Information A – Z

Useful details about the meeting and the destination

Abstract Book

Abstracts for the ISER XXII Biennial Meeting will be available on a USB Stick which is distributed to all registered participants with the Meeting Materials on site. Please note that this USB Stick will be handed to you in a small white box together with the Meeting Bag.

Airports

Tokyo has two international airports. Narita International Airport (three terminals) is about 60km from central Tokyo, and it is accessible by either the Narita Express in 40 to 60 minutes or the new Sky Access in 36 minutes or Airport Limousine Bus in 85 to 145 minutes (see also -> Airport Transfer).

Tokyo International Airport (Haneda) (three terminals) is located within 15km, and it is easily accessible by either train or monorail in 15 minutes or Airport Limousine Bus in 35 to 75 minutes to central Tokyo (this bus stops directly at the meeting venue, the Keio Plaza Hotel. See also -> Airport Transfer).

Together they handle all major carriers, providing great access for guests from around the globe. They remain a key hub to the region as well. Narita, for example, offers over 1,430 international flights every week, connecting to 100 cities around the world (as of April 2015). Haneda provides 681 flights weekly, serving 26 cities across the globe (as of July 2015).

Haneda offers less international flights, but is located much closer to the meeting venue.

For more information, click here:

Tokyo Haneda Airport

Tokyo Narita Airport

Limousine Bus

Airport Transfer

Rail:
The easiest – and fastest – way to reach Tokyo city centre from Haneda or Narita Airport is by train.
From Haneda Airport:
To reach Shinjuku Station, you can take the Monorail and change at Hamamatsu-Cho station to the JR Yamamote Line. This transfer takes around 35 minutes and costs approximately 650 JPY (around $5.50). For more information click here.
From Narita Airport:
The Narita Express takes 80 minutes from Narita to Shinjuku Station and one ticket costs 3,190 JPY (around $26.50).

Bus:
You can also take the Airport Limousine Bus.
From Haneda Airport to Shinjuku the Bus takes 35-75 minutes (depending on traffic) and costs 1,230 JPY (around $10.20).
From Narita Airport:
You can take the Narita Express Bus, but you will have to change to the JR Yamanote Line at Tokyo station. This transfer takes approximately 90 minutes and costs around 1,200 JPY (around $10.00).

Taxi:
Haneda Airport has taxi stands at both terminals. The fare to Shinjuku Station depends on the traffic as the journey will most likely be metered. Haneda Airport is 22km from Shinjuku Station.
From Narita Airport: Narita Airport is about 60km from Tokyo city centre. Several taxi companies offer services at Narita International Airport. Standard fares to destinations in Tokyo range from 16,000 JPY ($132) to 22,000 JPY ($182), plus expressway tolls.
Some taxi companies adopt a zone fare system, where destinations are divided into zones, each with a uniform fare. The meter is not used.

Banks and Money Exchange

The official currency in Japan is the Japanese Yen (JPY). $1=120 JPY, depending on current exchange rate. Notes come in denominations of 1,000 / 2,000 / 5,000 / 10,000 JPY. Coins come in denominations of 1 / 5 / 10 / 50 / 100 / 500 JPY. Foreign currency may be converted to Japanese yen at banks and stores displaying the “Authorized Money Changer” sign. Rates change daily with fluctuations in the financial markets. Banks in the arrival lobbies of Narita and Haneda international airports also offer currency exchange services, so visitors are safe to land in Japan without carrying any yen.

Banks are generally open on weekdays from 9.00am to 3.00pm. The Japan Post Bank, located in post offices, is open on weekdays from 9.00am to 4.00pm, and to 6.00pm at some branches. While the hours of automated teller machines (ATMs) vary by service and by machine, most Seven Bank ATMs are open around the clock for cash withdrawals.

Traveler’s checks may be used in most banks, hotels, ryokan (Japanese-style inns), and superstores.

Most ATMs in Japan do not accept credit cards or cash cards issued abroad. Japan Post Bank ATMs, however, do accept foreign credit cards and offer a service menu in the English language. Look for the "International ATM Service" notice on or around the machine, and stickers displaying the VISA, VISA Electron, PLUS, MASTERCARD, Maestro, Cirrus, American Express, Diners Club International, JCB, China UnionPay, and DISCOVER logos.
Seven Bank ATMs, located inside 7-Eleven convenience stores, accept foreign-issued credit cards and cash cards and provide vocal and on-screen guidance in the English, Korean, Chinese, and Portuguese languages. Receipts support these four languages as well. The machines also accept debit cards for cash withdrawals.
A service charge may apply.

Catering

The Welcome Reception on Sunday evening as well as two coffee breaks per day from Monday to Thursday are free of charge for all registered Meeting delegates.
The Keio Plaza Hotel has 11 restaurants and 7 bars in the building where delegates are welcome to have lunch/dinner at their own expense.

