Notification and Request

I. Participant Registration

1. Reception desk for registration

The reception desk for registration will operate at the following times (*the dates and times below apply to all participating societies).

Registration Reception Desk

On the day registration
(November1-3)
Kobe International Exhibition Hall No.1 Building 2F 7:30-17:30
Day 4 will be of only Educational Lectures in Japanese

2. Participation fees

The participation fee is JPY15,000. Please pay the fee at the reception desk in the venue. All major credit cards are accepted (AMEX, DINERS, JCB, MASTER, VISA).

* To registered participants:
For those people who have completed advance registration procedures, please be sure to bring the exchange voucher that was issued at the time of advance registration.

3. ID card   *Please note that ID cards CANNOT be reissued.

Please fill in your name and affiliation on your ID card and wear it at all times.
Participants not clearly displaying their ID cards will not be able to gain access to the venue.

4. CD-ROM version of the abstract booklet

Participants who have registered to participate will be provided with a Joint Program and a CD-ROM version of the abstract booklet.

* Copyright of all presentations at JDDW belongs to the participating societies, and participants are requested to bear this in mind when quoting excerpts from any of the presentation texts, etc.
* Computer terminals and printers will be available at the Rose / Iris Business Center on the B1F of Portopia Hotel South Wing, so that CD-ROM contents can be viewed on site. The CD-ROM version of the abstract booklet is searchable, using a free search function for the entire contents.

5. E-abstract application "MICEnavi"

An e-abstract application for iPhones and Android terminals is also available to use (enabling presentation searches and creation of personalized schedules).

Application name JDDW 2018
Dates available Oct. 1 - Nov. 30, 2018
Method of use Download from the JDDW 2018 website or search for "JDDW" on the App Store or Google Play.
Usage fees Free of charge (communication chargers from your provider will apply for downloading the application)
Compatible equipment iPhone, iPod touch, iPad, Android smart phones

Introduction of the major functions of the e-abstract application

  • Searching: Search and confirm the details of each presentation.
  • Bookmark: Register the programs you intend to participate in and show them in list form on screen.
  • Alarm: Receive notifications of your bookmarked schedule of programs.
  • Ongoing session: View ongoing programs.
  • Timetable: Confirm the timings and locations of each program in list form.
  • Venue map: Utilize session-based venue search and location-based session search.

6. Guide to Digital Poster viewing

At JDDW 2018, we have introduced digital posters for general presentations. You may freely view digital poster presentation abstracts during JDDW 2018 using PCs provided in the viewing area (Kobe International Exhibition Hall No.1 Building 1F, No.3 Building 1F).
At Digital Poster rooms, you may also view the posters on your own computer (excluding iPad and smartphone). Please enter the ID/password printed on your ID card into the space on the top page of the website.

* Photography of PC monitors for viewing is prohibited.
* The number of the PCs is limited. Please refrain from occupying the PC for a long time as significant congestion is expected.
* All the posters can be viewed not only on the day of the presentation, but throughout the conference, on the computers installed in the venue for viewing.
* You can search for the desired poster wherever you are in the venue.

7. Cloak

Cloak will be located at: Kobe International Exhibition Hall No.1 Building 2F
Portopia Hotel Main Building B1F
Portopia Hotel South Wing 1F
Kobe International Conference Center B1F
Opening hours: 7:30-17:30
* To Satellite Symposium participants:
Please pick up your belongings and bring them with you to the venue before the Satellite Symposium starts.

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II. For speakers at theme sessions

Presentation slides for theme sessions (Symposium, Panel Discussion, Workshop, and Sponsored Event), including non-international sessions, are required to be created in English language (language for oral presentation at non-international sessions is Japanese).

