sample-cqd/workshop-logistics-cqd-bursary-participants

We are delighted to welcome you to our OIST workshop. One of the main objectives of OIST Graduate University is to bring together excellent scientists from around the world and to provide a venue for the exchange of innovative ideas. It is our pleasure to offer you our support for your stay in Okinawa.

Please complete the form below so that we have the information necessary to arrange your travel and accommodation.

Deadline: Sunday, 21st of July (JST)

If you need to have the deadline extended for some reason, please do not hesitate to contact cqd@oist.jp

Workshop Logistics Webform

 

General Information
Please enter year of birth and then select date.
Travel Support

The airport on Okinawa is located in Naha (airport code: OKA). This must be your destination.  The departure airport should be closest one of your residential address.

Participants' standard schedule: Arrival in Okinawa : 23rd September / Departure from Okinawa: 4th October
*Stopover is allowed
*We organise transporataion to/from your accommodation, Seaside House, on those days only.

Travel Bursary and Insurance Details

Domestic travelers with travel bursary support will purchase air tickets by themselves, and then OIST will reimburse them for the actual expenses of an inbound (one way to Naha) economy-class ticket.

Please Note: OIST cannot offer a travel insurance for travelers, who are provided only with a domestic flight within Japan. You are kindly requested to contact their local travel agency etc. for further details on travel insurance.

 
International travelers with travel bursary support will purchase air tickets by themselves, and then OIST will reimburse them the smaller of the following:

  1. A preset amount determined by OIST based on the geographic area from which the participant is coming.

    Upper limit amount by regions (JPY)

    a    15,000    Taiwan
    b    25,000    Korea
    c    30,000   China
    d    60,000   Asia
    e    75,000   Europe, America & Canada, Oceania
    f   125,000   Africa
    g  165,000   South America

  2. The actual cost of the inbound flight, defined as the participant's incoming one-way ticket or half of the participant's round-trip ticket.

     

     

Please Note: International travel insurance is provided for your flights, but the International Travel Insurance is provided only for your travel to OIST. Any stay exceeding the duration of travel covered by OIST cannot be covered by the travel insurance.

Reimbursement Requirements

To receive the reimbursement, please submit the following documents at the workshop venue upon arrival:

  • Purchase receipts with date of issue
  • All original used boarding passes from all incoming flights from home airport to Okinawa
  • Filled out online remittance information form (the link of guest registration system will be sent to you via email)

*Please note that OIST will basically reimburse the flight cost to travelers themselves only (Only pay in to a traveler's bank account). If your institution purchases a ticket and get reimbursed, that requires another process.  Please contact to cqd@oist.jp.

Flight Information

If you know the flight schedule, please let us know your flight information.  If you haven't decided yet, please send us your itinerary as soon as you book your flight so that we can arrange transportation between Naha airport and your accommodation.

From which airport will you be traveling?
Visa

If you are not sure if you need a Visa to enter Japan, please refer to the Ministry of Foreign Affairs web page on Visa requirements.

Visa Information
*If you need Japanese visa, please let us know which embassy or consular office you will go for the application
Files must be less than 2 MB.
Allowed file types: jpg jpeg png pdf.
Your Travel to OIST

On your arrival day, 23rd of September, please take Okinawa Airport Shuttle <https://www.okinawa-shuttle.co.jp/en/timetable> from Naha Airport to "Onna no Eki" bus stop.  We will organize a taxi from "Onna no Eki" to your accommodation, OIST Seaside House.  We will ask you which bus you will take later in a separate form, and then you will receive detailed information regarding your transportation approximately two weeks prior to the start of the school.

Accommodation and Meals

Lodging is provided by OIST for the duration of the workshop. Check-in is one day prior to the start and check-out is one day after the end of the workshop. We will also provide for all meals (breakfast, lunch & dinner) during your stay for the workshop due to the limited availability of vendors near the accommodation.

Dietary Requirements
Extra Information
Itinerary Changes

Unless the workshop organizer requests changes in itineraries, you shall be responsible for fees resulting from any change or cancellation of their flight and accommodation made after our travel agent or OIST has confirmed the booking. Any change or cancellation of the itinerary is not permitted without prior approval from the workshop organizer. In cases of emergency, the reimbursement of cancellation fees is possible; however please make sure to contact the organizer before making any changes or cancellations.

For details about OIST travel support guidelines, please download "Traveling to OIST Workshops with Travel Bursaries" (PDF).