Certificate of Attendance

Certificates of Attendance will be sent to all registered participants electronically after the Meeting.

Climate

September to November is autumn season in Tokyo. Temperatures exceeding 30ºC / 85°F may linger into September, and the occasional typhoon may hit as late as October. But the temperature and humidity drop gradually to usher in the crisp, comfortable autumn.

Cloakroom

You will have the opportunity to leave your coat and luggage at a cloak room on the Meeting floor of the Keio Plaza Hotel free of charge.

CME Accreditation

Please note that there will be no CME Accreditation at the ISER XXII Biennial Meeting.

The JOS has approved the ISER XXII Meeting for the allocation of credit points for all Japanese ophthalmologists who will register and attend the meeting. For more information click here and see -> JOS Certification.

Courtesies and Code of Conduct

In consideration of all meeting participants, mobile phones should be turned off in all session rooms. Meeting participants are expected to refrain from the following:
-    Inflicting personal threat or harm to any meeting participant, exhibitor or staff
-    Inflicting damage to any property
-    Preventing speakers from giving their speeches

Remember that there are some customs very specific to the country of Japan. To familiarize yourself with the basic Japanese customs, click here.

Credit Cards

It is a good idea to carry an international credit card like American Express, VISA, MASTERCARD, Diners Club, or JCB. Credit cards are accepted at major stores and facilities, and can be used to purchase airplane and Shinkansen tickets and to ride some taxis. When checking in to a hotel, they serve as identification in lieu of a cash deposit. Note, however, that some facilities do not accept credit cards at all, and others may accept only certain types. In Japan, it is best to carry some cash at all times.

Disabilities

All areas that are used for the Meeting in the Keio Plaza Hotel are accessible to participants with disabilities (i.e. persons requiring a wheel chair).

Electricity

The voltage in Japan is 100V and the frequency is 50-60 Hz. The socket is type A, with two flat holes. Using foreign electric appliances will require a frequency converter and plug adaptor. Most hotels have adapters to rent.

Emergency Numbers and Medical Information

Police (general information): +81 (0)3-3501-0110
Police emergency number: 110
Tokyo Metropolitan Police Department Lost and Found Center +81 (0)3-3814-4151
Medical information service: +81 (0)3-5285-8181 (9:00 to 20:00, seven days a week)

In case of illness or injury requiring immediate care, make a call to the fire department at the emergency number "119." Make sure to say you need an ambulance service. An ambulance will be ready immediately.

If an earthquake occurs, first secure safety and stay there until the tremor subsides. Be careful of falling objects and hide underneath a table or the like to protect your head. When the tremors stop, open the door to secure a way out. If it is necessary to evacuate, do not try to get outside in a panic. Make sure to follow the instructions and guidance of employees or store staff.

The nearest hospital from Keio Plaza hotel is the Tokyo Medical University Hospital. It is located 450m north of Keio Plaza Hotel.

Exhibition

Meeting participants are invited to visit the exhibition located on 4F of the Keio Plaza Hotel. The exhibition will feature commercial exhibitors and associations and will be open during the following hours:
Monday, September 26 – Thursday, September 29: 8:00 – 17:30

Filming and Taking Pictures

Out if respect for speakers’ copyright, it is forbidden to take pictures and/or to film during any session.

Insurance

ISER and the Meeting Secretariat cannot accept liability for personal accidents or loss of or damage to private property of participants and accompanying persons.
Attendees are advised to arrange their own adequate travel and medical insurance against medical treatment, accidents, cancellation of bookings, etc.

Internet

The Keio Plaza offers free Wi-Fi to all meeting delegates from September 25 - 29 on the floors where the meeting takes place. Bandwidth may be reduced due to high numbers of users.
Most hotels, coffee shops or libraries have either a public computer terminal or Wi-Fi available. Remember you may need a plug adaptor for Japanese sockets.

JOS Certification

Japanese Ophthalmologists who are member in the Japan Ophthalmological Society have the opportunity to get certification at the ISER Biennial Meeting. All they need to do is bring their JOS member card to the Meeting and have it scanned at the registration counter.

For more information, please click here.

Language

The official ISER Meeting language is English. Please note that no translation is offered in the scientific sessions or the printed matters of the Meeting.

Letter of Invitation

Official letters of invitation, designed to help overcome administrative difficulties in certain countries in terms of visa issue will be sent upon request. Please note that such letters do not represent a commitment on the part of ISER to provide any financial assistance. If you require such a letter, please apply to the Secretariat during the registration process or at iser2016-registration@kit-group.org and provide your full name and address details with your request.

Meeting Materials

Every registered participant will receive a meeting bag containing the printed final program book, a pocket program book, the abstract USB stick as well as other useful material at the meeting material counter next to the registration area.

