Organizer’s Guidelines for NII Shonan School
1. School schedules
NII Shonan School is normally held for five days, from Monday to Friday. The
check-in date is Sunday evening and the check-out date is Friday after lunch.
It is strongly recommended that you suggest us two or more candidate dates.
2. Organizers
Each NII Shonan School is led by two organizers. One organizer must be from Asian
institutes or universities and preferably they are from different institutions oruniversities. The organizers may have talks at the NII Shonan School in addition toinvited lectures.
3. Deadlines for proposal submission
We have call for proposals three times a year and its submission deadlines are 15thJune, 15th September and 15th December. NII academic committee reviews each ofproposals. It normally takes about a few months for the committee to review theproposal and to notify the tentative results. The organizers can submit proposals
anytime at the following site:www.easychair.org/conferences/?conf=nim1
Please note that the NII Shonan School we are calling for, should be held 10 months
after, but no later than 2 years after the submission deadline.
For example, if the submission deadline is on 15th December 2013, the NII Shonan
School should be held between 15th October 2014 and 15th December 2015.
There is also a sample proposal form at the following webpage:
http://www.nii.ac.jp/shonan/nii-shonan-school/call-for-proposals/
4. Participant List
The organizers are required to approach, attract, and gather participants bythemselves and submit a fixed list of the participants via the EasyChair webpage
below within 3 months after the organizers received the tentative accept from thescientific committees for the NII Schonan School:
http://www.nii.ac.jp/shonan/nii-shonan-school/call-for-proposals/

The committees will inform the final results of the school after the participant list isconfirmed. Please note that if the number of the participants is too small, the school
may be cancelled. Please also note that you need to pay attention to the balance of
theparticipants,

suchasinternational

diversityandvariety

ofinstitutions/universities.
Mandatory items of the participants list include 1) title, 2) first name, 3) middle
name, 4) last name, 5) affiliation, 6) email, 7) country, and 8) research interest.
The optimal number of participants is between 25 and 35 participants, including theorganizers and invited lecturers.
5. Web portal
NII Shonan School may provide a web platform based on “Word Press” to theorganizers so that they can advertize their NII Shonan School. The organizers may
construct a web portal only for their NII Shonan School program. Please contact us
if you would like to use the “Word Press” for constructing the web portal. The WordPress is convenient for uploading files. After the organizers have the tentative
accept, we will send ID number and PASSWORD to the organizers.
6. Reservation
The Shonan Village Center sends out an email approximately 6 weeks in advance tothe NII Shonan School to those whose name is on the list of participants, in which
the reservation form for their accommodations and detailed travel information areincluded.
7. Program of NII Shonan School
The aim and styles of the NII Shonan School is similar to those of so-calledsummer/winter schools for PhD student in which multiple lectures and hands-on
sessions are given by internationally recognized scientists as well as shortpresentations by the participants. The organizers can decide detailed theme andcontents of each of NII Shonan School by themselves.
8. Time table
Since the NII Shonan School is normally five-day program, the Wednesday
afternoon can be used for mini-breaks such as hiking, hill-walking, or an excursion
to Kamakura, a historical city nearby. Therefore the NII Shonan School normallyconsists of five morning sessions (from Monday to Friday) and three afternoon
sessions (Monday, Tuesday and Thursday).
Please see the standard time table available at the webpage below for yourinformation. If you have some specific requests or changes, please inform the officeof NII Shonan Meetings in advance.
http://www.nii.ac.jp/shonan/nii-shonan-school/time-table/
9. Pre-meeting
In order to organize the school smoothly, a short pre-meeting with the staffs of NII
Shonan School will be held on the arriving day of the organizers.
10. Free time
The center is well equipped with the rooms for free discussions after dinner. Somedrinks and snacks are provided at “Exhibition room” of the 1st floor of “ResearchWing”.
11. Location
The NII Shonan school will be held at the Shonan Village Center (near Tokyo),which can be accessed by a train called 'Airport Narita' from the Narita
International Airport (JR Sobu-Yokosuka Line Rapid Train) followed by a local bus,and offers conference facilities, meeting rooms, comfortable accommodation,restaurants and even pools like a resort hotel. The Shonan Village Center also has
separate spaces and rooms for group discussions in addition to the normal seminarrooms.
12. Mini breaks (Hiking and Excursion)
The Wednesday afternoon of the NII Shonan School may be used for mini-breaks
such as hiking, hill-walking, and an excursion to Kamakura, a historical city nearby.
Bilingual professional guides at the Shonan Village Center, who know history or
local information well, accompany the party to an excursion for the historical sites.
For the tour, a micro-bus is chartered. Each participant is asked to pay about 5,000
JPY for the excursion.
13. Computer equipment
Wireless LAN is well covered for all seminar rooms and each floor of the Shonan
Village Center. Each participant’s guest room is equipped with Wired-LAN. Thecables can be borrowed at the reception.
14. Other conference and meeting equipments
The seminar room has projectors, screens, whiteboards, flip charts, laser pointers
etc and you would not need to bring anything apart from your laptop.
15. NII Shonan Meeting Reports
NII publishes online an “NII Shonan Meeting Report”
http://www.nii.ac.jp/shonan/report/
for each meeting and school. The organizers are requested to contribute a report
after their meeting or school. For further details, please see the guide for authoringa report. Also please send us slides of all talks as well when you submit a report.
http://www.nii.ac.jp/shonan/wp-content/uploads/2010/12/guide-for-authorizing-a-rep
ort1.pdf
16. Expenses of the participants
Regular participation fees are paid in advance when each participant reserves
his/her accommodation via Shonan Village Center web page, which need to be done
10 days before the seminar.
Regular fees:-Participant: 12,500 JPY per night

