Regulations Governing Participation in the 3rd International School on Advanced Immunology
This document provides participants of the 3rd International School on Advanced Immunology withinformation about the School and the regulations they are expected to follow.
Please note that all dates herein refer to the year 2024.
For the purpose of arranging airline tickets and accommodation for each participant as indicated in theseregulations, please complete the Questionnaire provided by the School Office by the deadline shown
below.
Deadline for Questionnaire: 20 June 2024
1. Eligibility
Participants are selected by the Organizing Committee of the International School on Advanced
Immunology (hereinafter referred to as “the Committee”). Participants must attend the entire program of
the International School on Advanced Immunology (“the School”) from 27th October to 31st October at
the Awaji Yumebutai International Conference Center and are requested to give oral and poster
presentations explaining their research. The Committee requires the participants to stay at least from theevening of 27th October to 1st November. Those interested can attend an IFReC Lab Tour on 1st
November at the Suita Campus of Osaka University.
2. Participation Fee
Participants are required to pay 66,000 JPY to the Office of the School (“the School Office”) for aparticipation fee, which includes a registration fee of 41,000 JPY and a reception fee of 25,000 JPY thatcovers expenses for social events such as excursions. Participants must make two separate payments of
41,000 and 25,000 yen by credit card through a payment website by 20th June. However, the participantsfrom the German Society for Immunology (DGfI) will have their participation fees covered by the JapaneseSociety for Immunology.
However, if a participant is unable to attend the School for any reason, the School Office will refund theparticipation fee, minus any handling charges.
3. IFReC Lab Tour
Those interested can attend an IFReC Lab Tour on 1st November at the Suita Campus of Osaka
University. They will visit three IFReC laboratories in small groups and learn about the research activities
at IFReC (Please see the Appendix for the details). The request for participation in the tour must be
indicated on the Questionnaire and submitted by the deadline. The School Office will later ask
participants about their preferences for the laboratories to be visited and then decide on the laboratories.

14. Excursion to Himeji Castle
An excursion on the afternoon of 30th October will take the participants to visit Himeji Castle, which isone of Japan's first World Heritage Sites registered in 1993. In principle, all participants are expected toattend. The participants will depart after the morning session and return to the hotel at 19:30 or earlier.
The participants will travel by buses chartered by the School Office and will be free to visit the site.
Transportation and entrance fees will be covered by the reception fee stated in 2.
5. Travel Arrangements for Overseas Participants (except for those from ImmunoSensation2 and
DGfI)
5-1. Period of Stay in Japan The Committee allows overseas participants to extend their stay in Japanfor the period specified below to learn about and experience Japanese culture. The School Office
therefore provides air tickets valid for the period including the requested extension in accordance withthe following conditions. All participants are required to arrive at an airport in Osaka (referred to as “theAirport” hereinafter), either Kansai International Airport (KIX) or Osaka International Airport (Itami Airport,
ITM), on 27th October, and leave Japan by 9th November if they participate in the IFReC Lab Tour on 1st
November, or by 8th November if they do not participate in the IFReC Lab Tour.
The School Office will cover expenses for the air tickets and accommodation only for the duration of the
School period (27th October to 1st November) and 1st to 2nd November for participants in the IFReC Lab
Tour, and for the meals specified in 10-1. All costs other than those described above must be covered by
the participants, if they wish to extend their stay.
5-2. Flight Arrangement
5-2-1. Air Tickets The School Office provides participants with non-transferable and non-refundable,
economy-class, round-trip air tickets in an e-ticket format that includes necessary costs such as airfare,insurance surcharge, local airport taxes, domestic passenger service facility charges, and fuelsurcharge.
5-2-2. Arrangements The School Office takes participants’ preferences into consideration and arranges
flights through a designated travel agency. In general, participants must not arrange their own flights. The
School Office finalizes flight details by the end of August, using information provided in the questionnaire
and through email communication. E-tickets will be emailed upon confirmation of the flights.
5-2-3. Itinerary Covered by the School Office The School Office covers the expenses for a round-trip
flight primarily between Kansai International Airport (KIX) or Osaka International Airport (ITM) and the
airport nearest to either the participant’s institution or residence. The itinerary must include inbound andoutbound trips on the same route with the same airline, without any stopover (stays exceeding 24 hours
in a city).
Transit If the Committee approves that an overnight stay is necessary due to connecting flights, the School
Office will cover accommodation expenses within the limits specified in the Osaka University Travel
Expenses Regulations. The participant must make hotel arrangements in accordance with the instructions2

