Instruction for Participants

ON-SITE Participants

  1. Registration Hours

    2. Registration desk is located on the second floor of the Clock Tower Centennial Hall, Kyoto University. The registration desk will be staffed during the symposium presentation times except for the on-line poster presentation times.

    Sunday, 19 June 15:00-20:00
    Monday, 20 June 9:00-19:00
    Tuesday, 21 June 9:00-17:20
    Wednesday, 22 June 9:00-19:00
    Thursday, 23 June 9:00-15:00

  2. Name Badges

    3. Name badges are required for all technical sessions and ticketed events. Anyone without a name badge will not be allowed access. If you lose your name badge, please contact symposium staffs at the registration desk.

  3. Location of Special, Plenary, Keynote, Oral & Poster sessions

    4. The Main Hall is located on the first floor, and Hall I, Hall II, Hall III are located on the second floor of the Clock Tower Centennial Hall. The special, and plenary sessions will be in the main hall. There will be four parallel sessions after each morning plenary or keynote presentation. The on-site poster sessions are in the International Science Innovation Bldg. near the Clock Tower Centennial Hall.

  4. Welcome Reception (Sunday, 19 June 2022)

    5. The symposium will have a welcome reception on Sunday evening from 18:30 to 20:00 in the Yoshida Cafe restaurant of KU COOP. All symposium attendees and pre-paid accompanying persons are invited.

  5. Symposium Banquet (Tuesday, 21 June 2022)

    6. The symposium banquet will be held at Ninna-ji Temple, following the special tour of the temple and its famous Japanese garden on the evening of Tuesday, 21 June 2022. A free shuttle bus service will be provided from the symposium venue to Ninna-ji Temple.

    The symposium banquet is not included in the registration fee. All attendees except for the invited guests, who want to join the symposium banquet, must purchase the tickets in advance. The ticket cannot be purchased on-site. The dress code is casual evening dress. Please wear confortable walking shoes to walk in the garden, when entering the restaurant, we have to take off shoes.

  6. Lunch

    7. Lunch is not included in the registration fee. All participants, who need a lunch box, except for the invited guests must purchase the tickets in advance. The ticket cannot be purchased on-site. Lunch box and soft drink will be served from Monday, 20 June to Thursday, 23 June in front of the HALL I after the end of the morning session. Eating or drinking is allowed only in HALL I, HALL II, and HALL III.

    There are variety of restaurants around the Clock Tower Centennial Hall. The list of the restaurants is available at the registration desk. You can also buy sandwiches, lunch box, soft drinks etc. at the COOP shop located on the ground floor of the Clock Tower Centennial Hall.

  7. Internet Access

    8. Complimentary wireless internet is available in the Clock Tower Centennial Hall. Please contact the symposium staffs at the registration desk if you need the access code for the wireless internet.

  8. Cloak Room

    9. There is no cloak service in the symposium venue.

  9. COVID-19

    10. Face-masks are required in the Clock Tower Centennial Hall & International Science Innovation Building when you are not eating. We highly recommend always practicing proper hand sanitization. If you are experiencing a fever or cough, or if you are feeling unwell in any way, please speak to the symposium staffs at the registration desk.


ON-LINE Participants

  1. How to join oral live sessions virtually

    2. All registered participants will be able to access the Zoom webinar during the symposium. To access Zoom Webinar, a password and links are required to log in. The password and links will be provided to all registered participants of PSE 2021+ through the e-mail from Zoom one week before the symposium.

  2. How to ask questions during live oral session

    3. The session chair will mute your microphone during the entire session. During the presentations, all participants will be muted but can submit questions through the Q&A window of the Zoom webinar. Questions submitted in that form will be asked by the session chair following a FIFO policy. After all questions placed in the Q&A window have been answered, remote participants can ask the presenter a question through the microphone by raising his/her hand. The session chair will indicate your turn and unmute you.

  3. How to ask questions when you miss the oral live session

    4. When you miss the oral live session, you can watch the pre-recorded video of the presentation by clicking URL under the title of the presentation in the online program. The pre-recorded videos are available during whole period of the symposium. If you have a question to the presenter, open the on-demand Q&A file near the title of the presentation in the online program and leave a question in it.

Instruction to remote participants
(instr_participants_online_oral_v3.pdf)		   Download

Instruction for Presentations

ORAL Presentations

PSE 2021+ is organized as a hybrid event. Participants can choose to attend the symposium either in-person or virtually. To account for different participation styles, each paper can be presented in the following ways:

Participation styles of the presenter Location & Time Materials
IN-PERSON On-site oral presentation at the scheduled time Both (O1) and (O2)
VIRTUAL Online oral presentation at the scheduled time by Zoom Both (O1) and (O2)

(O1) Pre-recorded videos

To maximize the exposure of your paper, ALL oral presenters MUST upload a pre-recorded presentation video that will be available at all times during the symposium. Pre-recorded videos are also used as a backup if you lose your connection or have other technical difficulties during your presentation. The allocated time and technical requirements for a pre-recorded video is as follows.

