Four Seasons Hotel in Tokyo at Chinzan-so

Buses will be arranged on 28 February from Narita International Airport, to The Four Seasons Hotel Tokyo at Chinzan-so with the following schedule: 11:00, 17:30 and 20:15. There will be additional shuttles in case the flights are delayed.
The journey takes approximately 1.5 hours.

Airport departure point
Please find the staff with a signboard “ESF-JSPS Conference” waiting at the gates of the airport.  The coaches will have a sign in the window indicating “ESF JSPS Conference.”

By Taxi
A taxi (holding up to 4 persons) from Narita airport to The Four Seasons Hotel Tokyo at Chinzan-so costs about JPY25,000.

By Bus
The most convenient and economical way to travel to the Hotel is by the orange-coloured Airport Limousine bus. The ticketing booth is directly outside the arrival lane after passing through customs. The bus departs the airport at regular intervals and drops guests off at the Hotel.

By Rail
Narita Express trains are easily accessible from Narita International Airport. The Narita Express arrives at Ikebukuro Station. From there, it will be a 10-minute taxi ride to the Hotel.

Accommodation
All participants will be accommodated at the Four Seasons Hotel in Tokyo at Chinzan-so. All rooms have satellite TV, air conditioning, private bathroom, hairdryer and safe. Direct-dial telephones from which international calls can be made are available in all the rooms.

Single rooms
Please note that single accommodation can only be guaranteed to invited speakers. All other participants will have to share a twin room. In case single rooms would become available they will be assigned on a “first come, first served” basis. Only the TWIN conference fee should be paid to the ESF when registering. The supplement for single should be paid to hotel directly. Should you wish to be put on waiting list for single accommodation, please send an email to the conference officer.

Meals
Breakfast will be served buffet style from 7 AM to 9 AM. Times for lunch and dinner are as shown in the conference final programme. Soft drinks, coffee and tea are served at all meals; wines are served at the welcome reception and farewell dinner. Additional alcoholic beverages are at the participants' own expense.
Coffee breaks will be served in the foyer next to the conference room.

Conference Room
The conference room is “Amphitheater”. It is equipped with Windows, Mac PCs, LCD projector, overhead camera, and white board. 

Short talks
There will be no short talks other than those listed on the final programme. The list of abstracts accepted for poster presentation is available on the conference website.

Posters
Posters can be fixed with pins onto poster panels. Recommended poster size is B0 size(1030×1456mm). Use letters and drawings that can be read from approximately 100 cm distance.

To make an international call, dial “00” followed by the code of the country you are calling. Photocopies may be made, and faxes sent and paid for via the hotel reception. InternetA free internet connection is provided at the venue. A wireless connection is available in the meeting room and in the lounge area. Every room is equipped with either WLAN or cable (cables available at reception). Means of PaymentThe hotel accepts the following credit cards: American Express, Mastercard, Visa, Maestro and Bankomat. It is also possible to pay in cash.

The international dialing code to Japan is 81.

Electricity supply: 100V, 50Hz
Time: GMT+9:00
Weights & measures: Metric System (1m=39.37inch, 1kg=35.27once= 2.20pound)
Currency: JPY
Emergency numbers: 110 police and 119 ambulance
Shopping opening hours: 10:00 - 20:00 or 24 hrs depending on the shop

Upon arrival, participants should register at the registration desk, sign the attendance list and receive the abstract books, their name tags and room keys.
Check-in time is 3 PM. If you would like to enter your room earlier, it would take an additional charge. You may leave your luggage at the hotel reception before check-in time.

The conference officers will be present for the duration of the conference, taking care of the administrative aspects and the day-to-day running of the conference: registration, issuing certificates, collection travel tickets, etc.
The conference officers will be around the conference room half an hour each morning before the meeting starts, during coffee breaks, and before and after each afternoon session. 

Should you need to cancel your participation, please contact the Conference Officer immediately. If notice of cancellation is received more than two weeks before the conference, all but EUR 100 will be reimbursed. No refund is possible if notice of cancellation is received less than two weeks before the conference.

Any expenses not covered by the conference fee (additional nights, beverages, telephone calls, etc.) must be paid directly to the conference venue during your stay.

Board & lodging for accompanying guests (in double room with conferee) must be booked with the conference secretary and paid directly to the venue. Please collect applicable guest fees directly from the venue.

Accompanying guests are not entitled to take part in any of the actual conference activities (attend talks in the conference room, coffee breaks, etc.). Conference facilities, such as access to the internet, are destined for the sole use of conferees.

All reimbursements will be made by post-conference bank transfers. If you have been granted a travel contribution, please provide your bank account details – including IBAN and BIC/SWIFT numbers – in the online registration form.

Photocopies of travel tickets must be returned to the ESF Research Conferences Unit within a maximum of one month after the conference. No reimbursement can otherwise be guaranteed.  

Itinerary, price and currency must clearly feature on any ticket. Where no price is indicated on the ticket, the corresponding invoice must be enclosed.

Travel costs may not be higher than:

• cheapest economy class air fare
• OR second class train fare
• OR bus fare from the participant’s place of work to the place of the event or may be the actual cost of travel, whichever is the lower.  

The following may NOT be considered as allowable travel costs and therefore may NOT be presented when claiming the travel contribution:

• taxi fares (in exceptional cases, taxi fares may be reimbursed)
• local travel in the city or locality of the event
• costs of health, life and luggage insurance.  

Use of a private/rented car is covered either on the basis of a 2nd class return train fare documented by a certified travel agent, or on actual mileage according to the ESF coefficient applicable at the time of travel.

Please check your passport and visa requirements with your travel agent BEFORE departure. If you need help to obtain your visa, please contact the ESF conference officer.

The European Science Foundation (ESF) does NOT provide insurance and do not take any responsibility for accidents or illnesses that might occur during the week or in the course of travel to or from the meeting place. It is therefore the responsibility of participants to check their health insurance requirements.

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