Conference Events, etc.

Please be sure to read

Since the Educational Informatization Support Office is set up to support regular classes on campus, it basically does not provide support for academic conference events.The organizer must ensure that all personnel necessary to run the event, including those in charge of operating the equipment, are available.It is possible to provide these personnel with a lecture on how to use the equipment.

The Company reserves the right to refuse the loan of loaned equipment depending on how the equipment is used in regular classes.Please consider using a rental company. If you are approved to borrow a computer, please make sure to delete all personal data and organize all cables in the PC so that it will not interfere with normal class use, and please be sure to strictly adhere to the return date and time. (e.g., if you use the PC on Saturday or Sunday, return it on Monday morning, etc.)

For teachers who are in charge of a venue school for a conference event

When a school becomes the venue for an academic conference event and decides to hold a simultaneous face-to-face and online event (HyFlex format), which has been on the rise since the Corona Disaster, the school in charge of the event is often left on its own, not knowing where to start with the preparations. We have heard stories of teachers who thought it would be safer to leave the event to an event vendor and obtained a quote for over one million yen, only to find that it was over their budget and they had to abandon the project. Although the KIEA cannot directly support academic conference events, we can share our know-how through our support of HyFlex-style classes. Please contact us if you have any problems.

What you can do.

  • Providing advice on preparing for conference events.
  • Provide lectures to event organizers and part-time student workers on how to use facilities and equipment.
  • Provide rush support in case of trouble at events held during opening hours. (However, priority is given to class support.)

What you can't do.

  • No direct participation in event-related work by staff of the Office of Educational Informatization Support is allowed.
  • Depending on the size of the event, support may be declined.
  • We cannot provide on-site support (troubleshooting) for events held on closed days such as weekends and holidays.

reference information

HyFlex Conference Event Preparation Manual

We have compiled a list of advance preparations to be made for the event, including reserving a venue, upgrading your Zoom account, and securing and learning how to use the necessary equipment.

TUFS-style simple HyFlex setting

We will introduce the HyFlex distribution method centered on Zoom screen sharing, which is relatively easy to operate. Once you have rehearsed and become familiar with the operation, it is possible to operate the system with part-time students.

Support Case Study: Setting up for HyFlex Discussion Group

The symposium was held simultaneously in person and online at the 104th Annual Meeting of the Southeast Asian Studies Association.

Introduction of students familiar with equipment operation

In the past, we may be able to provide referrals for student part-time workers who have been involved in the management of conference events and have received lectures from the Office of Educational Informatics Support, with their approval.