of the School Office.
5-2-4. Leaving Japan from Tokyo As a rule, participants are expected to arrive at and depart from thesame airport in Osaka, i.e., the Airport (KIX/ITM). However, as an exception, participants who wish to travel
in Japan by themselves after the completion of the School will be allowed to leave Japan from an airport
in Tokyo: Narita International Airport (NRT) or Tokyo International Airport (Haneda, HND). In this case, theparticipants must cover all of their own transportation expenses to NRT or HND. Therefore, participants
may select to depart Japan from Osaka (KIX/ITM) or Tokyo (NRT/HND) after completion of the School.
Tickets must be used in the correct sequence in accordance with the arranged itinerary. Note that skipping
any segment on the itinerary will invalidate the remaining tickets.
5-2-5. Exceptional Itinerary for Return Trip Only
Notwithstanding the provisions of 5-1, the following exceptions are permitted(1) Itineraries that include a stay in Japan for a period longer than that permitted under 5-1, where theparticipant covers the cost of the return flight.
(2) Itineraries that include visits to cities outside Japan, where the participant covers the airfare costs forthe routes in such itineraries.
However, even in cases where the above exceptions are allowed, the School Office will, in principle,
arrange all airline tickets and decide on the amount to be covered by the participant.
Furthermore, participants who need to obtain a visa to enter Japan will not be allowed to stay in Japanbeyond the period stipulated in 5-1, as the Committee Director will only act as their guarantor for the
stipulated period.
5-2-6. Rebooking and Cancellation of Flights
After the flights are booked, the flights can be rebooked or cancelled only when the Committee agrees acompelling reason exists, in which case the School Office will arrange to rebook or cancel the flights.
Participants requesting to rebook or cancel their flights must promptly contact the School Office by email.
The School Office will rebook or cancel flights through the travel agency, which has the sole authority tomake flight changes. In addition, any expenses incurred by rebooking or cancellation will not be coveredby the School Office for any reason including injury, illness, or missed flights. The participants will be
responsible for rebooking or cancellation fees and any non-refundable expenses for their flights.
5-2-7. Amount Billed to Participants for Exceptional Itinerary, Cancellation, or Rebooking
Participants will be promptly notified of the amount due, which is determined by the School Office, forflights in an exceptional itinerary or flights that are rebooked or canceled. The participants will be required
to make payment promptly in accordance with the instructions from the School Office.
5-2-8. Submitting a Proof of Travel All overseas participants who take flights provided by the School
Office may be asked by the School Office to submit their boarding pass stubs or document showing
proof of boarding for all flights.
5-3. Domestic Transportation in Japan Participants must arrange their own domestic transportation in
Japan, including transportation to and from the airport and any transportation required to change flights3

(e.g., transportation between airports when transferring from NRT to HND (or vice versa)). The cost ofsuch transportation must be covered by the participant and will not be covered by the School Office.
The School Office will prepare buses for participants in the IFReC Lab Tour travelling from the School
venue on Awaji Island to IFReC on the Suita Campus of Osaka University for the IFReC Lab Tour, andfrom IFReC to the hotel in Osaka on 1st November.
5-4. Domestic Transportation in Countries of the Participants The School Office does NOT cover any
travel expenses for ground transportation in the country of the participants’ institution/residence such astransportation from the participants’ residence/institution to the airport of departure and vice-versa. These
expenses must be covered by the participants.
5-5. Visa for Relevant Participants Certain nationals are required to have a visa to enter Japan.
Participants must check whether a visa is required for entry into Japan (including transit at connecting
airports) via the website below or the website of the Japanese embassy in their country of residence. The
relevant participants are themselves responsible for applying for and obtaining a visa at the embassy or
consulate of Japan in their country of residence. The visa application fee must be borne by each participant.
The School Office will NOT cover any charges related to obtaining a visa. Because it may take several
months to obtain the visa, each participant is required to prepare for the visa application well in advance.
If the relevant participant cannot obtain the appropriate visa before traveling to Japan, the participant will
no longer be eligible to participate in the School, has to cancel their flights and accommodation, and must
reimburse all of the expenses to the School Office.
After July, the School Office will email a series of documents that are required for the visa application,
which must be prepared by the host organization, to those who may need to obtain a visa. In order toprepare such documents, the School Office may request information from the participant, which must be
provided as soon as possible. Participants are to check the relevant documents thoroughly and the School
Office will not be held responsible for any deficiencies of the documents.
For more information on visa applications, please visit the following website:
http://www.mofa.go.jp/j_info/visit/visa/
Note that the participants who are living in a country other than their home country must confirm whether
or not a re-entry permit for the current country of residence is required. If one is required, the participants
themselves must go through the procedure to obtain the re-entry permit. The School Office will not cover
any costs related to this.
5-6. Passport Visitors traveling to Japan are required to be in possession of passports that are valid forsix months beyond the period of their intended stay in Japan, whether or not they have or require a visa.
Each participant is responsible for obtaining a valid passport to enter Japan. The School Office will notcover any expenses associated with obtaining or renewing passports.
Visitors who do not possess visible means (e.g., sufficient funds) for their stay in Japan or tickets for their4

