From Editors, From SAC

Important information before the meeting

Dear participants of Protostars and Planets VII (PP7),

Now the total number of the paid participants of PP7 is 780. We really look forward to meeting all of you. We announce very important information below.

[Electronic Version of PP7 Book]

We have done proof checking multiple times for most of the chapters. We are uploading the final PDF on PP7 Mattermost. We really apologize for a few chapters of which the final versions are still missing, but we will try to upload them as soon as the publisher and the authors agree on the final proof. 

https://mm-ppvii.org/chapterdiscussion/channels/tableofcontents

These files are for PP7 participants only. Do not redistribute. Thank you for your understanding.

[Webinar for JWST Session]

We have a special session for the recent JWST observations. We have decided to open JWST Session to public. We will also upload the video of this session shortly after the recording. The link to the webinar registration is the following:
https://us06web.zoom.us/webinar/register/WN_Qs3bPRKlRFe8OMk4uAk-1g

Please share this information with your colleagues who have not registered to PP7.

[Poster Abstract List]

The abstracts of the poster presentations are now available on the website  http://ppvii.org/chapter/ppvii_abstract/abst_menu.html

[Poster Presentation]

You will use pins to put your poster in the poster presentation room. The maximum size is A0 portrait.

We also encourage you to upload your poster to Mattermost. Please post your poster file on the corresponding poster channel with a hashtag of your poster number, such as #SF_11_0005 . Be sure to replace “-“ used in the poster number with “_” for the hashtag to function properly. Discussion of each poster should be done via replies to each post.

[3 Sets of “OHP on Table” in Poster Room]

We provide 3 meeting tables (180cm x 90cm) in the poster room. We are planning to place an overhead projector in each table so that you can freely give a short presentation to other participants using the white wall in the poster presentation room. They are meant to be shared by participants. So please don’t occupy them more than ~15 minutes.

[Poster Award Voting]

We will determine the poster award winner by the voting from all the in-person participants. Each participant can vote only to a single poster shown in PP7. Of course, you may vote to your poster. The deadline for voting is 10:00AM (JST) of April 14 (Fri). The detail of the voting will be given to you on April 10 (Mon).

[Mattermost]

Mattermost accounts for non-attendees of the conference have been deactivated because the deadline for registration fees has passed. If you have paid the registration fee but are still unable to log in to Mattermost due to our mistake, please contact us at inqury@ppvii.org.

If you are logging into Mattermost for the first time, you may find the system messages very annoying. If this is the case, you can suppress the display of system messages in your user preferences. Click on the Settings (Gear) button in the upper right corner, go to “Advanced” and then edit “Enable Join/Leave Messages” to Off.

[PP7 E-mail]

PP7 contact emails are delivered from mm-admin@mm-ppvii.org, ***@ppvii.org, and ***@jtb.com. Please configure your settings to accept e-mails from the above domains. In addition, there are cases where spam is identified at the institutional level, so in such cases, please contact the institution that receives the e-mail delivery.

All contact emails will be posted on the announcement channel of Mattermost, so please check the channel regularly: https://mm-ppvii.org/chapterdiscussion/channels/announcement

In addition, contact e-mails are delivered based on the e-mail address registered on the Mattermost. If your email address changed for some reason, please update your email address registered on the Mattermost using the profile settings.  Click on the icon in the upper right corner of the screen (just to the right of the gear symbol) and select the “Email” tab in it. Then, you can update your Email address.

We hope you have a safe trip to Kyoto. Thank you.

Best wishes,

Shu-ichiro Inutsuka, on behalf of the PP7 organizers

From Editors, From SAC

Poster Waiting List & Reminder of Payment Deadline

Dear participants of Protostars and Planets VII,

The deadline for the payment of the registration fee is 23:59 (JST=UTC+9) of April 5 (Wed). It’s less than a week from now. Please don’t miss the payment. If you have a problem with credit card payment, please contact JTB and request bank transfer. The deadline for the application and payment for the welcome reception is the same day. We hope you to join the reception too.