In the above expenses, excursion fees are NOT included. We would ask eachparticipant (including organizers and lecturers) to pay excursion fees in addition.
Participants are expected to stay at the Center throughout and to attend the fullmeeting and excursion. The payment would be made together with accommodation
reservation. Other expenditure (if any) has to be paid by each participant at
checking-out of the Center. The receipt of the above fees would be provided at thereception.
17. Budget Support[Travel expenses]
Flight expenses for invited lecturers are covered and paid by NII according to NII
regulations (economy, return ticket). The total expenses for all the lecturers’ flights
have to be below 1,000,000 JPY, which is the maximum travel budget allowed foreach of the NII Shonan School (It is possible to use this budget for organizers’ flightsas well). Even if the total travel expenses are less than the maximum travel budget,the organizers cannot use the rest of the travel expenses for other purposes.
Regarding the flight tickets and the itineraries, our budget has several constrains
below, which you need to pay attention and to understand:1) NII will pay airfares for the invited lecturers. However the departure and returndates have to be exactly before and after the Shonan School starts and ends. The
invited lectures cannot extend their stay as long as they use our travel budget.
2) NII will purchase the flight tickets for the invited lectures once the submitted
proposal is accepted. Please do not purchase the flight tickets by yourself.
3) The flight route from the country where the invited lectures leave to Tokyo must
be direct or shortest if the direct flights do not exit. They cannot drop by and stay at
any other countries.
4) NII can pay airfares only for a round-trip ticket of an economy seat. NII cannot
pay the flight expenses for one-way tickets and cannot reimburse the flight tickets
purchased by other travel agency.
5) NII cannot partially pay for any flight tickets.
The travel expenses for organizers will NOT be paid by NII except using the budget
for lectures (1,000,000 JPY). The travel expenses for any participants (PhD
students/young researchers) will NOT be paid by NII.
[Accommodations]
Accommodation fees for organizers are covered by NII. Those fees for invitedlecturers are also covered by NII.
However, again, accommodation fees for the participants will NOT be covered by NII
and we will ask each of the participants to pay their accommodation fees, which
include full board (breakfast, lunch, and dinner) at the following rate per night:
Participant: 12,500 JPY per night per person[Conference facilities]
Fees for conference and meeting facilities (rooms, projectors, white boards) arecovered by NII. Catering fees (coffee and snacks) are also covered by NII[Honorarium]
A small amount of honorarium may be optionally paid to the invited lectures and it
will be covered by NII. However, please bear in mind that the amount of honorarium

for the lecturers is fixed regardless of the number of lectures and its duration.
Please also note that organizers cannot receive the honorarium even if they givelecture(s) at NII Shonan School.
[Misc]
Again fees for mini-breaks (a kind of excursion) are not included. We will ask each ofparticipants to pay it additionally.
[Best Student Award]
NII will cover participation fees of 2 brilliant students. Organizers can recommend
up to 2 participants for the best student award when organizers submit theparticipant list. Academic Committee will assess and evaluate the students basedon the letter of recommendation from organizers, and inform the result with theinformation of final review of the proposal. Please note that this award will notcover their travel expenses.
18. NII Shonan School Photograph
A Shonan Village Center staff will take a professional photograph, which includes
all the participants during the NII Shonan School.
19. Shop and store
There is a convenience store, which is about 15-min walk from the Shonan Village
Center and open for 24 hours.