Session Chair and Presentation Guidelines

HOME > Session Chair and Presentation Guidelines


Session Chair Guidelines

We kindly ask session chairs to keep in mind the following to proceed symposia and oral sessions smoothly and fruitfully.

1.Prohibition of photography, recording and use of cell phones

  • Please announce the following before the session begins. 
    “I would like to remind you to turn off your cell phones. Please remember that unauthorized photography and tape recording are NOT permitted.”



  • Please arrive at the session room at least 20 minutes prior to the session and visit the Operating Desk (located at the front, right-hand side of the presentation room) to inform the staff of your arrival. At that time, you will be informed of pertinent information such as changes in speakers, etc.  
  • Presentation and discussion time for each speaker
    • Symposia: Decided at the session chair’s discretion
    • Oral Sessions: 10 minutes for presentation, 5 minutes for discussion
    • Wakate Dojo: 10 minutes for presentation, 10 minutes for Q&A
  • Session chairs have the right and are responsible for ending presentations in the event that presenters exceed their allotted presentation time. 
  • Please cooperate in keeping to presentation and Q&A times for smooth operation of sessions.


3.In the event that the speaker of your session is unable to present

  • Find her/his coauthor and ask her/him to present. However, the presenter must be listed in the coauthors’ list. 
  • If a substitute cannot be found, please announce a recess until the next presentation time.   
  • Do not move the presentation schedule forward or start the next presentation.



  • We kindly ask session chairs to prepare for vigorous discussions, such as by bringing up questions designed to facilitate discussions in the event that no questions are asked.


Oral Presentation Guidelines


  • Plenary Lectures, Special Lectures: English
  • Educational Lectures: Japanese
  • Awards Lectures: English
  • Symposia: English (The President of the Annual Meeting - organized symposia, Industry-Academia Symposium: Japanese)
  • Oral Sessions: English
  • Wakate Dojo: Japanese/ English
    *If the chairs agreed exceptionally, discussions in symposia and oral sessions are to be conducted in English.


2.Presentation Time

  • Symposia: Please follow the chair’s direction. 
  • Oral Sessions: 10 minutes for presentation, 5 minutes for discussion. 
  • Wakate Dojo: 10 minutes for presentation, 10 minutes for Q&A times.


3.Presentation Instruments

  • Presentations should be delivered by your own laptop computer.
  • Please bring your computer to the PC Preview Desk (located at the front left-hand side of the presentation room) 20 minutes prior to your presentation to check the output. Please pick up your computer after your presentation.
  • Please bring a connector if you use a Mac computer.
  • You can operate your computer by yourself during your presentation. 


4.Notes on laptop computers

  • Bring the AC adaptor for your computer. 
  • A D-sub 15 pin monitor connector is necessary to connect your laptop to the projector
    equipment provided in the presentation rooms. If your computer has a special-format monitor
    output terminal such as HDMI or Mini Display, bring a D-sub 15 pin conversion adaptor.
  • Deactivate password lock, screen-saver, virus scan and power-saving mode in advance.
  • Bring backup data of your presentation. We kindly ask you to have backups of your laptop
    content to protect data from accidental loss. 
  • If your presentation data includes moving images please, check the operation at the PC
    Preview Desk.
  • Audio output is not available. 
  • Please create your lecture presentation in a widescreen aspect ratio (16:9).


Poster Presentation Guidelines

Posters will be displayed in Exhibition Hall

1.Poster Preparation

  • Please prepare your poster according to the following panel size and figure.
    The usable area of the poster panel is  
     Height: 190 cm
     Width: 150 cm

  • Posters must be prepared in English.
    *To Industry-Academia Collaboration Poster Presenters: In addition to the posters, please prepare a summary in Japanese on a single A4-sized paper for distribution to interested parties in order to explain more clearly to industry participants during the poster session. 

  • All presenters are required to make a disclosure about the state of conflict of interest and it should be stated at the bottom of your poster. Please refer to COI (conflict of interest) Declaration for more information on COI.



Section Set Up Poster Viewing Presentation / Discussion Removal
(First half)
July 25
July 25 9:00-July 26 11:55 Odd: July 25 13:15-14:35
Even: July 26 10:35-11:55
July 26 12:00-12:30
(Latter half)
July 26
July 26 13:00-July 27 16:00 Odd: July 26 17:15-18:35
Even: July 27 12:55-14:15
July 27 16:00-17:00
  • Place your poster on the panel indicated by your presentation number within the designated installation time.  Remove it within the designated removal time. 
  • On your designated panel, you will find thumb tacks for placing your poster.  Please do not use glue or tape. 
  • Attach the ribbon on your chest and stand in front of your poster during your presentation and discussion time.  There will not be a chairperson proceeding the poster sessions. 
  • All posters remaining after the removal time will be discarded by the Secretariat. 
  • The organizer and secretariat will have no responsibility for any theft, loss or damage of posters.


Wakate Dojo Guidelines

“Wakate Dojo” is a special training session for young researchers with 10 min presentation and 10 min discussion (Q&A). During the discussion time, the first 5 min is especially for young researchers. Thus, priority will be given to the question from young researchers. The outstanding presentation will be awarded. The award ceremony will take place on July 26th, 18:40-19:10, at Room 10 (6F, Bandaijima bldg.). All presenters are requested to attend the award ceremony.

For Wakate Dojo presenters

Please read below notification prior to your presentation.


20 min (10 min presentation, 10 min discussion Q&A)

Judging and evaluation of presentations:

Oral presentations will be graded on a 25-point scale. The 4 categories, 1) organization of content, 2) oral presentation, 3) Q&A performance during presentation, and 4) time management, will be rated in 5 (=outstanding) to 1 (=unsatisfactory). Additional points will be added if you ask questions in your Wakate Dojo session (max 5 points). Please tell your name and institution before you ask questions.

How to prepare your presentation:

The basic presentation, General introduction, Methods, Results and Discussion, are welcome. However, we also allow presentation focusing on the weakness of your current research and proposal-type presentation such as; what you have not achieved and what could be changed to get an answer.


Request Concerning Use of Color in Presentation Materials

Approximately 5% of Japanese men (3 million people) and 8% of Caucasian men have a specific type of vision that makes it difficult to distinguish between colors in a particular range, including red and green. In light of this, you are requested to take the following points into account when preparing presentation materials.

  1. Images of two-color staining or DNA chips should be displayed in green and magenta, not in green and red. 
  2. Three or more stains should be displayed not only as composites containing all three colors but also with the two most important colors shown alone in green and magenta.  (Alternatively, images of each channel can be displayed separately.)
  3. In graphs and explanatory figures, it is extremely difficult to match colors shown in two separate places. For this reason, do not use only color-coded descriptions or legends for different items but also write them directly into figures. Do not differentiate between items by using different colors, but rather with different types of lines, shapes/symbols, or various types of hatching.   
  4. On a dark background, please use white, yellow, or orange letters rather than thin, red or blue ones as much as possible. 

 For further information, refer to


COI (Conflict of Interest) Declaration

Please place the information either at the top or on the last page of your slides, or the bottom of your poster.


COI Disclosure Sample Slides


For more detail regarding COI, please refer to the JNS website.
Guidelines on a Conflict of Interest (COI)