We were asked about late submission of a poster abstract from many participants. We have already arranged the layout of the poster room, but there are still some people who have not paid the registration fee. As we announced before, we will cancel the poster presentation if there is no payment by the deadline of 5th April. Therefore, we would like to make a waiting list of poster presentation for those who have not yet submitted a poster abstract.

[Poster Waiting List]

If you intend to submit a poster abstract from now, please use the Google Form below:
   https://forms.gle/86EZM4TyMFjTGtHe8
For those on the waiting list, we will notify if you can present a poster after the payment deadline, i.e., on April 6 or later. Please note that we allow one poster per participant.  The poster room is already full, and there is no space for the second poster.

Please also note the following for posters on the waiting list:
   – You (not a co-author) must be a poster presenter.
   – The title will not appear in the printed program.
   – Your poster may not be placed close to other posters in the same subcategory.

[Poster Printing Service]

For your convenience, we provide poster printing service (Kinko’s Conference Poster Printing Service “GAKU-POSU”). You can submit a PDF file of your poster online, then the company will print and bring it to the conference venue. This service is optional and the fee is 16,500 JPY including tax. The deadline is 6pm in Japanese Standard Time on April 3rd 4th. The poster will be printed on environment-friendly limestone-based paper alternative called LIMEX.

To use this service, click the banner (link) below and follow the instruction.

Note that the website of this service is a little bit complicated and is partly in Japanese. However, the company provides detailed user guide and poster preparation manual in English. Please take a look at these documentations before you use the system.

 

Best wishes,
PP7 organizers

From LOC

Poster Printing Service is now available (Deadline: April 4th, 6pm in JST, updated)

Dear Poster Presenters,

For your convenience, we provide poster printing service (Kinko’s Conference Poster Printing Service “GAKU-POSU”). You can submit a PDF file of your poster online, then the company will print and bring it to the conference venue. This service is optional and the fee is 16,500 JPY including tax. The deadline is 6pm in Japanese Standard Time on April 3rd 4th. The poster will be printed on environment-friendly limestone-based paper alternative called LIMEX.

To use this service, click the banner (link) below and follow the instruction.

Note that the website of this service is a little bit complicated and is partly in Japanese. However, the company provides detailed user guide and poster preparation manual in English. Please take a look at these documentations before you use the system.

 

Best wishes,
PPVII LOC

From Editors, From SAC

Further Announcements

Dear Participants of Protostars and Planets VII,

We noticed some registered participants found difficulty in physically coming to the venue. We provide a few options for those participants:

1. Pay the full registration fee and keep your registration – we will try to provide real-time zoom webinar connection or its recording as soon as possible, as well as online discussion on Mattermost. You can also send your poster (or use the poster printing service) or ask your colleague to bring your poster. You will get both electric and printed versions of the PP7 book. However, we note that we do not have an online poster session, because PPVII is primarily an in-person meeting.

2. Pay the registration fee and then cancel it with the cancellation fee – You can send your poster (or use the poster printing service) or ask your colleague to bring your poster. However, we will not provide you real-time zoom webinar connection or recording, and your Mattermost account will be suspended. The cancellation fee is 10,000JPY if you make a cancellation before 9th April.

3. Not pay the registration fee – Your registration and poster presentation will be canceled together with your Mattermost account.

Note that you can buy a printed copy of the PP7 book and its electric version later from the publisher in any case. Also, all the talk videos will be released to public later, within a several months after the in-person meeting.

Thank you for your understanding.

