Call for Proposals

NII is calling for proposals for a future seminar of NII Shonan Meeting by internationally standing scientists on any topics of informatics. Proposals could be submitted via Easy Chair

Notice for new organizers planning to submit proposals;
Due to the repeated postponement originally planned during the pandemic of COVID-19, we'd like to strongly ask you to plan your seminar to be held in and after May 2026 when you submit the proposal to us through Easy Chair. For your information, the venue is not available every April. If you have any concern or inquiry, please feel free to contact anytime shonan [at] nii.ac.jp._

The following items are required in the submission:

• Meeting title
• Organizers
• Candidates of the meeting dates
• Description of the meeting (1-2 pages, in English)
• 1-page CV for each organizer
  
• Invitee list (excel list is desirable) 

For each item, please find detailed information below. Please also see guidelines for general information of Shonan Meeting.

The proposal should clearly motivate the topic of your seminar.

Please list up names of organizers, affiliation and affiliation's country. The number of organizers should be at most three, one of which is required to be from Asia. It is preferable that all are from different institutions.

Please propose multiple candidates of the seminar dates, because the venue, Shonan Village Center might be seasonally crowded. Typically a seminar of NII Shonan Meetings is 4 day seminar from Monday to Thursday, and the check-in day is a night before, Sunday. If necessary, 3 or 5 day seminar is also organizers’ choices.

Please make the description on your proposal for 1-2 pages in English.

Sample of Proposal Submission Form

Please prepare 1-page CV for each organizer.

It is desirable to use the following excel format when making the invitee list.

Excel Format of Invitee List

The number of participants per meeting is 35 at the maximum. It is optimal that more than 25 people attend the meeting, so please submit a list of more than 50 invitees.

Please make a good balance of international diversity, research fields, and a proportion of theoretical and practical areas. The list also should be a mixture of proven experts and promising young researchers, preferably including representative researchers of their community.

Mandatory items in the list of invitees are:

• Faculty (junior/senior faculty, postdoc, PhD/Master student etc)
• Title
• First name
• Middle name
• Last name
• Affiliation
• Country of Affiliation
• Academia/Company of Affiliation
• Email
• Gender

In addition, the following information is also helpful, but not mandatory:

• URL
• Research Interest

The Japanese Ministry of Economy, Trade and Industry (METI) maintains a list of foreign entities with restriction in terms of security concerns. Researchers and engineers currently or formerly associated with institutions or companies on this list will be subject to additional screening, which could result in their being considered ineligible to participate in the seminars of Shonan Meeting.

https://www.meti.go.jp/policy/anpo/englishpage.html

Even not on the above list, the target of additional screening could be foreign military people as well as the invitees who have been involved in any kind of military research related to military, weapons and devices of mass destruction. Those who are in the aforementioned affiliation might not be able to attend closed-official meetings and seminars held in NII.

Submission will be closed twice a year on June 15th and December 15th. You can submit your proposal anytime, but the review will start after the following closing day. It would take about 4-6 months at least before notifying the results.

*Please note that proposed seminars are to be held around 8 month - 2 years after the closing day.