Meeting Secretariat

ISER 2016
c/o K.I.T. Group
Kurfürstendamm 71
10709 Berlin
Germany
Email: iser2016@kit-group.org
Website: www.kit-group.org

Meeting Venue

Keio Plaza Hotel Tokyo
Address:
2-2-1 Nishi-Shinjuku
Shinjuku-Ku, Tokyo
160-8330 Japan

Mobile Phones

It is possible that foreign mobile phones do not operate in Japan. Prepaid phones allow calls for as many minutes as is purchased in advance. Some operators also offer prepaid SIM cards for domestic use only, which you can insert into your international mobile phone to get a local phone number and voicemail.
Please note that when using public transportation like trains, subways, and buses, people are asked to set mobile phones to silent mode and are not supposed to talk on their phones while in the vehicle.

Name Badge

A badge is required for admittance to all official meeting sessions and events, as well as the exhibition and poster area. Each participant is asked to present the badge in order to gain access to the Meeting. The badge must be clearly displayed. Lost name badges can be replaced at the registration counter for a respective fee.

Poster Exhibition

The Poster Exhibition is located on 43F of the Keio Plaza Hotel. Poster Sessions including food and beverages are scheduled from 17:30 to 19:00 from Monday, September 25 to Thursday, September 29. These sessions are free of charge for all registered participants.

Program Changes

The Organizer cannot assume liability for any changes in the Meeting Program due to external or unforeseen circumstances.

Registration to the Meeting

All Meeting participants are required to register to the Meeting. It is advised to register online prior to the Meeting and then personally check in at the registration counter on site. Participants may also register on site.
To view the registration fees, click here.
Entitlements:
The registration fees include:
-    Admission to the scientific program
-    Admission to the exhibition and poster area
-    Welcome Reception, coffee breaks and poster sessions
-    Meeting bag containing final program book and abstract USB stick*

*meeting material cannot be guaranteed for late registrants.

Smoking Policy

It is forbidden to smoke in any part of the meeting venue.

Social Media

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Speaker Preview Room

All speakers must report to the Speaker Preview Room at least two hours prior to their presentation in order to hand over and check their presentation.

Taxes

The consumption tax is 8 percent of the price of products or services purchased (as of April 2014).
The hotel tax applies when the room charge per night per person at a hotel or ryokan in Tokyo is 10,000 yen or more. The rate is 100 yen for charges of 10,000–14,999 yen, and 200 yen for 15,000 yen or more (as of October 2012).

Tipping

Tipping is not customary is Japanese restaurants or hotels. A service charge is applied where appropriate and is clearly stated on the bill.

Tourist Information Office

For general tourist information
Tokyo Metropolitan Government Building (located right next to the Keio Plaza Hotel, 350m walking distance)
(Main Building No.1, 1F)8-1,
Nishi-Shinjuku 2-chome, Shinjuku-ku, Tokyo
Opening Hours: 9:30 to 18:30, seven days a week
Tel.: +81 (0)3-5321-3077  
E-Mail: info@tourism.metro.tokyo.jp

Transportation

Tokyo has an excellent public transportation system that connects trains, subways and bus lines to an extensive network. Travelling by train or subway is fast, inexpensive and convenient. However, getting around Tokyo using the local transport system can be challenging, so make sure you familiarize yourself with the lines and destinations before. When purchasing tickets at a station, a large transportation map will always show you the fare you need to pay to reach your destination. You then purchase a ticket with this value. Make sure you keep your ticket once you have validated it, as you will need it to exit the destination station.

Taxi: There are taxi depots at the airports and most stations. On the street, you can also catch a vacant cruising taxi when you let the driver know by raising your hand. The left rear door is opened and closed automatically by a driver for a customer. You do not have to open or close the door yourself.

Car rental: In Japan driving is on the left. When renting a car, it is best to make a reservation by phone. Most rental car offices are open from 8:00 to 20:00. To rent a car, you will need to present your driver’s license (international driver’s licenses are accepted). When returning the car, you must either fill up the tank or pay the office for gas. Please note that the Shuto Expressway and major highways in Tokyo are often congested.

Visa regulations

Many tourists and business travelers to Japan will require no visa or a simple visitor visa if they enter Japan for a period of 90 days or less, for example citizens of Argentina, Australia, Canada, Israel, Singapore, the United States and most countries of Europe. Residents of China, Russia, or the Philippines require a visa.
For more details on visa regulations, please click here.

Welcome Reception

The Welcome Reception will take place on Sunday, September 25, 2016, from 19:00 to 21:00 in the Keio Plaza Hotel. Food and beverages will be served free of charge for all registered participants.

Wi-Fi

Please see “Internet”.