  • Length of video: 15–20 minutes
  • Video file format: MP4
  • File size limit: 100MB
  • Resolution: 1920×1080 (FHD) or 1280×720 (HD), MS Office Power Point: FullHD(1080p), HD(720p), aspect ratio: 16:9 or 4:3
  • Includes the title of the paper, the authors, and a mention to PSE2021+

    • After you have prepared the MP4 video file, login to EasyChair with your ID and Password, and upload the file.

    Deadline for pre-recorded presentation videos submission: 1 June 2022 8 June 2022, 23:59 Japan Std. Time (UTC+9)

    How to UPLOAD your video...

    1. Click the button "Pre-recorded video submission (EasyChair)" to login EasyChair.
    2. Select "PSE 2021" and role "Author", if more than one conference or role is displayed.
    3. Click a "View" button (magnifying glass icon) on the list of your submission(s).
    4. You can find links to update or upload at the top right of the page.
      • Update information
      • Update authors
      • Add file (⟸ UPLOAD your video
      • Withdraw

    (O2) Oral presentations

    We plan for all oral presentations to be given live (at the scheduled time). Presenters can choose on-site style or on-line style for their presentations. In addition, presenters are requested to submit a pre-recorded video as detailed in the web page of PSE 2021+. The allocated time for general oral presentation is 20 minutes including Q&A.

    (a) On-site presentation

    On-site presenters need to use their own laptop for presentation. The laptop needs to be equipped with an HDMI (Type-A) connector. If your laptop has a different type of connector, you are requested to bring an appropriate adapter. Just in case your own laptop cannot be connected properly, we recommend you bring your presentation material in PDF format on a USB stick. Please make sure the USB stick is virus-free. Presenters are kindly requested to be present in the session room at least 15 minutes prior to the start of the session and to make their presence known to the session chair.

    (b) On-line presentation

    Online presenters can give their presentations via Zoom webinar. Presenters should check-in to the presentation room (Zoom) 15 minutes before the session starts and check the network connection. The password and the links to access Zoom webinar will be provided through the e-mail from Zoom one week before the symposium.

    After you login into Zoom webinar, change your Zoom name to Paper ID # with your own name at the end (i.e.: Paper ID #, Name). Here, Paper ID # is #(id number) of your paper in the proceedings book or in the program book, not Paper ID in EasyChair. Screen sharing on Zoom webinar is used for oral presentations.

    Pre-recorded video will be used as a backup in case of network connection problems.

    about Zoom connecting Test

    Note: All oral presentations, including plenary and keynote presentations, will be recorded and open to all registered participants of PSE 2021+ for two weeks after the symposium.


    POSTER Presentations

    PSE 2021+ is organized as a hybrid event. Participants can choose to attend the symposium either in-person or virtually. To account for different participation styles, each paper can be presented in the following ways:

    Option Mandatory Location Time Materials
    P1 Yes On-line (Box) All times during the symposium
    • A PDF file of a poster
    • Pre-recorded video
    P2 At least either one of (P2) and (P3) is mandatory Kyoto University Scheduled time (14:00-15:30 JST) A printed poster
    P3 On-line (oVice) Scheduled time (22:30-23:30 JST) or (6:00-7:00 JST)
    • A PDF file of a poster
    • Anything you want share
    (P1) PDF file & Pre-recorded videos

    To maximize the exposure of your work, ALL poster presenters MUST upload a PDF file of the poster and a pre-recorded presentation video that introduces the contents of the poster. Those files will be available at all times during the symposium. The technical requirements for the pre-recorded video and the PDF file of a poster are as follows.

  • Length of video: 5–10 minutes
  • Video file format: MP4
  • File size limit: 100MB
  • Resolution: 1920×1080 (FHD) or 1280×720 (HD), MS Office Power Point: FullHD(1080p), HD(720p), aspect ratio: 16:9 or 4:3
  • Includes the title of the paper, the authors, and a mention of PSE2021+
  • Maximum poster size: A0: 84.1 cm in width and 118.9 cm in height.

    • After you have prepared the MP4 video and the poster files, login to EasyChair with your ID and Password to upload them.

    Deadline for PDF & pre-recorded presentation videos submission: 1 June 2022 8 June 2022, 23:59 Japan Std. Time (UTC+9)

    How to UPLOAD your video & poster...

    1. Click the button "Pre-recorded video submission (EasyChair)" to login EasyChair.
    2. Select "PSE 2021" and role "Author", if more than one conference or role is displayed.
    3. Click a "View" button (magnifying glass icon) on the list of your submission(s).
    4. You can find links to update or upload at the top right of the page.
      • Update information
      • Update authors
      • Add file (⟸ UPLOAD your video & Poster)
      • Withdraw

    (P2) On-site Poster Presentations

    If you wish to present your poster on-site at the scheduled time, bring your printed poster. The maximum size of the poster is “A0” size, which is 84.1 cm in width and 118.9 cm in height. Presenters should be near their posters for the duration of the respective poster sessions to present their work and answer the symposium participant's questions.

