Workshop Logistics - RD2DS

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 our support for your stay in Okinawa.

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

Workshop Logistics Webform


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

For your convinience, we kindly ask you to book your flights by yourself. OIST will reimburse aifare up to a certain amount depending on your location. Please refer to the detailed information about reimbursement below.

Travel Bursary, Insurance and other detials
Reimbursement Requirements

To receive the reimbursement, you will need to submit the following documents at the workshop venue upon arrival:

  • All original purchase receipts with date of issue
  • All original used boarding passes from all incoming flights from home airport to Okinawa
  • Filled out remittance information form (the form will be sent to you via email)
Scheduled Flight Information
Note: Please send your e-ticket to once you purchase air tickets. This will help us in planning our arrival and departure.
From which airport will you be traveling?
Arrival in Okinawa
Recommended date of arrival: 2020 Apr 5
Departure from Okinawa
Recommended date of departure: 2020 Apr 12
Your Travel to OIST

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

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

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.