SUBMISSIONS & NOTIFICATIONS

June 1, 2026 – Call for Abstracts
September 30, 2026 – Deadline for submission of abstracts  
October 20, 2026 – Final notification for abstract acceptance 
October 21 to November 20, 2026 – Submission of full papers (optional)  
January 15, 2027 – Preliminary program released   
February 20, 2027 – Final program released  

REGISTRATIONS

November 20, 2026 – Early payment deadline  
December 18, 2026 – Final payment and registration deadline for presenting participants and non-presenting authors   
February 20, 2027 – Final payment and registration deadline for non-presenting participants  

NOTES

1. Upon acceptance of abstracts, prospective presenters must confirm that they will participate in the conference and pay the registration fee by the deadline. 
2. All authors have the same deadline for submission of abstracts, and they cannot add information on co-authors on the submission portal.  For organized panels, submitter must submit all abstracts and add other speakers, while reviews and decisions will be made for the whole panel – not for individual abstracts. For roundtables and workshops, submitters can add speakers.
3. Decisions on submitted abstracts include accept, conditional accept, reject, and offer to present as poster.
4. Only those authors who selected “presentation with (optional) full paper” when they submitted abstracts and their abstracts have been accepted for presentation at the conference will have from October 21 to November 20, 2026, to submit an optional full paper. When they submit an optional full paper, they can add information on co-authors, which should only include their full name, main affiliation and email address.
5. Those authors who chose “presentation only” when they submitted abstracts can add information on additional co-presenters, which should only include their full name, main affiliation and email address where invitation to register will be sent, at the time they register.   
6. Non-presenting co-authors of “presentations only” who wish to be included in the program need to pay the registration fee. However, non-participating co-authors with full paper submissions will be automatically included in the program and do not need to pay the registration fee. 
7. In the submission system, submitters are only required to include one affiliation.
8. To ensure that more participants can be accommodated at the conference, presenters are limited to only two types of participation. This means that a participant is not allowed to do two research presentations, but they can do one presentation and participate in a workshop/roundtable or act as a chair/discussant.
9. Requests for change in timeslots and corrections for names, affiliations, and presentation titles will be entertained only from January 15, 2027 (when the preliminary program is released) until February 18, 2027 (two days before the final program is released). Note, however, that there is no guarantee that requests for change in timeslots will be accommodated, and that titles of presentations cannot be changed after registration.
10. The conference is planned as an in-person event at BRIN Science Techno Park in Jakarta, Indonesia. Virtual participation is allowed only for the participants who are speakers/panelists/presenters in an organized session or a roundtable or a workshop organized by one of the conference partner institutions or Specially Appointed Professors/Associate Professors at Hiroshima University or NERPS Fellows.

REGISTRATION FEES

1. Registration fees cover access to all sessions, conference kit, certificate of participation, certificate of presentation, program booklet, book of abstracts, technical support for the conference including the AWARD submission and registration portal, expenses for keynote speakers, lunches, and coffee breaks.
2. Refer to the list of developing and least developed countries here.
3. The conference registration fee applies to only one author/participant.
4. Non-presenting co-authors of “presentations only” who wish to be included in the program need to pay the registration fee. However, non-participating co-authors with “full paper submissions” will be automatically included in the program and will not need to pay the registration fee.
5. All fees are non-refundable.

FINANCIAL AID FOR STUDENTS

Financial aid to partially/fully cover transportation and accommodation are available to students with full paper proposals. Applicants will be notified of the selection results by December 11, 2026. A brief report from the selected students will be required after the conference. Download the guidelines here.

Up to 10 students will receive financial support in the form of the conference registration fee waiver plus a scholarship that amounts to a maximum of 100,000 JPY.  As the application guidelines stipulate, they are required to attend the conference in-person.

LETTER ISSUANCES

February 20, 2027 – Last day for issuing the invitation letter for visa application (optional)
February 20, 2027 – Last day for issuing the invitation letter of acceptance (upon confirmation of payment)