    (P3) On-line Poster Presentations
    If you wish to present your poster online at the scheduled time, access to a link provided later. A system of the oVice (https://ovice.in/) will be used. Further detailed instruction will be delivered later.

    Instruction for Chairs

    Instructions for ON-SITE chairs of oral sessions

    Thank you so much for acting as a session chair for PSE 2021+. A session chair's responsibility is to assist with the smooth flow of the session and ensure the presentations follow the scheduled program. A symposium assistant will be assigned to help you in carrying out these important responsibilities.

    Before the session

    1. Check the symposium program to confirm the date and time for the sessions you are chairing. General oral presentations are 20 minutes including Q&A time. Plenary and Keynote presentations are 50 and 40 minutes respectively.
    2. Plan to be in a session room 15 minutes before your session.
    3. Introduce yourself to your symposium assistants.
    4. Ask remote presenters to change their Zoom name to Paper ID # in the symposium program with their own name at the end (i.e.: Paper ID #, Name). Here, Paper ID # is #(id number) of your paper in the proceedings book or in the program book, not Paper ID in EasyChair.
    5. Confirm that all presenters are in the session room or in the attendees list of Zoom webinar. When you don’t find all presenters in your session, call presenter’s name and ask to raise his/her hand.
    6. When introducing the session, explain to the participants that they can write questions during the presentation in Q&A window of Zoom webinar.
    7. Make any general announcements including any program changes and remind attendees that video and photos are not permitted.

    During the session

    1. Introduce the speaker’s name and affiliation by referring to the symposium program.
    2. Interrupt the presenter if he/she has not finished at the end of the presentation time.
    3. If a presenter does not show or is not able to share own screen via Zoom due to the network problem, do not rearrange the schedule of presentations. Ask symposium assistants to show pre-recorded presentation videos submitted by speakers.
    4. After the presentation, ask the presenter to answer the questions in Q&A window on FIFO policy.
    5. Once all questions in Q&A window have been answered, choose a next questioner from participants in the session room or participants raising hands in the attendees list of the Zoom webinar.

    Instructions for ON-LINE chairs of oral sessions

    Thank you so much for acting as a session chair for PSE 2021+. A session chair's responsibility is to assist with the smooth flow of the session and ensure the presentations follow the scheduled program. A symposium assistant will be assigned to help you in carrying out these important responsibilities.

    Before the session

    1. Check the symposium program to confirm the date and time for the sessions you are chairing. General oral presentations are 20 minutes including Q&A time. Plenary and Keynote presentations are 50 and 40 minutes respectively.
    2. Login into the Zoom webinar 15 minutes before the scheduled session time. Change your Zoom name to Chair with your own name at the end (i.e.: Chair, Name). We will send you a password and zoom link for chair one week before the symposium.
    3. Introduce yourself to your symposium assistant. If there are any audio, visual and network problems, ask your symposium assistant to seek help.
    4. Ask remote presenters to change their Zoom name to Paper ID # in the symposium program with their own name at the end (i.e.: Paper ID #, Name).
    5. When introducing the session, explain to the participants that they can write questions during the presentation in Q&A window of Zoom webinar.
    6. Make any general announcements including any program changes and remind attendees that video and photos are not permitted in the session.

    During the session

    1. Introduce the speaker’s name and affiliations by referring to the symposium program.
    2. Interrupt the presenter if he/she has not finished at the end of their presentation time.
    3. If a presenter does not show or is not able to share their own screen via Zoom due to the network problem, do not rearrange the schedule of presentations. Ask symposium assistants to show the pre-recorded presentation video submitted by speakers.
    4. After the presentation, ask the presenter to answer the questions in Q&A window on FIFO policy.
    5. Once all questions in Q&A windows have been answered, choose a next questioner from participants in the session room or participants raising hands in the attendees list of the Zoom webinar.

    Zoom Connecting Test for Oral Speakers & Chairs (not mandatory)

    Sun., 19 June 2022, 18:30–19:30 (JST/UTC+9) (not mandatory)

    The Zoom connecting test for oral speakers and chairs of PSE 2021+ has been scheduled for 19 June, 2022, between 18:30 and 19:30 (JST/UTC+9). If you wish to test your connection to Zoom webinar, our symposium assistants will be happy to help you. The zoom connecting test is not mandatory for all speakers and chairs of PSE 2021+.

    To access Zoom webinar as a speaker or a chair, a password is required to log in. The password will be provided to all speakers and chairs of PSE 2021+ through the email from Zoom one week before the symposium.

    If you are a speaker, change your Zoom name to Paper ID # in the program with your own name at the end (i.e.: Paper ID #, Name) after you login into Zoom webinar. If you are a chair, change your Zoom name to Chair with your own name at the end (i.e.: Chair, Name). The symposium staffs will ask you to share your screen via Zoom webinar on a first-come, first-served basis.

    *Here, Paper ID # is #(id number) of your paper in the proceedings or the program, not Paper ID in EasyChair.