＜Online participation＞
Q: Can I participate in the conference online?
A: No. We plan to hold ICFM9 in person rather than in a hybrid style. However, we may make an exception when you are a speaker and cannot come to the conference because of COVID-19 infection or other unforeseen circumstances, allowing you to deliver a presentation online if you wish. In such a case, you should let us know as soon as possible.
When you consider making an online presentation, please understand that online communication is always subject to technical difficulties and that the internet connection may be disrupted during the presentation.
＜Registration＞
Q: Where can I register for the ICFM9 conference?
A: Please go to the following site:
“Registration site” https://amarys-jtb.jp/icfmp/
Q: I cannot log in via the registration site for some reason.
A: Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)).
Q: Can I log in using the ID and the password I have registered on the “My Page” site?
A: Yes. However, please note that you must enter the long-in ID without the hyphen. If your ID is “ICFM9-R0001,” you need to enter “ICFM9R0001.”
Q: I forget the ID and the password I have registered on the “My Page” site. What should I do?
A: Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)).
Q: How much is the registration fee?
A: Please refer to the following site. Please be aware that the early-bird registration fee is available until 23:59, 20th January 2023 1st Decenber 15th November, 2022 (Japanese time).
https://www.icfm9.jp/registration.html
Ｑ: When will the registration end?
Ａ: The online registration will be open until 31st December 2022. Please be aware that the early-bird registration fee is available until 23:59, 20th 1st December 15th November 2022 (Japanese time). For those wishing to participate in the conference after the online registration ends, on-site registration at the conference venue is possible, but the payment will be accepted by credit card only.
Q: Can I pay the registration fee for multiple participants at once?
A: Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)).
Q: I don’t have a credit card. Can I pay the registration fee in cash at the venue?
A: No. Please use a bank transfer.
Q: Can I use a bank transfer?
A: Yes. Please contact the ICFM9 Management Desk (mice-tsukuba"at"jtb.com (replace "at" with @)) for the information necessary for bank transfer.
Q Can I ask to the ICFM9 secretariat to issue an invoice instead of payment by my credit card?
A Yes. Please contact the ICFM9 Management Desk (mice-tsukuba"at"jtb.com (replace "at" with @)) for the information necessary for invoice.
Q: I don’t plan to make a presentation. Do I still have to pay the registration fee?
A: Yes. You have to pay the registration fee.
Q: I have already paid the registration fee, but I cannot participate in the conference for some compelling reason. Is the registration fee refundable?
A: In the case of cancellation, the registration, reception, and tour fees will be refunded after deducting the cancellation fee, as shown below.
*Please note that all refunds will be made after the conference and the symposium.
*Please cancel your registration by logging in to your registration page.
| Cancellation Fee | |
| By 19th December 2022 | 0% of the registration fee (full refund) |
| Between 20th December and 19th January 2023 | 50% of the registration fee (50% refund) |
| After 20th January 2023 | 100% of the registration fee (No refund) |
＜Visa＞
Q: Who should I contact if I need some documents for my visa application?
A: Please refer to the "VISA Application" page. We will inform you as soon as the details are finalized. Meanwhile, the secretariat can issue documents (designated by the Ministry of Foreign Affairs) necessary for visa application.
Q: I don’t plan to make a presentation but want to participate in the conference. Can the ICFM9 Secretariat issue the documents necessary for visa application?
A: Yes. Also, see the answer to the question right above.
＜Extended abstract＞
Q: Is there a specific format to follow to prepare an extended abstract?
A: Please go to the following site:
https://www.icfm9.jp/extended_abstracts.html
Q Where should I put figures and tables in the manuscript? Should all figures and tables put at the end?
A It is requested to insert figures and tables respectively where they are referenced (instead of at the end.)
Q: Where should I submit a revised extended abstract?
A: The revised extended abstract should be submitted directly to those who ask you to revise by 27th November. The extended abstract can be submitted to ICFM9 Website My Page (in operation after 28th October, 2022).
Q: Will submitted extended abstracts be open to the public?
A: Yes. The submitted extended abstracts will be made available only for the conference participants via an exclusive website. We also plan to distribute them to the participants using an electric device.
Q: Will all submitted extended abstracts be published in the “Proceedings of IAHS (PIAHS)”?
A: No. Only ones reviewed and accepted will be published in PIAHS. Extended abstracts that have already published in journals and other publications will not qualify for this publication. In addition, extended abstracts will be published in PIAHS only with the authors’ consent.
Q Is an extended abstract necessary to be original?
A Because extended abstracts will be dealt as conference materials, it is not necessary original one. But it is not eligible for PIAHS.
Q: The abstract I submitted is from the research that has already been published in a different journal. Do I need to submit an extended abstract?
A: Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)). The ICFM9 Secretariat does not require all speakers to submit an extended abstract but recommend that they do so.
Q: Can I make an oral or poster presentation without submitting an extended abstract?
A: Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)). The ICFM9 Secretariat does not require all speakers to submit an extended abstract but recommend that they do so.
Q: What do I need to know when planning to submit a paper to the WATER journal? Does the content need to be different from the extended abstract?