Best wishes,
PP7 organizers

From SAC

Important Announcements

Dear Participants of Protostars and Planets VII,

It is just one month before the start of the in-person meeting of PP7 on April 10. We have important announcements as follows:
– Schedule and Deadlines
– Payment of Registration and *Reception Fees
– Travel Information
– Invitation Letters and Visa
– COVID-19 Policy
– *Welcome Reception
– Program and Final List of Posters
– Poster Printing Service
– Childcare Services
– Local Tourism
– Attention to Scam E-mails

=========
[Schedule and Deadlines]
All dates are Japanese Standard Time (JST):
– March 15th: Childcare Reservation
– April 2nd: Reservation and Payment for Welcome Reception
*see below for welcome reception
– April 5th: Registration and Payment for PPVII Attendance
– April 10th: Start of PPVII meeting

[Payment of Registration and *Reception Fees]
All the participants MUST pay the registration fee online to attend the in-person meeting. The deadline for the payment of registration fee is April 5th, JST. Your registration will be canceled if you do not pay before the deadline. While the deadline is April 5th, we would greatly appreciate it if you could pay the fee as soon as possible so that we can estimate the number of the participants accurately.

We will also hold a welcome reception on the evening of April 10th (see below). This is optional and we collect the fee separately (5,000JPY per person).

To make payments, log on to the registration system, “AMARYS”, and follow the instructions.
  https://amarys-jtb.jp/ppvii/
If you are not sure if you have registered before, do not start new registration but contact us at:
  inquiry@ppvii.org

[Travel Information]
We provide the travel information from major international airports to the conference venue below.
http://ppvii.org/access-information/

Note that Japan still requires all travelers flying into Japan to be fully vaccinated (3 doses) or provide a negative PCR test result within 72 hours of the departure of the flight. For smooth travel, install the “Visit Japan Web” application on your smartphone and pre-register your travel information. Please see the government website below:
https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html

Also, we recommend that you make a hotel reservation as soon as possible, because it is a tourist season. You can find many options along the Subway Karasuma line between K07 Marutamachi station and K12 Kujo station. There are many hotel booking websites available:
– Agoda: https://www.agoda.com/
– Booking.com: https://www.booking.com/
– Expedia: https://www.expedia.com/
– Hotels.com: https://jp.hotels.com/en/
– Jalan: https://www.jalan.net/en/japan_hotels_ryokan/
– Rakuten Travel: https://travel.rakuten.com/

[Invitation Letters and Visa]
For those who need invitation letters and/or documents for visa application, read the instruction at:
http://ppvii.org/invitation-letters-and-visa-documents/index.html
and request through the Google Form (recommended) in the page or e-mail.

Visa-related inquiries should be directed to:
visa@ppvii.org

[COVID-19 Policy]
The Japanese government will largely relax the restriction due to COVID-19 soon. In particular, a new “Appropriate Mask Usage” policy will be introduced from March 13th. However, it is still categorized as a Category II Infectious Disease, which means the strong control is still in effect.

In order to protect all the participants and ensure smooth organization of the conference, we cordially request all the participants to follow our policy. Our reactions to COVID-19 are the following:
– The conference venue is GBAC STAR certified, and we are following the standard COVID-19 measures of Japan and the conference venue.
– We will provide a package of seven masks and a bottle of hand-sanitizer to all the participants. The masks are standard nonwoven fabric masks which satisfy the regulation in Japan, and we request all the participants to wear masks inside the conference venue.
– We will monitor the body temperature of participants at the entrance.
– We will ask participants who feel sick or show symptoms to self-isolate at the hotel and follow the COVID-19 regulation. Please report us immediately if you feel sick or you are tested positive. We will provide Zoom connections for those who are in self-quarantine.

For details, please take a look at our COVID-19 information page, which will be available soon. We will post information about clinics, pharmacies where you can get test kits, etc. Also, you can find more information on the government website: https://www.mhlw.go.jp/stf/covid-19/multilingual.html .

[*Welcome Reception]
We will hold a reception in the evening of the first day after the sessions. Light meals and beverages (beer, wine, soft drinks) are served.

Venue: Room “Swan” at Kyoto International Conference Center
Date & Time: Monday, April 10, 18:00-20:00 (after sessions)
Price: 5,000 JPY (tax included)

The original registration fee does not include reception, so we collect the reception fee separately. Participation is, of course, optional. The reservations and payments should be done by April 2 (JST) through the registration system. The cancellation on or after March 27 (JST) is non-refundable.

