REGISTRATION

Registration has been closed. Thank you for your registration.

On-site Registration

The Registration Desk is located at the banquet lobby of Karuizawa Hotel West and is open during the following hours:

• October 23 （Sun）  13:00-18:15
• October 24 （Mon） 07:30-19:15
• October 25 （Tue）  08:00-18:00
• October 26 （Wed） 08:00-18:00

Online Regisration

In-person online registration will end on October 11 (Noon, JST). After that date and time, if you wish to attend in person, please register and pay onsite at the conference.

Please Note: In order to give a presentation at IOVC 2022, you must register for the conference.

ATTENTION (UPDATE): Visa exemption measures that were previously suspended will resume on October 11, 2022 (JST). Visa is not needed for those countries or regions that are exempted. Please read the Visa Application below for more information.

Registration Categories

Academic: Any fully degreed delegate who either holds a faculty appointment or is otherwise involved in the research and development of covered topics in a non-student capacity.

Industry: Any delegate engaged in commercial enterprise regarding the conference topics.

Student: Registrant must be a student or actively involved in training (residency, fellowship, etc.). May not hold a faculty appointment. Must complete and provide proof of enrollment (download here), signed by a department head. Please upload your completed document through the registration system.

The fee includes:

In-person Registration (All categories, except Accompanying Person):

• Full access to all scientific sessions on site
• Access to live streaming of all scientific sessions
• Lunch sessions (Lunch boxes included)
• Poster Sessions
• IOVC 2022 printed program book
• Welcome Reception (10/23)
• Banquet (10/24)
• Farewell Dinner (10/26)
• Entrance to the Exhibition
• All other Virtual Registration benefits

Virtual Registration:

• Access to live streaming of scientific sessions
• On-demand viewing of all scientific sessions, including sponsored sessions
  (exceptions may apply)
• IOVC 2022 program book download
• IOVC 2022 collected abstracts download

Accompanying Persons:

• Welcome Reception (10/23)
• Banquet (10/24)
• Farewell Dinner (10/26)
• Entrance to the Exhibition

Method of Payment:

Registration fee must be made in Japanese yen using a valid credit card online. Credit cards accepted are Visa, MasterCard, American Express, Diners Club, or JCB. Please note that after your registration payment, your credit card statement will show the transaction listed as “Proactive Inc.”, which is the agent handling the registration system for this conference.

Cancellations:

All cancellations must be notified in writing to the Conference secretariat.

• Refunds will be made when written notice of cancellation is received by the secretariat no later than September 20 (Tue), 2022 (JST).
• A cancellation charge of 30% of fees paid will be deducted to cover administrative costs prior to making refund.
• Refunds will not be made for cancellation requests received on or after September 21 (Wed), 2022 (JST) or for no shows.
• All refund procedures will be made by the secretariat via the online registration system.

Visa Application:

From October 11, 2022, visa will be no longer required for countries or regions that are exempt. To check the list of countries/regions for Visa exemptions, please click here: https://www.mofa.go.jp/j_info/visit/visa/short/novisa.html

For countries/regions that are not exempt, you need a Visa to enter Japan. You may apply for a Short-Term Stay Visa for the purpose of attending a conference. You would need the following documents:

• Visa application form
• Travel itinerary
• Letter of guarantee
• Invitation letter

The certificate of completion of Registration to the Entrants, Returnees Follow-up System (ERFS) will be no longer required from October 11, 2022.

Document 1 and 2 are downloadable from the Ministry of Foreign Affairs of Japan website here: https://www.mofa.go.jp/j_info/visit/visa/index.html

We can provide Document 3 and 4. Please send the necessary information below to iovc2022visa@convex.co.jp.

Copy of your passport

Personal information (Full name, Occupation, Title, DOB)

Travel itinerary

Conference registration confirmation email

Entering Japan:

Based on the new border measures in Japan (since June), there are 3 groups of countries/regions: Blue, Yellow, and Red. You need to follow the necessary procedures, such as, submit a valid vaccination certificate, pre-departure Covid-19 test result, and others, when entering Japan according to which country/region you are coming from. To check which group you are in, please refer to the list here: https://www.mhlw.go.jp/stf/covid-19/border_category.html

As of September 9, 2022, all cross-border travelers, and returnees with a valid vaccination certificate of Covid-19 will be no longer required to submit the certificate of negative test result of pre-departure test (PCR) within 72 hours prior to departure from your country/region as well as on arrival test. However, if you do not have a valid vaccination certificate, a pre-departure test will be required.

For more detailed information, please visit the Ministry of Health, Labour and Welfare of Japan website here: https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html

Please note that only certain vaccines are recognized by the Japan Government. To check if your vaccination certificate is valid, please refer to here: https://www.mhlw.go.jp/stf/covid-19/border_vaccine.html

Helpful links for Covid-19 travel information:

https://www.japanmeetings.org/plan-your-event/coronavirus-travel-information/

https://www.japan.travel/en/practical-coronavirus-information/

If you have any questions or concerns regarding visa and travel, please email to iovc2022visa@convex.co.jp.

For other inquiries, please contact the secretariat at iovc2022@convex.co.jp.