next destinations may be denied entry into Japan at the point of entry.
If a participant cannot obtain the appropriate passport before traveling to Japan, they will no longer be
eligible to participate in the School, will have to cancel their flights and accommodation, and must
reimburse the School Office for all expenses.
6. Travel Arrangement for Participants in Japan
Participants are responsible for arranging their own domestic transportation to and from the venue. By
submitting the documents specified by the School Office, the cost of round-trip transportation, between the
School venue and the participants’ current affiliated institutions, calculated in accordance with Osaka
University Travel Expenses Regulations, will be transferred to the participants’ designated bank accounts
after the completion of the School. Participation by private vehicles is not permitted. Accommodation will
be arranged by the School Office. Daily allowance will not be paid. The School Office will inform therelevant participants of the necessary procedures and documents at a later date.
The School Office will prepare buses on 1st November for participants in the IFReC Lab Tour, from the
School venue on Awaji Island to IFReC on the Suita Campus of Osaka University for the tour, and from
IFReC to the hotel in Osaka after the tour. The buses will also be available for others who wish to travelfrom the School venue to the Suita Campus of Osaka University.
7. Travel Arrangements for Participants from ImmunoSensation2
7-1. Flight Arrangements ImmunoSensation2 will cover travel expenses for participants from
ImmunoSensation2. The participants from ImmunoSensation2 will arrange their flights in accordance with
the instructions given by the institution. Accommodation will be prepared and arranged by the School Office,but the cost will be covered by ImmunoSensation2.
7-2. Domestic Transportation in Japan Participants must arrange their own domestic transportation in
Japan, including transportation to and from the airport. The costs of such transportation must be coveredby the participant and not by the School Office.
The School Office will prepare buses for participants in the IFReC Lab Tour on 1st November travelingfrom the School venue on Awaji Island to IFReC on the Suita Campus of Osaka University for the tour andfrom IFReC to the hotel in Osaka after the tour.
7-3. Passport and Visa
The above 5-5 and 5-6 also apply to the participants from ImmunoSensation2.
8. Travel Arrangements for Participants from DGfI
8-1. Participation Fee The participation fee for participants from DGfI is paid by the Japanese Society for
Immunology. Therefore, participants from the DGfI do not have to pay the participation fee.

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8-2. Flight Arrangements DGfI will cover travel expenses for participants from DGfI. The participants from
DGfI will arrange their flights in accordance with the instructions given by DGfI. Accommodation will bearranged and covered by the School Office.
8-3. Domestic Transportation in Japan Participants must arrange their own domestic transportation in
Japan, including transportation to and from the airport. The costs of such transportation must be coveredby the participant and not by the School Office.
The School Office will prepare buses for participants in the IFReC Lab Tour on 1st November travelingfrom the School venue on Awaji Island to IFReC on the Suita Campus of Osaka University for the tour andfrom IFReC to the hotel in Osaka after the tour.
8-4. Passport and Visa
The above 5-5 and 5-6 also apply to the participants from DGfI.
9. Accommodation
9-1. Accommodation Covered by the School The School Office covers the participants’ five-night stayat the Hotel Grand Nikko Awaji Hotel from the evening of 27th October to the morning of 1st November,and a one-night stay at the Hearton Hotel Nishi-Umeda (in the Umeda area of Osaka) for the participantsin the IFReC Lab Tour from the evening of 1st November to the morning of 2nd November (see 9-2 forparticipants from Japan). The School Office will not cover any other accommodation during their stay inJapan. While accommodation for the participants from ImmunoSensation2 will be arranged by the School
Office, the cost will be covered by ImmunoSensation2.
Participants in the IFReC Lab Tour who do not need accommodation for the night of 1st November must
indicate this on the Questionnaire.
9-2. Accommodation for Participants from Japan Even if participants are residents of Japan, they are
required to stay at the hotel on Awaji Island from 27th October to 1st November. Participants from Japan
who participate in the IFReC Lab Tour on 1st November and can go home that day will not be provided
with hotel accommodation after the IFReC Lab Tour for that night by the School Office and they must
indicate this on the Questionnaire. Those who may have difficulty going home that day (e.g., due to long
travel distances) should consult with the School Office.
9-3. Arrangement of Accommodation Participants must contact the School Office for inquiries orrequests concerning accommodation during the School session described above, and must not contact
the hotels or the conference venues directly.
The School Office will neither arrange nor cover accommodation outside of the period of the School andthe IFReC Lab Tour during their stay in Japan.

