Organizer’s Guidelines

Organizer’s Guidelines for NII Shonan Meetings

PDF ver.

1. Seminar Dates

NII Shonan Meetings are normally held for four days, from Monday to Thursday. The check-in date is Sunday evening. The check-out date is Thursday, after lunch.

It would be helpful that you would pick out two or more candidate dates.

2. Organizers

Each NII Shonan Meeting is led by at most three organizers. One must be from Asia and preferably they are from different institutions.

3. List of Invitees

The optimal number of participants is composed of between 25 and 35 participants.

Please consider the balance of the invitees, such as international diversity, relation of the experts to the focus of the seminar, whether invitees are a representation of the research community or not, balance between the specialists from the areas of the theory and those of practice, or if there is a good mixture between proven experts and promising young research scientists. Please note that we require at least 20 participants for a fruitful seminar in principle.

4. List of Alternates

Not all the invitees might be able to attend. Consequently, a list of alternates, or the list of around 50 to 80 invitees from the very beginning, would be helpful to be prepared in the Meeting proposal. If the number of invitees is less than 50 on your invitee list, please add the list of alternates in order to make the total number of invitees into at least 50 in the first place. If participants are not sufficiently registered at four months prior to the seminar, we may send out invitation letters to the list of alternates.

5. Proposal:

Proposals submission dead line is three times a year on June 15th, September 15th and December 15th. The Academic Committee reviews each proposal. It would take about 2-3 months for notifying the results. You can submit your proposal anytime in the following site:www.easychair.org/conferences/?conf=nim1

Please note that the seminars we are calling for, are those to be held between 8 months ahead and 2 years ahead of the next submission due date. (Example: In the case that the next due date is December 15th, 2017, we are calling for the seminar to be held from August 15th, 2018 to December 15th, 2019.)

Please refer to the sample proposal form in the following web page: Proposal-Submission-Form

Mandatory items in the list of invitees are:

  • – Title
  • – First name
  • – Middle name
  • – Last name
  • – Affiliation
  • – Email
  • – URL
  • – Research Interest

6. Invitation

Invitations are sent out by email approximately 10 months ahead of the seminar by office of NII Shonan Meeting (shonan[_at_]nii.ac.jp). The invitation letter is confirmed by seminar organizers before sending.

7. Registration

Seminar registration is left open until three months ahead of the seminar. However, invitees are asked to promptly respond, via the designated webpage in the invitation letter.

8. Reminder

Office of NII Shonan Meetings sends out a reminder occasionally and a month ahead of the due date of registration, to those who have not yet replied to the invitation.

9. Reservation

Shonan Village Center sends out an email approximately 6 weeks ahead of the seminar to those who made a registration, in which the application form for hotel accommodations and necessary travel information are included.

10. Participants’ list

Participants’ list is posted in the web page of each specific seminar. The pages are compiled by organizers. Office of NII Shonan Meetings sends to organizers their ID and PASSWORD for accessing the web page, once seminar participants are fixed.

11. Seminar program

NII Shonan Meetings follow the famous Dagstuhl seminar style: they typically do not have a fixed program. Participants are not required to submit a paper beforehand. Each program is prepared by organizers. In order to make a seminar as dynamic as possible, the program for the following day is fixed the evening before. These methods thus, enable consequences of discussions of the day to determine pace and sequencing of seminars. Shonan Village Center also supplies separate spaces/rooms for group discussions, other than normal seminar rooms.

12. Time table

If the seminar is four days long, Wednesday afternoon is typically utilized to go on a hike or an excursion. In this case, there are four mornings (from Monday to Thursday) and two afternoons (Monday and Tuesday) available for the seminar.

If the seminar is three days, the excursion or hiking trip is not included in the program, that is, three mornings and two afternoons are available for the seminar.

If the seminar is full four days, you have four mornings (from Monday to Thursday) and three afternoons (Monday, Tuesday and Thursday) for seminar.

Please refer to the time table in the webpage below as guideline. You can arrange the schedule as you like. If you have some specific requests, please inform to office of NII Shonan Meetings in advance.

http://shonan.nii.ac.jp/shonan/time-table/

13. Pre-meeting

In order to follow a meeting smoothly, a short pre-meeting by seminar organizers and the staffs of NII Shonan Meetings is held on your arriving day of the NII Shonan Meeting.

14. Mealtime rules

We follow the same style as Dagstuhl seminars during mealtime. Seating of participants at dinner time changes every time. (In breakfast and lunch, the style might not be respected due to space limitation.) The objective is to seat participants together who are not yet (well) acquainted with each other. Organizers are asked to encourage all participants to follow this style.

15. Free time

The center is equipped with the room for free discussions after dinner. Drinks and snacks are served at “Exhibition room” of the 1st floor of “Research Wing”.

16. Excursion

Wednesday afternoon is reserved for an excursion. Bilingual guides, well acquainted with histories or local information accompany the party to an excursion for historical sites. A micro-bus is chartered for the tour.

17. Computer equipment

Wireless LAN is covered for all seminar rooms and the floor. Each participant’s staying room is equipped with Wired-LAN. The cables are served at the reception.

18. Other required items

The center is equipped with projectors, screens, white boards, flip charts, PCs, laser pointers and so on.

19. Web platform

NII Shonan Meetings provide organizers with a web platform for their each seminar, using “Word Press” web tool. Organizers are asked to make their seminar program, before their seminar starts. Please contact the office of NII Shonan Meetings, if you use the “Word Press” for making your program. The tool is convenient for uploading files and chatting. Once the seminar participants are fixed, office of NII Shonan Meetings sends to each organizer, ID number, PASSWORD for access and easy tool guide.

20. NII Shonan Meeting Reports

NII publishes online an “NII Shonan Meeting Report” for each NII Shonan Meeting. The organizers of a meeting are requested to contribute a report after their meeting. For further details, please see the guide for authorizing a report.

21. Expenses

Regular participation fees are paid in advance when each participant reserves hotel accommodation via Shonan Village Center web page until 10 days ahead of the seminar.

Regular fees:

  • – Participant from industry: 15000 JPY
  • – Participant from Academia: 8000 JPY
  • – Accompanied persons to participants: 7500 JPY (Meal charge is not included.)

In the above expenses, excursion fees are NOT included. We would ask to each participant (including organizer) as excursion fees in addition. The payment would be maid together with accommodation reservation.

Other expenditure (if any) is paid by each participant at checking-out of the Center.

The receipt of the above fees would be provided at the reception.

NII Shonan Meeting will NOT support travel for any organizers and participants.

22. Seminar Photographe

Shonan Village Center staff takes all members photograph during the seminar.

23. Useful Grocery

There is a convenience store about 15min by walk from the Shonan Village Center.
http://as.chizumaru.com/famima/detailMap?account=famima&accmd=0&bid=22445&key=%E6%B9%98%E5%8D%97%E5%9B%BD%E9%9A%9B%E6%9D%91&adr=14201105003&x=502629.258&y=126917.239&lscl=3996&lrot=0&pgret=1&c2=1
(Open hours: 24 hours)

*We held the Grace International Meeting on Bidirectional Transformations in 2008, for the first stage of NII Shonan Meetings.