1. Instructions

  • (i)Oral presentations for JDDW 2018 (Lectures, Theme Session, and Sponsored Event abstracts) must be computer-based. Please follow the instructions shown below in making preparations for your presentation.
    * You may use a laptop PC, USB flash memory drive or CD-ROM (CD-R or CD-RW) for your presentation, but not MO, FD, ZIP, or DVD. Please be sure to bring a backup USB flash memory drive or CD-ROM just in case of any trouble.
    The name of your presentation file should be a combination of 1) your presentation number, 2) your name, and 3) the number of the presentation room.
    Example: IS-S1-3_H_Hanako Shokaki 8
    You will use the mouse and monitor of the main screen provided on the podium in the presentation room. There will not be a PC on podium. You will have only a monitor and a mouse.
    There is no printer available at Operation Center so make sure to bring the hard copy of your presentation or script with you if necessary.
  • (ii)The end of your presentation time will be indicated by a light. Please strictly observe your presentation time.

2. Presenter data submissions

  • (i)Please submit all of your presentation data at Operation Center in the respective building of your presentation located by at least one hour prior to your scheduled presentation. Inform your Hall No. and Presentation No. to the staff at Operation Center.
    Operation Centers are located at:
    For presenter at Room 1 - 3 Kobe International Exhibition Hall No.2 Building 1F Lobby
    For presenter at Room 4 - 7,11 Portopia Hotel South Wing 1F Lobby (in front of Ohwada banquet room)
    For presenter at Room 8 - 10 Portopia Hotel Main Building B1F Lobby (in front of Kairaku banquet room)
    For presenter at Room 12 - 13

    Kobe International Conference Center 3F Lobby (in flont of International Conference Room)

    Operators receive your data and upload it onto the server. Confirm that your data is uploaded to the PC on the operation desk in the presentation room. The host of the meeting is responsible for deleting your uploaded data after the completion of this meeting.
  • (ii)Immediately after the speaker ahead of you starts his/her presentation, please take the seat prepared for the next speaker.

3. Note for bringing your laptop PC

  • (i)You may bring your Windows/Macintosh OS laptop. Make sure it is one that has both a USB port and an external output terminal. Only PowerPoint application is available for your presentation.
  • (ii)If your PowerPoint file includes a movie file, the organizer recommends that you bring your own laptop PC for your presentation. The organizer's PC may not be able to display the movie properly. Please be sure to bring USB flash memory drive, CD-ROM or CD-RW for backup purposes and also an AC adapter.
  • (iii)If bringing an iPad, Windows touch-panel PC or tablet PC, you will be giving a presentation with it connected via a Mini D-sub 15 pin cable (not wirelessly). For an iPad 1, presentation will be displayed only on the external monitor and not on the iPad screen. The PCs made available at the venues do not have touch panel function. If you wish to use a touch panel for your presentation, please bring your own computer.
  • (iv)The organizer will provide mini D-sub 15 pin cables only. If you need another type of connector for your PC, please bring it yourself.
  • (v)The resolution of the projector provided at the presentation room is XGA (1024 × 768). Please be aware that if your presentation slides are a different size, the projected image may be degraded.

4. Note for bringing in USB flash memory drive and CD-ROM (CD-R)

  • (i)Data in USB flash memory drive or CD-ROM should be saved using the following procedures in advance.
    * Only PowerPoint application is available for your presentation.
    Your presentation file should be created with MS PowerPoint 2007, 2010, 2013, 2016 for Windows, or MS PowerPoint 2008, 2011 for Macintosh.
    * In order to avoid character corruption, only the following fonts can be used: Century, Century Gothic
    * Regarding the use of movie data, make sure that data is capable of running on either of the following software:
    Windows: Windows Media Player 11
    Macintosh: Quick Time Player 10
    * Cautions regarding video files:
    If the size of video files exceeds 500 MB, please bring your own computer for the presentation.
    Windows: Please make sure that your video files can be played with a codec included in a standard installation of Windows Media Player 11. (WMV format is recommended.)
    Mac: Please make sure that your video files can be played with a codec included in the standard installation of QuickTime Player 10. (MOV format is recommended.)
  • (ii)If your presentation file has links to still images, videos, graphics or other data files, please store all such files and make sure in advance that these files can be opened.
    * Make sure that files can be working on PCs other than the one on which the files are created.
  • (iii)The following PCs are available for use in each presentation room.
    * OS: Windows 7
    Application software: Windows MS PowerPoint 2007, 2010, 2013, 2016.
    * OS: Macintosh OS X 10.6 or later versions
    Application software: Macintosh MS PowerPoint 2008, 2011.
  • (iv)Please make sure that the media is clear from any viruses and the latest security software is installed.