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9-4. Cancellation or No-show If, for any reason, participants request cancellation of theiraccommodations prepared by the School Office, or if participants do not stay at the hotel reserved for themby the School Office, the participants must pay a cancellation fee and any non-refundable accommodation
expenses. The payment for these fees and expenses must be made in accordance with the instructions of
the School Office.
9-5. Room A non-smoking twin room (double occupancy room for two participants) is prepared at theGrand Nikko Awaji Hotel during the five-night stay from 27th October to 1st November. The School Officewill assign rooms. A non-smoking single room at the Hearton Hotel Nishi-Umeda (in the Umeda area inOsaka City) is reserved for participants in the IFReC Lab Tour for a single night of 1st November.
9-6. Early Arrival On the day of arrival (27th October), a waiting room will be prepared for the participants
who arrive at the hotel early before check-in time (15:00).
9-7. Other Charges Participants are responsible for all other charges (early check-in, late check-out,
telephone, laundry, mini-bar, room service, etc.), and must pay them directly to the hotel.
10. Meals
10-1. Meals Covered by the School The School Office provides participants with meals during the
School: breakfast (28th October-1st November), lunch (28th -31st October), and dinner (27th, 29th and30th October). Participants are invited to a welcome party, and a farewell party on the evenings of 28thand 31st October, respectively. However, dinner may not be available on 27 October, if participants arrive
late at the hotel due to the arrival time of their flight.
Additional meals will also be provided to the IFReC Lab Tour participants.
Meal

27 Oct28 Oct29 Oct30 Oct31 Oct

1 Nov

2 Nov

Breakfast

-

✓

✓

✓

✓

✓

✓*

Lunch

-

✓

✓

✓

✓

✓*

-

Dinner

✓

✓

✓

✓

✓

-

-

✓= Meal Provided✓*= Meal for IFReC Lab Tour participants only
10-2. Dietary Restrictions Vegetarian meals are arranged for those who request them in advance. At
buffet-style meals as well as at the parties, food ingredients will be indicated.
All participants who have any dietary restrictions/requirements must indicate this on the Questionnaire.
The School Office will enquire about details at a later date.

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11. Other
11-1. Best Presentation Awards The Committee will give awards to those who give the best
presentations at the oral presentation sessions.
11-2. Travel Insurance for Overseas Participants The School Office strongly recommends that overseas
participants obtain travel insurance for their trip. The School Office will not cover any costs or related
expenses incurred in obtaining insurance.
11-3. Companion of a Participant The Committee does not allow a companion of any participant toparticipate in any School program or event.
11-4. Indemnification Participants must take all reasonable steps to avoid causing any damage to orloss of any facilities or equipment. Participants will be fully liable for any damage or loss that they are
responsible for. IFReC, the School Office, and the Committee accept no liability for any damage or loss
caused by the participants.
11-5. Disclaimer IFReC, the School Office, and the Committee accept no liability for injury, death,damage, loss, cost, expense, or inconvenience arising from travel mishaps outside their control during
the participants’ stay in Japan.
11-6. Privacy Policy The information collected from participants will not be disclosed to other parties forany reason except for sharing participants’ contact information with other participants and lecturers on
the condition that the participant in question has given their permission to do so, and that only IFReC or
ImmunoSensation2 will use the information. Photos from the School will be used only for official purposessuch as the School website, reports, advertisements, etc.

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