Attention All Presenters and Viewers at the 135th Annual Meeting

Attention All Presenters and Viewers at the 135th Annual Meeting

For oral presenters
For poster presenters
For online viewers
For all presenters and viewers: copyright and other notices
For the PIC of related research meetings

For oral presenters

1. Venue and equipment for presentations

  • Presentations and Q&A sessions at the 135th Annual Meeting will be held at the TUA. Unlike the past few congresses, online presentations and Q&A sessions will not be available. However, presentations will be streamed live and on demand. Based on the above, presenters are requested to follow the instructions below.
  • The equipment for oral presentations will be a PC at the venue (hereinafter referred to as “Venue PC”) (Windows 11) and an LCD projector installed at the venue. Presenters are required to present in Microsoft PowerPoint 2019 (or later version) or Adobe Acrobat installed on the Venue PC.
  • You may not connect your own PC or Mac to the LCD projector, as the presentation will be streamed live to attendees via Zoom from the Venue PC. As described below, you are requested to copy your presentation file to the Venue PC in advance. If you fail to do so, you will not be able to give your presentation and it will be treated as a cancellation. Please be careful.

2. Presentation file format and file naming

  • Presentations should be in Power Point file or PDF format. For PowerPoint files, please make sure that Power Point 2019 or a later version can read the file.
  • The file name should be the presentation number + the first author’s name (e.g. “S1-1 Taro Shinrin.pptx”). (Note: for presentation numbers, please refer to the meeting program when it becomes available)
  • Special fonts are not installed on the Venue PCs, so please avoid using such fonts, or convert the file to a PDF file with embedded font information.
  • Speakers who create PowerPoint files on Mac should run them on their Windows PCs with Microsoft PowerPoint before the day of the event to check for any garbled characters, layout discrepancies, or other problems. Or convert the file to a PDF file with embedded font information as described above.

3. Save your presentation file on the Venue PC

  • Please save your presentation files to a folder with the date and name on the desktop screen of the Venue PC at least 15 minutes before the start of the morning or afternoon session in which you are presenting.
  • Please use either of the following two methods to save your files. We will not be accepting advance submissions via the dedicated website or other means at this year’s conference. There is no SD card slot.
    • Save the file to a USB-compatible media and bring it with you, then connect/insert it to the VenuePC and copy the file (recommended).
    • Login to the cloud service used by the presenter using a browser (Edge) on the Venue PC and download the file.
  • It is recommended to check the operation of the file after saving it on the PC used by the presenter (especially when using the animation/video functions).
  • Please take care of the media on which the files are saved, including virus checks. Please note that the Congress Committee will not be held responsible for any viruses that may be transmitted from the Venue PC.

4. Presentation time

  • Each oral presentation will last 15 minutes (12 minutes for presentation and 3 minutes for Q&A) at the divisions and sessions. For the planning symposia, please follow the instructions of the coordinator.

5. Switching files between presentations

  • In order to avoid problems with the live streaming, files are opened and closed by attendants stationed at the venue when switching between presentations. Please do not do this yourself.

6. On-demand delivery

  • Each presentation will be recorded and available on-demand for one week from March 18 to 25 on the conference platform “Claris” for participants only. (The period of on-demand streaming is subject to change.)
  • Presenters who have special circumstances (e.g., patent-related) that prevent the on-demand streaming of their presentation recordings should notify the program organizer (program@forestry.jp). Such presentations will not be included in the on-demand streaming.

For poster presenters

1. Poster specifications

  • Posters should be A0 portrait size (height: 1189 mm, width: 841 mm). Posters should be clearly labeled with the title of the presentation and the presenter’s name.
  • The only items provided by the conference committee are panels with presentation numbers attached and thumbtacks. (Note: for presentation numbers, please refer to the meeting program when it becomes available)

2. Core time for presentations

  • During the core time (March 8, 13:00-14:00 or March 10, 13:00-14:00), the corresponding presenter must present and answer questions at his/her poster.

3. Judging of student poster awards

  • The Student Poster Awards will be judged based on the posters actually displayed at the venue and the Q&A session at the venue.
  • The Student Poster Awards will be judged during the core time (13:00-14:00) on March 8, and applicants who are not present during the core time on March 8 will not be eligible for the awards.

4. Advance submission of poster presentation files

  • Please submit your poster presentation file (PDF format) for online viewing from Thursday, February 1, 2024 to Tuesday, February 20, 2024 via the application website. Poster presentation files will be made available on the conference platform “Claris” from March 5 (three days before the conference) to March 18 for participants only. (The viewing period is subject to change.)
  • Posters in progress may be submitted for online viewing, but we ask that you try to make sure that your poster is as close to a completed poster as possible and that the content of your research is clear. Posters that will actually be displayed at the conference venue may be made from submitted files that have been subsequently modified or revised.
  • Presenters who have special circumstances (e.g., patent-related) that prevent their files from being viewed online should submit a Word file describing those circumstances in place of their poster presentation file (e.g., “This poster presentation contains sensitive information related to ■■, (For example, a simple sentence such as “I decline to submit this poster presentation for online viewing because it contains sensitive information related to ■■” is fine.) Submitted Word files will be converted to PDF format and posted on the website.

5. Poster removal

  • Attached posters must be removed before the venue closes (6:30 p.m. on March 8 and 4:30 p.m. on March 10). Posters not removed will be disposed of by the Congress Committee.
  • Posters winning a student poster award and being moved to another space must be removed by 4:30 p.m. on March 10. Posters not removed will be disposed of by the Congress Steering Committee.

For online viewers

1. Login to the conference platform “Claris

2. Oral presentations

  • Each presentation will be streamed live during the Congress.
  • The symposiums, the sessions, and the divisional presentations are eligible for live streaming. Some of the conference official events are also available (please check the program). Please note that the related research meeting on March 11 is not included.
  • Chat and voice questions will not be available. Viewing only.
  • Recordings of each presentation will be available on-demand for participants only during the week of March 18-25, after the Congress ends. (The period of on-demand streaming is subject to change.)

3. Poster presentations

  • A list of poster presentation titles will be posted on Claris. Click on the title to view the poster, which will be available from March 5 (three days before the conference) until March 18 (the viewing period is subject to change). (The viewing period is subject to change.)
  • As mentioned above, the number and content of posters available for viewing may be insufficient.
  • The chat function will not be available for questions.

4. Notes

  • Please do not share the URL to log in to Claris or your web registration number with others.

For all presenters and viewers: copyright and other notices

  • If you wish to use figures, photos, videos, etc. for which copyrights are held by parties other than the presenters and permission from the authors is required for their use, please obtain permission from the authors in advance and properly indicate the source information in your presentation or poster.
  • If you use charts, photographs, videos, etc., the copyright of which is owned by someone other than the presenters, and if certain conditions are imposed on the use of which does not require the author’s permission, please comply with those conditions (e.g., Google Earth screen).
  • Do not use photos or images of temples, shrines, works of art, portraits of celebrities, movie scenes, etc., even if they were taken by you.
  • Please do not record, photograph, or save screenshots of any kind while watching or viewing, regardless of whether you are participating on-site or online.
  • LCD projectors and microphones are available at each venue.
  • No PCs, Internet access, or live-streaming equipment will be provided.