Registration Process

For participants who submitted articles to IC4E 2021, please do not register until you receive the notification letter from the conference secretary.

After you received the notification letter, you need to log in our system and finish the payment online. If you paid by credit card, there is no need to upload any payment proof, but if you paid by bank transfer or paypal, then you need to upload payment proof. Once the conference secretary check the payment, she/he will send email confirmation letter to you. Please look out for your email.

For the listeners who doesn't submit any article, please register directly at anytime before December 25. If you need to pay onsite, please provide your information to the conference secretary by email. Listener Register Now!

Registration Fee

**Please pay in cash (USD, RMB, EURO or YEN) if you want to register onsite. The onsite registration is only applicable for listeners and those who submitted abstract (presentation only).
**If you fail to complete the payment, please feel free to contact Ms. Kiko Xu via ic4e@iedrc.org for assistance.　

Registration Fee
Category	Standard Rate	Online Rate
Standard (Full Paper)
Author (Normal)	650 USD	450 USD
Invited Speaker & Committee Member	600 USD	400 USD
Student	550 USD	350 USD
Abstract Registration
Normal	500 USD	300 USD
Invited Speaker & Committee Member	450 USD	250 USD
Student	400 USD	200 USD
Listener Registration
Normal	400 USD	200 USD
Student	350 USD	150 USD
Additional Purchase (Optional)
Additional Paper(s)	350 USD/Paper
Additional Page(s)	50 USD/Page

　

Important Notes

1. One regular registration can cover a paper within 5 pages, including all figures, tables, and references.

2.The additional papers registration is only applicable to the same author who will register with more than one paper and do the presentations onsite. The first paper should be regiser with normal price and the rest will be registered with additional papers price.

3. Student fee is ONLY applicable for students who are FIRST authors.
4. For the authors who have difficulties to pay US Dollars, please pay EURO,JPY or RMB.

5. If you would like to register the conference and publish your paper as the reviewer, please send email to ic4e@iedrc.org. (Only Ph.D holder can apply)

6. Payment Methods: Credit Card; Paypal; Bank Transfer.

　

Authors' registration fee includes: Technical Sessions Coffee breaks on Jan. 11 & Jan.12, 2021 Lunch on Jan. 11 & Jan.12, 2021 Dinner on Jan. 11, 2021 Conference bag and conference accessories Conference document (proceedings on book)

Listeners' registration fee includes: Technical Sessions Coffee breaks on Jan. 11 & Jan.12, 2021 Lunch on Jan. 11 & Jan.12, 2021 Dinner on Jan. 11, 2021 Conference bag and conference accessories Reception

　

Cancellation Policy

We understand that times are uncertain due to COVID-19; which is why we are offering a new, flexible and risk-free cancellation policy that allows you to register now and transfer from in-person to live streaming or to cancel for a full refund up to 60 days before the event with no penalty. If you need to make changes to your registration prior to the conference please contact us by email.

Registration Policy
1. If the first author is not able to attend the conference, the second author or subsequent author has to pay the full registration fee.

2. In a paper with more than one author, all the authors attending the conference most complete their registration individually.

3. If you register as a Student, you will be asked to email a copy of your student ID card.

4. One regular registration is within FIVE Pages including all figures, tables, and references. Extra pages will be charged.

5. Once a successful registration transaction has been completed, confirmation of registration via email would be sent to the email address of the registrant. For some registration types it may be necessary to complete required information – such as attendee name – before the confirmation of registration and invitation letter can be issued.

6. If a registrant is unable to attend an event for any reason, they may substitute, by arrangement with the registrar, someone else of Co-authors or from the same institute/organization.

Refund requests must be made in writing or via email to the respective conference secretary.

Refunds Policy
If the participants request cancellation and refund due to personal reasons, the following refund policy applies.
60 days ahead of the conference: Full refund but 30 USD service fee is excluded
45 days ahead of the conference: 50% of payment refund
Within 30 days ahead of the conference: no refund

Refund requests must be made in writing or via email to the respective conference secretary.

Personal Reason
The conference cannot refund or pay any compensation where could not attend the conference is prevented by reason of circumstances which amount to “personal reason”. Such as travel difficulties, visa problems, health issues, financial default etc.

Force Majeure
The conference cannot accept responsibility, refund or pay any compensation where the performance of the conference is prevented or affected by reason of circumstances which amount to “force majeure”.
Circumstances amounting to “force majeure” include any event which we could not, even with all due care, foresee or avoid. Such circumstances include the fire, flood, explosion, storm or other weather damage, break-in, criminal damage, riots or civil strife, industrial action, natural or nuclear disaster, fire, adverse weather conditions, war or threat of war, actual or threatened terrorist activity, epidemic and all similar situations beyond our control.

Conference Date and Place Statement
The organizer has the right to change the date and place of the conference under the reason of circumstances such as weather damage, criminal damage, riots or civil strife, industrial action, natural or nuclear disaster, adverse weather conditions, war or threat of war, actual or threatened terrorist activity, epidemic etc. The participants of the conference are obliged to cooperate with the organizer's change and refund policy.
　

Visa Application

A visa is NOT necessary for US passport holders visiting Japan for a short-term stay of less than 90 days with the purpose of tourism and business.

*Please note that the visa waiver arrangement with the United States does NOT apply to U.S. individuals wishing to travel to Japan for news media related activities, attending depositions taken by U.S. Consul, or for U.S. Federal Government employees on official business or transit to/from official mission.

List of Nationals and Citizens of Countries and Regions with Reciprocal Visa Exemption Arrangements with Japan
Please note that in principle we do not accept an application from B-1 and B-2 U.S. visa status holders.
You must be a resident of DC, VA, or MD in order to apply for a visa through the Embassy in DC.
To check the location of the Embassy/Consulate-General with jurisdiction over your place of residence, please click here.
As a general rule, the visa applicant should come in person with exception of applications for diplomatic/official visas and applications through formal application agencies.

Visa Validity
In general, a visa is only valid for one entry. A visa is valid for 3 months from the day of issuance. Therefore, entry into Japan should occur within this time frame.
A Multiple entry visa is valid for 1 to 5 years. Multiple entry visas can be issued to citizens of countries that Japan has bilateral agreements with and to visitors with business purposes.
A Double-Entry Transit visa is valid for 4 months and can be used twice (once on the way to your destination and once on the return trip) to complete a round trip.

Application Form and Necessary Documents

Embassy/Consulate General of Japan will not make copies. If you need original documents, please bring the original plus one copy.

Passport with sufficient validity date (An alien travel document must have 6 months or more validity)

Visa application form
Visa Application Form [PDF]
Sample [PDF]

Photo (passport size, attached to the visa application form)

Additional Forms

Guarantee Letter
Japanese [PDF]
English [PDF]

Invitation Letter/Reason for Invitation
Japanese [PDF]
English [PDF]

Please note the information above is just for your reference. For the detailed information, please check with local embassy in your country or visit http://www.immi-moj.go.jp/english/index.html.

Please Note: Please note IC4E conference and the organizing committee of the conference are not authorized to assist with the VISA process beyond providing the Notification of Invitation Letter issued by IC4E Conferences and Conference Committee Board. Should your application be denied, IC4E Conferences and the organizing committee of the conference cannot change the decision of the Ministry of Foreign Affairs, nor will IC4E Conferences and the organizing committee of the conference engage in discussion or correspondence with the MOFA or the Embassy on behalf of the applicant. The registration fee cannot be refunded when the VISA application of individual being denied.