Registration and abstract submission
All participants must register in advance through the Online Meeting System (OMS).
If you are a contributor (either the First Author or Presenter), you must complete registration prior to submitting an abstract. Please note that registration for co-author(s) is not required. You can access the "Registration Form" website from the link at the bottom of this page.
Upon successful completion of the registration process, you will need to log in to the "Abstract Submission" form to submit your abstract. Please ensure that the abstract is prepared in line with the Guideline for Creating Abstracts, which is detailed below.
If you plan to submit multiple abstracts, you must submit a separate form for each one. However, you do not need to register separately for each submission.
Deadlines
The deadline for registration and abstract submission is 12:00 JST (Japan Standard Time, UTC+9) on September 8th 15th (extended), 2023. For those in Coordinated Universal Time (UTC), the deadline corresponds to 03:00 UT on the same day.
Guideline for Creating Abstracts
- Your abstract must be submitted as a PDF file, and the content, including figures, tables, and references, must fit within two pages on A4-size paper. The total file size, including tables and figures, must not exceed 20MB in PDF format.
- Please adhere to the provided abstract template (available in both Microsoft Word and PDF files), ensuring you follow the prescribed format. Your abstract should be submitted in PDF format after converting or saving it as such. You may name the PDF file as you choose.
- Formatting Details:
Margins:
• Upper margin: 20mm
• Lower margin: 20mm
• Right margin: 15mm
• Left margin: 15mm
• Line Spacing: Fixed at 14-point (approximately 4.9mm)
• Language: English
• Font: Times New Roman - Font Sizes:
• Title: 12-point, Bold
• Author List: 10-point
• Organization List: 10-point, Italic
• Main Text: 10-point
• Figure and Table Font Size: 9-point
Please insert a blank line between the title and authors, as well as between the organization and main text.
Note on Copyright and Usage of Abstracts:
The copyright of the abstract remains with the authors. However, please be aware that the Local Organizing Committee (LOC) of the 14th Symposium on Polar Science reserves the right to publish the abstract on the National Institute of Polar Research Information Repository (NIPR repository) website. Before proceeding with registration, ensure that you read and agree to the operating guidelines of the repository. NIPR may also distribute the abstract in the form of a booklet or on a recording medium. If requested by the authors, the abstract can be appropriately discarded.
Online Meeting System Notice:
The abstract will additionally be uploaded to the online meeting system, accessible only to registered participants of the symposium. Uploaded abstract files will be converted to image files with watermarks and displayed to participants. While it may be technically challenging to prevent downloading or copying of the file, participants are expressly requested not to download or copy it. Please proceed with registration only if you consent to this online meeting policy.
Abstract Templates
Below are the available templates for submitting your abstract:
• SampleAbstract.doc: 50K (MS Word Format)
• SampleAbstract.pdf: 30K (PDF Format)
IMPORTANT: If you are working with a file format other than PDF, please ensure that you convert it to, or save it in, PDF format prior to submission.
Other Information: Converting Documents to PDF
If you need to convert your documents to PDF files, you have several options available. If you are using Windows 10 or 11, the [Microsoft Print to PDF] driver is included by default and can be used for this purpose.
Alternatively, you may utilize free software such as OpenOffice to convert documents to PDF. For detailed instructions on how to do this with OpenOffice, please refer to the following website: Exporting to PDF with OpenOffice
Link to online meeting system (OMS) for registration and abstract submission
Please register and submit abstracts using the following link.
Acceptance of Abstracts
After the abstract submission deadline, the Local Organizing Committee (LOC) will review and make final decisions on the acceptance of abstracts. An abstract may be rejected if it is judged to be inappropriate for presentation, particularly in the following cases:
• The content is found to deviate significantly from the purpose of the symposium and the designated session.
• The content of the abstract is found to be scientifically unsound or poorly formatted for presentation.
Notification regarding the acceptance or rejection of the abstracts will be sent via email in late September.