The OIST Graduate University
Policies, Rules and Procedures
Authority: Approved by the President

Chapter 19: University Events
19.1 Policy
Members of the OIST Graduate University (the University) are encouraged to organize
international conferences, workshops, seminars and courses (collectively, “AcademicEvents”) that facilitate scientific interaction and promote the University mission [Link:1.2]. The University also wishes to be a friendly, welcoming location that supports local
communities, staff, students, family members, and visitors through a variety offunctions and activities, including, but not limited to, meetings, artistic activities,
public lectures, conferences, workshops, concerts, and cultural clubs. Collectively,Academic Events and the other activities dealt with in this chapter will be referred to as“Events.”
NOTE: This Chapter does not deal with permanent or semi-permanent allocation ofteaching space (rooms, lecture halls, and the like) for courses, classes, and teaching aspart of the Graduate School curriculum, nor does it address use/booking of those spaces.
Allocation and use of teaching space is a responsibility specifically vested in the officeof the Dean of the Graduate School [Link: 2.4.5].
19.3 Rules for Scheduling & Booking Venues
19.3.1 Rooms
Rooms and similar venues (those which are not “teaching spaces” reserved for theuse of the Graduate School) must be booked using the University’s online Exchangeroom reservation system. Reservations can be made up to one year in advance.
Booking priority is given to official University functions. Conflicting requests anddouble bookings will be dealt with on a case-by-case basis by the Office of the Deanof Research.
For information concerning the booking of “common space” rooms by members ofthe public, please see Public Use of Common Space [Link 19.3.2.4] in this chapter.

1

ch19_university-events_en_20231001_cl19.3.2 Conferences, Workshops, Seminars, Exhibits, Events
19.3.2.1

Academic Events:

In January of each year, applications must be submitted to the Workshop
Committee for Academic Events which are to be held at the University during thefiscal year commencing 16 months later (April of the next year). This lead-time iscritical to the process of evaluating, prioritizing, locating, and calendaring academic
events. NOTE: After an Academic Event has been approved, significant variationsin the size and scope are not permitted without the prior approval of the Workshop
Committee. A significant variation is defined as a change of more than 5% in thetotal budget, or a 10% change in the number of participants in different categories.
Substitution of speakers due to cancellation is permitted within these limits.
Applications for variations will be considered at the next meeting of the Workshop
Committee. At least one month should be allowed for approval of variations.
19.3.2.1.1 The Workshop Committee reviews the applications and makes
recommendations to the President. Incomplete applications will be returned
without review.
⚫ Applications will be evaluated according to the scientific merits of the proposed
Academic Event and the costs and benefits to the University of hosting it.
•A budget must be provided in accordance with the recommendations of theWorkshop Committee.

•If additional external funding support is being requested or has been
received for an Academic Event, this fact must be stated in the original
application.

•Funding awarded by the Workshop Committee can be supplemented fromthe budgets of Research Units following the approval by Provost and theDean of Research.

⚫ Criteria for student participation, selection and financial support should bedetailed.
⚫ Applicants must provide an indicative list of names and affiliations of theproposed speakers.
⚫ The Workshop Committee will review applications submitted outside theclosing dates at its next meeting.
19.3.2.1.2 Academic events must be coordinated between the Unit that proposes
the event (and its program, content, speakers) and with the University’s
Conference and Workshop Section in the Office of the Dean of Research, which is2

ch19_university-events_en_20231001_clresponsible for the logistics. Questions about the details of the application process
may be referred to the Conference and Workshop Section.
19.3.2.1.3 Logistical support for travel, accommodation and facilities, websites,etc. will be provided by the University’s Conference and Workshop Section.
Preparation and distribution of meeting materials, programs, proceedings,advertising, entertainment, etc. is the responsibility of the organizers.
19.3.2.1.4 Disbursements associated with the organization and running ofAcademic Events (including travel for guests and other hospitality) must beapproved by the office of the Vice President for Financial Management.
19.3.2.2University Non-Academic Events

Events such as Open Campus, Inaugurations, Public Lectures, Concerts, andExhibitions are organized with guidance from the office of the Vice President forCommunication and Public Relations [Link: 16].
19.3.2.2.1 The Colloquium Committee is responsible for establishing an annual
program of colloquia that would normally be scientific in nature but not necessarily
directly relevant to the research activities of the University.
19.3.2.2.2 The Culture Committee is responsible for establishing an annual
program of cultural events, exhibitions, concerts, and public talks.
19.3.2.3Externally Funded/Organized Non-Academic Events(NOTE: Externally funded Academic Events must be referred to the Conference andWorkshop Section of the Office of the Dean of Research) Conference facilities andother venues of the University may be used for Events organized and/or funded bygroups external to the University (External Events), including non-profit
organizations and commercial enterprises. Although External Events need not bedirectly relevant to the scientific or educational programs of the University, theyshould be consistent with the University’s goals of fostering outstanding
international research in science and technology, encouraging multidisciplinaryresearch, training students and young scientists, or fostering self-sustaining
development in Okinawa. Additional details may be obtained through theConference and Workshop Section of the Office of the Dean of Research.