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III. For speakers at digital poster session (General Session)

1. Presentation times and discussions

At JDDW 2018, general abstracts are presented by digital posters. Presentation times and discussion times for general topics are as follows

The Japanese Society of Gastroenterology
Outstanding Posters (presentation 5 min, discussion 3 min / total 8 min)
Posters (presentation 4 min, discussion 2 min / total 6 min)
Japan Gastroenterological Endoscopy Society
Outstanding Posters (presentation 5 min, discussion 3 min / total 8 min)
Posters (presentation 4 min, discussion 3 min / total 7 min)
The Japan Society of Hepatology
Outstanding Posters (presentation 5 min, discussion 3 min / total 8 min)
Posters (presentation 4 min, discussion 2 min / total 6 min)
The Japanese Society of Gastroenterological Surgery
Outstanding Posters (presentation 4 min, discussion 2 min / total 6 min)
Posters (presentation 4 min, discussion 2 min / total 6 min)
The Japanese Society of Gastrointestinal Cancer Screening
Outstanding Posters (presentation 5 min, discussion 3 min / total 8 min)
Posters (presentation 4 min, discussion 2 min / total 6 min)
International Poster
Outstanding Posters (presentation 5 min, discussion 3 min / total 8 min)
Posters (presentation 5 min, discussion 3 min / total 8 min)
* All digital poster presentation data should be registered in advance. Presenters will not need to come to Operation Center at the venue.
* Presenters can practice their presentations during non-presentation times in each booth within the digital poster venue.

2. Presentations

* Presentations utilizing video may be made.
* It is possible to maintain print quality by utilizing a full high-vision monitor for individual slides (slide mode) while maintaining visibility with a list of slides (poster mode) imitating a traditional poster.

Poster mode

Poster mode

You can display 15 slides (3-row, 5-column format), not including the title slide.

Slide mode

Slide mode

You can display slides one-by-one for your presentation.

Screen image during the Q&A session

Screen image during the Q&A session

During the Q&A session, you can select two slides from among your presentation slides for display side-by-side.

* On the bottom left of the screen, the remaining time is displayed. Please strictly observe your presentation time.

3. Registration

* Presentation data is to be registered in advance. A link to the registration screen will be displayed on the JDDW 2018 website from Noon, September 26 (Wed) to Noon, October 11 (Thu), 2018 (Japan Time).
* Registration information can be modified any number of times during the registration period. After October 12 (Fri) (Japan Time), the screen will be closed, so it will not be possible to make substitutions or modifications. If you cannot to complete your registration before the deadline, your poster will be cancelled automatically, and you will possibly be penalized.
* Registered data cannot be replaced even if you bring your data to the operations center on the day.
* On the day of your presentation, please check-in at the counter at the entrance of the poster venue at least 30 minutes prior to your presentation.

For inquiries:
[Digital poster registration support desk]

E-mail: jddw2018dp@digipos.jp

4. Data creation

* Please create presentation data using PowerPoint. Compatible versions are 2007, 2010, 2013, and 2016 (PowerPoint 2013 for Windows is recommended).
* Do not create data in a large format like a traditional poster presentation. Please create individual slides.
* Specify a display area aspect ratio of 4:3 for the pages of your presentation.
* Only the following fonts can be used:
Century, Century Gothic
* Your PowerPoint file will be converted to image format when you register in order to prevent layout collapse. Therefore, screen switching animations and animations within pages cannot be used.
* Movies can be used inside PowerPoint. Up to 200MB of data can be registered (total data including both the PPT file and video files). Check the data beforehand to ensure that videos play automatically when the pages in which they are embedded are displayed.
* Up to 15 slides can be registered. Please use slides 1 through 14 for your presentation, and slide 15 for the conflict of interest disclosure information. The title slide (bearing the presentation title and presenter names) will be displayed in a different location, so make sure not to include it with the presentation slides.