[Program and Final List of Posters]
The updated program is available at:
  http://ppvii.org/program/index.html
In addition to the review talks, there will be a special session about the latest JWST results on Wednesday afternoon.  Speakers are:
    Ewine van Dishoeck, “Astrochemistry with JWST”
    Thomas Henning, “Star and Planet Formation with JWST”
    Charles Beichman, “Exoplanets with JWST”

And the final list of posters is available at:
   http://ppvii.org/chapter/posters.numbers.pdf

We have coordinated posters from six groups:
    HKSFG:  SF-02-1XXX
    ALMAGAL:  SF-05-2XXX
    ALMA-IMF:  SF-05-3XXX
    Early Planet Formation in Embedded Disks (eDisk):  PF-04-4XXX
    The MIRI mid-INfrared Disk Survey (MINDS):  PF-04-5XXX
    NOMADS:  ES-03-6XXX

[Poster Printing Service] (Updated Mar. 24)
We will provide an optional poster printing service through a private company (Kinko’s), which will print your poster and bring it to the conference venue for a fee (about 100USD/100EUR). We will let you know the details when the service is ready. For more information, please see this updated post.

 

[Childcare Services]
Deadline for the reservation of childcare services is March 15th JST.  The fee for childcare is 10,000 JPY per family per day (and half-day prices are available).  Reservations can be done through:
  https://forms.gle/5uttYKf9gq87aRo4A
You will receive announcements regarding payment after you make reservations.

[Local Tourism]
There is no excursion, but we will have a travel information desk at the conference site.
In addition, here are some useful links for sightseeing.

*SUNRISE TOURS JTB:
    – Sunrise Tours offers a wide range of tours featuring approximately 400 courses with a focus on recommended popular destinations in Japan for people of all ages who enjoy seeing the sights, experiencing culture, and being amidst nature.
    https://www.sunrise-tours.jp/en/

*Sharing Kyoto:
    – A sightseeing website offering unique cultural experiences in Kyoto. Restaurant reservation service is available!
    https://sharing-kyoto.com/
    – A local concierge will propose a unique and original Kyoto experience just for you. Tours of Wagyu beef and Kaiseki restaurants are out of reach for travelers!
    https://sharing-kyoto-cp.com/lp/ppvii/

[Attention to Scam E-mails]
There are many phishing attempts reported in other conferences. We do not arrange accommodations for participants, and all the communications should be sent from the organizing committee or JTB (the travel agency operating the registration system) by emails, or posted on Mattermost. Please be aware of scam attempts, and do not respond to such emails. If you receive a suspicious or questionable email, please report it to us at inquiry@ppvii.org.

 

We are looking forward to seeing you in Kyoto.

Best wishes,
Shu-ichiro Inutsuka, on behalf of PP7 organizers

 

From LOC

CORRECTED: Coordinated Poster Survey

Dear All

Thank you very much for submitting the poster abstracts. The total number of posters at PPVII is 654.
You can find the list of poster titles with preliminary numbers at (MS-Excel):
http://ppvii.org/temporary/posters_output230228.xlsx

Some people contacted organizers that they have several posters from a large collaboration.
We will try to sort such posters consecutively and try to put up side by side in the poster room.

Note:

– The posters numbered consecutively should be in the same subcategory (e.g., SF-01)
– The grouping of posters are done for large collaboration only, with at least several institutes participating
– For posters having multiple subcategories, we allocate the subcategory that belongs to the chosen main category (SF/PF/ES)
– In order to avoid confusion, we do not accept requests to change the subcategory

Use the form below to share the list of posters with us:

https://forms.gle/SiDoKfJcLK4Si9Ny9

Please coordinate within the collaboration and submit the request only once.

We have started making a conference brochure, so we hope to have the information quickly.
We appreciate your responses by *Saturday, 4th March*.
Note that the link to the preliminary list of posters will not be available after 5th March JST.

Best wishes,
PPVII LOC