October 16th as below.
Participation fee
Participation/presentation fee (until 15th Oct., 2023) *1 4,000 JPY
Participation fee (after 16th Oct.) *1 4,500 JPY
Social-gathering Party Fee (until 15th Oct.) *2 4,500 JPY
Lunch box fee (9 Dec.) (until 15th Nov.) 650 JPY
Lunch box fee (10 Dec.) (until 15th Nov.) 650 JPY
*1 High school students and students of Toho University, and individuals who will be taking care of presenters' children can audit free of charge, while the above participation fee will be applied to make a presentation.
*2 Regarding participants attending with children, the participation fee for the social gathering for children (preschoolers and elementary school students) will be waived. The social gathering fee mentioned above will apply to accompanying individuals participating in the social gathering. If you intend to participate in the social gathering with your children or accompanying individuals, please inform the meeting committee in advance at hsj.2023annual(at)gmail.com (Please replace (at) by @).
Payment method
For participants from abroad, payment (by cash) on the day of the meeting is acceptable; otherwise please deposit the registration fee to the following account.
Bank Name: Japan Post Bank
Account Type: Current Account
Branch Name: 139
Account code: 01360
Account Number: 107803
Account Name: ニホンリヨウセイハチユウルイガッカイダイゴジユウハチカイタイカイジツコウイインカイ
* The bank charge will be burned by participants. Please note that refunds for the paid fees cannot be guaranteed.
General presentation sessions
Poster presentation: Displayed on a magnetic board.
Oral presentation: 12 minutes for presentation and 3 minutes for Q&A session. Only PC projector is available.
Special presentation sessions
As part of the meeting program, we are accepting proposals for special presentation sessions. You/your group can suggest themes, content, and speakers and please consult the meeting committee (hsj.2023annual(at)gmail.com) with your ideas. The total time for special sessions should be within 2 hours. The organizer will arrange the content within this time frame and manage the proceedings on the day. Additionally, for presentations within each program, please apply as the representative on behalf of the organizing group. While we generally operate on a first-come-first-served basis, if multiple similar proposals are received, we may need to arrange the programs for final decisions.
<Presentation guideline>
As a presenter, each individual is limited to one presentation, either oral or poster (excluding special sessions).
Presenters must be members of this society and have paid the membership fee for the fiscal year 2023 by the time of application. If you wish to become a new member, please complete the membership registration and fee payment before applying for the meeting.
Due to schedule constraints, it may be necessary to adjust the number of oral and poster presentations (or vice versa). If you can cooperate with changing your presentation style, please indicate your willingness in the corresponding section of the application form.
Presenters are required to submit an abstract of their presentation. Detailed submission instructions will be posted on the meeting website in mid-October. Please check the website for further information.
Oral presentations will be conducted using Microsoft PowerPoint and Adobe Acrobat Reader on the provided Windows computers (personal laptops are not allowed). If you wish to use a different operating system or application for your presentation, please consult with the meeting committee in advance.
Free-style sessions and merchandise sales
We welcome for free-style sessions and merchandise sales and will provide spaces. If you plan a free-style session or have a desire to launch a booth, please contact the meeting committee via email at hsj.2023annual(at)gmail.com.
Free-style sessions: Generally, these will take place after the main meeting on the second day. Please inform us of the expected number of participants as there are regulations set by Toho University regarding the number of attendees.
Merchandise sales: Please ensure that the area in front of your booth is not overcrowded, as it is the responsibility of each vendor to manage their space. No exhibition or sale of living animals and plants, drinks, and foods are permitted.
Annual meeting goods
We will be selling an original tote bag as the 62nd Annual Meeting souvenir. This will be available for pre-order. Details regarding the purchasing process and more will be posted on the meeting website soon.
Accommodation
Please arrange accommodation individually.
For participants with children
We welcome participation with children at this annual meeting. We will provide a "Family Priority Rest Area" within the venue. If you have any questions, please contact the meeting committee at hsj.2023annual(at)gmail.com.
Please keep an eye on your children within the venue. To avoid the risk of infections like the coronavirus, we kindly ask that children and accompanying individuals with unusual health conditions such as fever or cough do not participate.
Furthermore, only those who have applied for presentations (oral/poster) will receive free admission for one accompanying adult (spouse, parents, etc.) responsible for taking care of children of elementary school age or younger.
Annual meeting committee
Chair: Masayoshi Tokita
Committee: Masami Hasegawa, Mitsuhiko Toda, Hiroo Takahashi, Natsuhiko Yoshikawa, Noe Matsushima, Kazuki Kurita,
Yosuke Kojima, Takaki Kurita
Other contact information
The 62nd Annual Meeting Committee
Email: hsj.2023annual(at)gmail.com
<Notes on participation>
Please monitor your health condition, and refrain from participating if you have symptoms such as fever, even after arriving at the venue. Please follow the infection prevention measures that the local government or the venue may require or recommend.
During the meeting, unless otherwise announced, wearing masks is generally required. If you have reasons that prevent you from wearing a mask, please notify the meeting committee. Determination of whether or not a mask is required and procedures for dealing with people who are coughing will be asked to follow the decision of the meeting committee.
Please continue to manage your health, including body temperature checks, even after attending the meeting. If you become positive for COVID-19 within one week after the meeting, please report it to the meeting committee. We will immediately inform the participants of the situation and call for appropriate actions.