A: You need to know that the same paper cannot be submitted to the journals of WATER and PIAHS. However, you can still submit the paper to WATER that you used to submit an extended abstract for ICFM9 because extended abstracts will only be used to prepare documents for discussion.
＜Deleting abstracts, etc.＞
Q: Can I delete the old abstract on the “My Page” site?
A: No. The system is not designed to allow users to delete old files.
Q: Can I withdraw my abstract because I cannot attend the conference?
A: Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)).
Q: I failed to submit the revised version of my abstract by the due date. Would you still accept my revised abstract?
A: Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)).
＜Budget support＞
Q: Is there any financial support I can use for traveling and other expenses?
A: No. Due to the limited budget, there is little financial support available to help the participants. However, we will inform you via the ICFM9 website if any information arrives.
＜Hotel reservation＞
Q: Does the ICFM9 Secretariat keep hotel rooms in Tsukuba for participants?
A: Yes. The secretariat keeps some rooms in Hotel Nikko Tsukuba and Hotel Grand Shinonome. The participants can make reservations via the registration site at the following address:
https://amarys-jtb.jp/icfmp/WebRegistry/Registry/RegGuide_v3.aspx?bosyu=2
＜Special session＞
Q: What do I need to do to host a special session?
A: Proposals for special sessions will be accepted by 31st October on a first-come-first-served basis due to the limited room availability. If you are interested, please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)).
https://www.icfm9.jp/sessions/
＜Booth exhibition＞
Q: What do I need to know to put up a booth exhibition?
A: The detailed information will be posted on the following site soon.
https://www.icfm9.jp/sessions/
＜Lunch＞
Q: Are there any places to have lunch near the conference venue?
A: Yes. There are some restaurants and convenience stores nearby. However, you should consider ordering lunch via the following site in advance because the lunch break is rather short.
“Registration site” https://amarys-jtb.jp/icfmp/
Q: Are there any shops I can buy lunch in the conference venue?
A: No. There will be no shops or vendors selling food, though some restaurants and convenience stores are nearby. However, you should consider ordering lunch via the following site in advance because the lunch break is rather short.
“Registration site” https://amarys-jtb.jp/icfmp/
Q: Can I cancel my lunch order?
A: In the case of cancellation, the lunch fee will be refunded after deducting the cancellation fee, as shown below.
*Please note that all refunds will be made after the conference or the symposium.
*Please cancel your registration by logging in to your registration page.
| Cancellation Fee | |
| By 19th December 2022 | 0% of the lunch fee (full refund) |
| Between 20th December and 19th January 2023 | 50% of the lunch fee (50% refund) |
| After 20th January 2023 | 100% of the lunch fee (No refund) |
＜Field tours＞
Q: Can I have information about field tours? I’m interested in taking one. Where do we visit on the field tour?
A: Please go to the following site. The information will be updated from time to time.
https://www.icfm9.jp/date_place.html
Q: What do I need to do to participate in a field tour?
A: You need to sign up at the following address by 31st December 2022. Each tour accepts up to 60 people. Depending on the number of applicants, you may have a chance to join a tour on the day.
“Registration site” https://amarys-jtb.jp/icfmp/
Q: Do I need to pay for a field trip?
A: Depends. The half-day tour to research institutes in Tsukuba is free, but the one-day tour costs 3000 yen, not including lunch.
Q: Do I need to prepare special clothes?
A: No. However, if you plan to take the one-day tour, it is recommended to wear clothes easy to move as there will be stairs on the way to the site. And you might wear clothes that can get wet because one of the destinations is the National Research Institute for Earth and Disaster Resilience (NIED), where the tour participants can experience a super-heavy rainfall event.
Q: Does the secretariat prepare lunch for all tour participants?
A: No. It’s all up to you. You can get some food at a nearby convenience store or other shops before the departure. You can also order lunch at the address below for 500 yen or 1,000 yen.
“Registration site” https://amarys-jtb.jp/icfmp/
＜High-level Symposium＞
Q: How can I get information on the High-level Symposium on 18th February 2023?
A: Please refer to the following site. The information will be updated as needed.
https://www.icfm9.jp/date_place.html
Q: How can I get to GRIPS from Tsukuba?
A: The ICFM9 Secretariat will prepare free buses from Tsukuba to GRIPS. Please refer to the following site for details. The information will be updated as needed.
https://www.icfm9.jp/date_place.html
＜Other questions＞
Q: My abstract was accepted, but I cannot attend the conference due to my schedule. Can a co-author make a presentation instead of me? Suppose it is possible, do I still pay the registration fee?
A: Yes to both questions. It is possible for a co-author to make a presentation for you, and you still have to pay the registration fee as long as your research is presented at the conference. Also, your co-author needs to pay the registration fee to participate in the conference.
Q: What do I need to do to host a side event?
A: Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)).
Q: Can I change my contact e-mail address?
A: Yes. Please contact the ICFM9 Secretariat (icfm9"at"icharm.org (replace "at" with @)). Be sure not to change addresses before notifying the secretariat, or you will miss important notices from the secretariat.