3

ch19_university-events_en_20231001_cl19.3.2.3.1 Applications for use of University facilities must be submitted to theWorkshop Committee (Chapter 19.3.2.1.1 [Link 19: 3.2.1.1]).
19.3.2.3.2 University-sponsored Events in general will take precedence over
External Events in scheduling and use of facilities and resources.
19.3.2.3.3 All External Events must be open to members of the Universitycommunity.
19.3.2.3.4 Unless by unusual exception, no fee for the use of the University
facilities for externally organized and/or funded Events will be charged; however,the Events must be cost neutral to the University.
19.3.2.4

Public Use of University “Common Spaces”

Members of the public are encouraged to visit the University campus. Access is open
to the entrance gallery, center court, cafeteria, restaurant space, and the village zone.
Access to laboratory buildings, however, is restricted to authorized University
personnel. The general public can also use the University facilities for meetings andcertain other events. Please see Chapter 21 [Link: 21.3] for the details of reservation.
19.3.3 Catering and Other Special Services
Any disbursements associated with catering and running of Conferences, Workshopsand Courses (including travel for guests and other hospitality) must contact either
the Procurement and Supplies Section [Link: 28] or Travel Expense Team ofProcurement and Supplies Section [Link: 29] in the office of the Vice President for
Financial Management, depending on the contents [Link: 2.4.5].
19.3.3.1

Catering

The University will enter into an annual contract based on cost per meal with anoutside caterer to supply food and beverage during Events. This contract however
is not exclusive and conference organizers are free to choose different caterers.
19.3.3.2

Accommodations

An annual contract based on cost per room will be entered into with a local hotel toprovide accommodation during Events. This contract however is not exclusive andconference organizers are free to choose different hotels.

4

ch19_university-events_en_20231001_cl19.4 Responsibilities
Persons wishing to organize Academic Events must notify the Conference andWorkshop Section and contact the Workshop Committee Secretariat.
Persons wishing to reserve a room for non-academic purposes must use the University’s
online Exchange room reservation system.
Persons wishing to schedule a venue for an externally funded/sponsored academic
event must contact the Office of the Dean of Research.
Persons wishing to schedule a venue for an externally organized/funded event must
contact the Office of the Dean of Research.
Persons, including the public, seeking to use University Buildings, Facilities, Grounds
must make reservations and obtain any other approvals (Chapter 21.5.1 [Link: 21.5.1]).
Personnel responsible for making reservations must contact the Community Relations
Section [Link: 2.5] to assure that the space is available for the time sought and that its
use will not conflict with any other University activities.
The Workshop Committee Secretariat must coordinate with the office of the Vice
President for Financial Management (if special expenses are involved), with the officeof the Vice President for Buildings and Facilities Management (availability of venues –conflict with construction or similar activity – security issues), and with the Office of
the Dean of Research.
The Vice President for University Community, Child & Youth Services is authorized todetermine, on a case-by-case basis, whether requested use of areas other than CommonSpaces for a non-University purpose may be permitted.
19.5 Procedures
19.5.1 Proposals for academic conferences, workshops and courses are called for inJanuary each year for events starting after April of the following year. Contact theWorkshop Committee; details of how to submit an application to the Workshop
Committee may be obtained from the Conference and Workshop Section.

5ch19_university-events_en_20231001_cl19.5.2 For logistical support for travel, accommodation, facilities, and websites
associated with conferences, contact the University Conference and Workshop
Section [Link: 2.5].
19.5.3 Expenditures and disbursements related to the Event, including those fortravel and hospitality, must be processed through either the Procurement andSupplies Section [Link: 28] or Travel Expense Team of Procurement and Supplies
Section [Link: 29] in the office of the Vice President for Financial Management,
depending on the contents.
19.5.4 Events such as Open Campus, Inaugurations, Groundbreaking Ceremonies,
Public Lectures, Concerts, and Exhibitions are organized with guidance from theoffice of the Vice President for Communication and Public Relations [Link: 16].
19.5.5 Proposals for externally organized Events must be submitted to theWorkshop Committee.
19.7 Contacts
19.7.1

Policy Owners

Vice President for Communication and Public Relations
Dean of Research
19.7.2 Other Contacts
Community Relations Section Leader,
community-relations@oist.jp
Conference and Workshop Section
workshop@oist.jp
19.8 Definitions

6

ch19_university-events_en_20231001_cl