slide

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IV. Disclosure of conflicts of interests during presentations

Potential conflicts of interest must be disclosed when making oral presentations. This information must be shown using the disclosure statement of your society on the screen for lectures and on digital poster presentation slides for general presentations.
Disclosure standard and statements of the various societies can be found at the URL below. Prepare your statement accordingly.

Conflict of interest disclosure statements for presentation
http://www.jddw.jp/english/coi.html#coi_form

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V.  Penalty for cancellation of abstract after the notification of acceptance and absence without notice on the day of the event

Please note that you may be subject to be penalized by the academic society when cancellation of abstract after the notification of acceptance was issued or your absence without notice on the day of the event was confirmed.

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VI. For chairperson and discussant of International sessions

1. Registration

Please come to the venue at least 30 minutes before the start of your session and inform the coordinator at the entrance to the venue of your arrival.

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VII. For participants

1. Photos and video

Participants are prohibited from taking photos or videos of the screen during presentations at JDDW 2018.
Please do not take photos or record videos at the presentation venue and the digital poster session venue.

2. Q&A

If you wish to ask a question during a session, you may do so with permission of the moderator/leader after stating your organization and name.

3. Programs

  • (i)As we informed you in the application guidelines for topics, joint sessions on topics will be attributed to the academic society nominated by the presenters.
  • (ii)Presentations with ★ mark are denoted awarded prizes for Outstanding Poster Award, as judged by peer reviewers of each academic society.
  • (iii)Presentations with mark are denoted awarded prizes for Young Investigator Award, as judged by peer reviewers of each academic society.
  • (Ⅳ)Presentations with mark are denoted awarded prizes for Travel Award Program winners, as judged by peer reviewers of each academic society.
  • (Ⅴ)The topics printed in the program are taken directly from the summary of applications received over the Internet. For this reason, the writing style is not unified (except for a portion that has been automatically modified). Note that the organizations the presenters belong to, together with their English names, are expressed using abbreviations based on the rules of the JDDW 2018 Operating Committee.
    * After the deadline for topic registration, we investigated the official names of these societies and chose abbreviations for them. Please note that as a result, our names for societies may differ from their official names.

4. Breakfast seminars

Breakfast seminars will be held from 8:00 throughout the conference.

5. Admission ticket for Luncheon Seminar

Numbered tickets will be used to attend the luncheon seminars. QR code system will be used for JDDW 2018. A seminar ticket will be issued by scanning a QR code printed on each participant’s ID card. Only one ticket can be issued per day. The tickets will be issued on a first-come first-served basis. When the seminar is fully booked, no more tickets will be issued. Ticket holders have priority in attending the seminar. Tickets will become void once the seminar starts so be sure to arrive on time. No ticket is required for attending Breakfast Seminars and Satellite Symposium.

Ticket issuing time 7:30-11:00 for Luncheon Seminars on the day
13:45-17:30 for a part of the tickets of Luncheon Seminars on the next day
(Note that a part of tickets for November 1’s seminars will be distributed at 16:00-18:30 on October 31)
Ticket-issuing Machine Luncheon Seminars Tickets Distribution will be located at Kobe International Exhibition Hall No.1 Building 2F, and Portopia Hotel South Wing B1F Emerald. (Note that a part of tickets for November 1’s seminars will be distributed at only Kobe International Exhibition Hall No.1 Building 2F on October 31)

6. Commercial exhibition

A commercial exhibition will be held at Kobe International Exhibition Hall No.1 Building 1F, Kobe International Exhibition Hall No.3 Building, from 9:00-17:00, from November 1 to 3.

