Logistics Arrangement for ADR 2022 Lecturers

Welcome to OIST Workshop

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 support for your travel and stay in Okinawa.

Please complete the form below so that we have the information necessary to arrange your travel and accommodation. If you have any questions, please contact Akiko Guzman at akiko.guzman@oist.jp

Workshop Logistics Webform

 

General Information
Please type in year of birth and then select the date.
Travel Support

OIST arranges a single round-trip for the most economical route for between your nearest airport to Okinawa (Naha Airport).

You are asked to arrive and depart on the dates being asked by the workshop organizer. We would like to ask you to arrive in Okinawa by noon of October 3, 2022 and depart from Okinawa on October 7, 2022. The first lecture of the workshop will start from the evening of October 3, 2022.  If you need to make special itinerary arrangements or have any questions, please specify in the questions below:

Information for flight ticket arrangement
From which airport will you be traveling?
Arrival and Departure
Arrival in Okinawa
Departure from Okinawa
Reimbursement Information

You will have to pay the difference if your travel costs are higher than they would be with the Standard Itinerary.  Please submit the following documents to receive the reimbursement.

  • All original purchase receipts with date of issue
  • Scanned electronic images of boarding passes from all flights (Home → Japan and Japan → Home).
Other Itinerary Arrangements

You will have to pay the difference if your travel costs are higher than they would have been had you followed the dates stipulated by the organizers.

Please read the following sections "Additional Research Days" and "Additional Personal Days" as well.
Additional Research Days
Visits to a research unit at OIST or other research organizations are considered "additional research days".
We will contact you about the details of the flight cost sharing.
Additional Personal Days

In order to extend your stay for personal purposes, you must submit a request to the organizers at least 4 weeks prior to the first day of the workshop.

If the private stay exceeds three additional business or 5 days in which a weekend falls between business days, only half of the round-trip air fare will be covered by OIST.
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. As of June 2022, all the international visitors are required to apply for visa to enter Japan, however, we will only start the visa application process around August, expecting the travel restrictions will be relaxed by then. For now, please enter the below information if you are an international traveler.

Visa Information
*If you need Japanese visa, please let us know which embassy or consular office you will go for the application
Your Travel to OIST

We shall arrange transportation between Naha Airport and the workshop venue at OIST. You will receive detailed information regarding your transportation approximately two weeks prior to the start of the workshop.

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
International Travel Insurance

OIST will cover the International Travel Insurance under certain conditions.

Please Note: International travel insurance is provided for your flights. Depending on the way of purchase a) by OIST or b) by the traveler himself/herself and partially or fully reimbursed by OIST, there are differences in the coverage of the travel insurance.

Please note that 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. For travel insurance for private stay extensions, you are kindly asked to contact their local travel agency for further details.

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.

Extra Information
Itinerary Changes

Unless changes in itineraries have been made by OIST, 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.

Liability Disclaimer

Okinawa Institute of Science and Technology Graduate University (OIST) and the workshop organizers disclaim any liability for death, injury, any loss, cost or expense suffered by any person (including accompanying persons or partners or attendant caregivers), if such loss is caused or results from the act, default or omission of any person other than an employee or agent of OIST or the organizers. In particular, neither OIST nor the organizers can accept any liability for losses arising from the provision or non-provision of services provided by hotel companies or transport operators. OIST and the organizers disclaim liability for losses suffered by reason of war including threat of war, riots and civil strife, terrorist activity, natural disasters, weather, fire, flood, drought, technical, mechanical or electrical breakdown within any premises visited by tutors/participants and/or partners in connection with the workshop, and losses suffered by reason of industrial disputes, governmental action, registrations or technical problems that may affect the services provided in connection with the workshop. OIST and the organizers are not able to give any warranty that any particular person will appear as a speaker or presenter. Finally, in case of any breach of the above stated Guidelines Regarding Travel Expenses for Tutors and Participants at OIST Workshops, the costs for the visit to OIST might be charged to the visitors.

Please make sure to also read the “Guidelines Regarding Travel Expenses for Guest Lecturers at OIST Workshops” (PDF) for all further details concerning your travel support.

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