Frequently Asked Questions

Q10: What size should posters be for the poster session?

Posters must be in vertical (portrait) format, with a maximum size of A0 (841 mm × 1189 mm).

Q9: What should I do after my presentation has been accepted?

(1) Submit your paper. To present at the Congress, you must submit a paper (max. 6 pages), in any format, by October 31 via the following link: https://forms.gle/rAabChRyFNwHf5Ri9. Any format is acceptable, including a PowerPoint file summarizing your presentation. If you are unable to submit through this link, please email your paper to: easa2026.contact[at]gmail.com
(2) Pay the participation fee. You must also complete payment of the Congress participation fee by October 31 via the following link: Congress Registration
Please note: If your paper and payment are not both received by the deadline, your presentation will not be included in the Congress program.

(3) Welcome Dinner (optional). The Welcome Dinner will be held on the second day of the Congress. A separate fee is required to attend. If you would like to attend, please register and pay online by November 15 via the following link (Welcome Dinner).

Q8: If I need a visa to enter Japan in order to attend the Tokyo Congress, what should I do?

A: The Local Organizing Committee (LOC) will assist participants with the documents required for their visa applications. Those planning to attend who need such assistance should first contact the LOC (easa2026.contact[at]gmail.com; replace [at] to @). Please note that the documents required for a visa application may vary depending on the applicant’s country or region of residence.

Before contacting the LOC, please check which documents you will need the Committee to issue. Doing so will help ensure that the process proceeds smoothly. Thank you for your cooperation.

Q7: I understand that the deadline for session proposals organized by Research Networks has been extended. What is the new deadline?

A: Yes. The deadline for session proposals organized by Research Networks (RNs) has been extended to September 27. Shortly after September 15, the LOC will send each RN the presentation proposal applications that the Committee considers suitable for inclusion in sessions organized by that RN. Each RN is asked to take these applications into account when organizing and finalizing its sessions. The September 27 deadline has been set to allow sufficient time for this work. This extension applies only to session proposals organized by RNs. The deadline for presentation proposal applications submitted by individuals or groups remains September 15. Please note this distinction.

Q6: How long is each session, and is there a maximum number of presentations per session?

A: Each session is allotted 90 minutes. We recommend having four presentations persession. If 15 minutes is allotted to each presentation, four presentations, including brief transitions, will take approximately 60–70 minutes, leaving 20–30 minutes for general discussion.
Although no formal maximum number of presentations has been set, we ask that each session include no more than five presentations. The minimum number of presentations required to constitute a session is three.

Q5: I heard that the content of “Call for Papers / How to Submit a Presentation Proposal” has been revised. What has changed?

A: Yes. It was revised on July 25, 2026. The revisions apply to the guidelines for session proposals organized by Research Networks (RNs). Specifically, three points have been changed: the minimum number of presentations required for a session, the number of sessions that an RN may organize, and the membership status of presenters. For details, please see “Call for Papers / How to Submit a Presentation Proposal.”

Q4: Is online participation in the Congress available?

A: Yes. However, online participation is available only to presenters; online participation as part of the audience is not available. Online presenters can take part in the discussion in their sessions in the same way as other presenters. Online presenters are also required to pay the registration fee, just like presenters attending in person.

** For sessions that include online presenters, the Congress Organizing Committee kindly asks the session chair, the session organizer, or another participant in the session to operate the online communication platform, as the Committee has limited equipment and staff available.

Q3: Can undergraduate students give presentations?

A: Yes. Undergraduate students may give research presentations provided that their presentation materials have been prepared under the supervision of a suitably qualified researcher. In such cases, we recommend listing both the undergraduate student and the supervising researcher as co-authors on the presentation materials.

Q2: How long does it take to receive a decision after a presentation proposal application has been received?

A: It should not take long. Applications are reviewed and decisions are made on a first-come, first-served basis. The application period runs from June 15 to September 15. During this period, applications received by the Tokyo Congress Organizing Committee will be reviewed promptly, and applicants will be notified of the decision without delay.

the decision without delay.

Q1: Are there cases in which a submitted application may not be accepted?

A: Yes. Because applications are processed on a first-come, first-served basis, the available session slots may become fully booked toward the end of the application period, in which case we may no longer be able to accept additional applications. We therefore encourage those considering submitting a presentation proposal to apply well in advance.

If the Q&As above do not answer your questions, please contact us at the following email addresses:

• For inquiries about the Tokyo Congress: easa2026.contact[at]gmail.com
• For inquiries about EASA: easa2026[at]outlook.com

Please replace [at] with @ when sending an email.