7. First-aid room

For the duration of JDDW a first-aid room will be available in CS Room on Portopia Hotel Main Building 1F If necessary, the staff will refer you to a nearby hospital. For inquiries about the first-aid room, please contact the headquaters (Portopia Hotel South Wing 5F 552+554, TEL: +81-78-303-4331).

8. Wireless LAN spots

Wireless LAN spots will be available in the areas detailed below, where it will be possible to access the internet.

Kobe International Exhibition Hall(No.1 Building): 1F (Room 14, inside the venue of commercial exhibition)
2F (in front of the Message Board)
Kobe International Exhibition Hall(No.2 Building): 1F (Room 1, Room 2),
2F (Conference Room 2A and 2B),
3F (Room 3, Conference Room 3B)
Kobe International Exhibition Hall(No.3 Building): Room 15, inside the venue of commercial exhibition
Kobe International Conterence Center: B1F(Robby), 1F(Foyer), 3F(Room 13, Lounge, Lobby)

9. Contacting other participants

If you wish to contact someone inside the venue, please come to General Information located in Kobe International Exhibition Hall No.1 Building 2F, Portopia Hotel Main Building 1F Lobby.
Message boards will be set up in the following locations for participants to post contact messages.

Kobe International Exhibition Hall No.1 Building 2F
Portopia Hotel South Wing 1F Lobby
Kobe International Conference Center 3F Lobby
* There will be no paging by announcement or slides in the presentation venue.

10. Lost and found

Any items that have been handed in to the lost and found will be stored at General Information located in Kobe International Exhibition Hall No.1 Building 2F, Portopia Hotel Main Building 1F Lobby.

11. Sweets Corner

During the conference period, we will open a sweets corner (offering baked confections unique to Kobe) by offering by Kobe City.

Day & Hours November 1 (Thu) to November 3 (Sat), 9:00 – 17:00
Place Kobe International Conference Center 3F in front of Room 13( International Conference Room)

*Please note that the number of the sweets is limited.

12. Shuttle bus service

During the period of JDDW a complimentary shuttle bus service exclusively for participants will be provided between Shin-Kobe Station and Kobe International Exhibition Hall.
* Running times: November 1 (Thu) to November 3 (Sat), 7:00 – 18:00 (every 20 minutes)
November 4 (Sun) Only at the following times 7:15 – 9:00, 16:40 – 18:00
* Given the limited number of vehicles available, priority may be given to participants with limited mobility or other infirmities. Your understanding is appreciated.
The hotel courtesy shuttle bus service will be also provided between Sannomiya and Portopia Hotel, increasing the number of service during the period of JDDW.
* Running times: November 1 (Thu) to November 4 (Sun), 7:00 – 21:50 (every 20 minutes)

13. Smoking

Smoking is prohibited in the venue of JDDW 2018.

14. Shipping

There is no shipping service at JDDW 2018. Portopia Hotel is available for baggage shipping. (1F Guest service salon)

15. Inquiries during JDDW 2018

During the period of JDDW, please direct any inquiries relating to JDDW or the participating societies to the Operations Center.

JDDW2018 Headquaters (Portopia Hotel South Wing 5F 552+554)

TEL: +81-78-303-4331   FAX: +81-78-303-4332
*Only available during JDDW 2018.
E-mail: kobe2018en@jddw.jp

Kobe International Exhibition Hall
6-11-1 Minatojima Nakamachi, Chuo-ku, Kobe 650-0046, JAPAN
TEL: +81-78-302-1020   FAX: +81-78-302-1870
Kobe Portopia Hotel
6-10-1 Minatojima Nakamachi, Chuo-ku, Kobe 650-0046, JAPAN
TEL: +81-78-302-1111   FAX: +81-78-302-6877
Kobe International Conference Center
6-9-1 Minatojima-nakamachi, Chuo-ku, Kobe 650-0046, JAPAN
TEL: +81-78-302-5200   FAX: +81-78-302-6485

Copyright © JDDW 2018. All Rights Reserved.