The 1st Japan IRD Innovation Summit

Author Instructions: Presentation / Movie / Report Submission

 

Thank you very much for your kind contribution to The 1st Japan IRD Innovation Summit (JIRD IS).

To ensure smooth preparation, high-quality presentations, and accurate documentation of the meeting, please carefully follow the instructions below regarding Presentation, Movie, and Report submissions.

 

1. Submission Method and Folder Structure (Dropbox)

A shared Dropbox folder will be provided by the Secretariat.
Please upload your materials into the following three designated subfolders:

1. Presentation

2. Movie

3. Report

All files should be clearly named using the Presenter / Company name and content type.

 

2. Presentation (PPT)

• Content: Slide presentation for on-site use

• Language: English only

• File format: PowerPoint (PPT / PPTX)

• Submission deadline: 9 February

Please ensure that slides are clearly readable on large screens and that any conflicts of interest are appropriately disclosed.

 

3. Movie (Pre-recorded Presentation)

• Content: Pre-recorded presentation with narration

• Language: English

• File format: MP4 (mandatory)

• Maximum length: 5 minutes

• Submission deadline: 5 February

Recommended Recording Method

• Use the PowerPoint recording function with narration
  (Slide Show → Record Slide Show).

• This method is strongly recommended to ensure consistent audio quality, slide synchronisation, and smooth playback.

• After recording, please export the presentation as an MP4 video
  (File → Export → Create a Video).

Subtitles and Interpretation

• Japanese subtitles may be added to the movie.

• If requested, the Secretariat can assist with subtitle creation using Filmora.

• On the day of the meeting, a simultaneous interpretation system (Pocketalk) will be available for Japanese-speaking participants, including patients.

Important Notice
Automated subtitles and simultaneous interpretation systems cannot be fully reviewed or verified by human interpreters.
While these tools are provided to improve accessibility, minor inaccuracies may occur, and complete accuracy cannot be guaranteed.

 

4. Report Submission (Post-Meeting Publication)

All speakers and sponsoring companies are kindly requested to submit a contribution for the official post-meeting report, which will be professionally compiled and printed.

• Language: English only

• Length: One A4 page per contributor

  • Speakers: one A4 page per speaker

  • Sponsors: one A4 page per company

• Submission deadline: 18 February

Required Content

• Title and contributor name(s)

• Summary of the presentation (approximately 150–300 words in English)

• Photograph(s)

• For sponsoring companies: advertisements or promotional materials may be included

 

5. Accessibility and Language Support

• All submitted materials must be prepared in English.

• Japanese-speaking participants, including patients, will be supported through:

  • Simultaneous interpretation using Pocketalk, and/or

  • Japanese subtitles in pre-recorded movies (recommended).

• These services rely on automated systems, and human verification is not available.

 

6. Information for Sponsored Participants

For participants registered under Sponsorship, kindly provide the following information by replying to the Secretariat’s email:

• Full name

• Affiliation

• Email address

This information is required to complete registration and prepare on-site materials.

 

7. Name Badges

• Name badges will be prepared by the Secretariat.

• They will be distributed on-site on the day of the meeting.

• Participants are not required to prepare their own name badges.

 

8. Flyer (Promotional Material) Display

Participants who wish to display flyers or promotional materials may do so.

• Please bring your materials to the venue between approximately 11:00 and 11:30 on the day of the meeting.

• The Secretariat will guide you to the designated display booth.

Flyer Printing Request (Optional)

• If you wish the Secretariat to arrange printing, please share the print-ready data by 5 February.

• Printing specifications:

  • Size: A4

  • Quantity: 50 copies

  • Printing: Double-sided

Requests received after the deadline may not be accommodated.

 

9. Information for Virtual Participants

For participants attending the Summit virtually, the meeting access link (URL) will be shared by the day before the meeting.

Please ensure that:

• The email address provided at registration is correct and regularly monitored.

• You have a stable internet connection on the day of the meeting.

Further technical instructions, if applicable, will be provided together with the access link.

 

10. Important Dates (Summary)

Content

Deadline

Movie (MP4)

5 February

Presentation (PPT)

9 February

Report (A4, 1 page)

18 February

 

11. Contact Information

Should you have any questions regarding preparation, submission procedures, or accessibility support, please contact:

Secretariat Team
The 1st Japan IRD Innovation Summit
East Asia Inherited Retinal Disease Society (EAIRDs)
Email: eairds@gmail.com

 

We sincerely appreciate your cooperation and look forward to your valuable contribution to
The 1st Japan IRD Innovation Summit.