Convention Support Service

Types of Service

Types of Service

All service staff are registered, university-level students or older, who have passed an examination and interview set by ICC Kyoto.

Secretariat Assistance

  • Assist with welcoming guests and answering telephones, preparation of photocopies and other clerical work
  • Assisting meeting management through liaison with meeting venues, monitoring progress of meetings, etc.

Reception

  • Welcome convention participants, monitor attendance, distribute materials
  • Provide participants with various information and guidance

Registration

  • Assist with acceptance of participation / registration fees (e.g., social event fees, new membership fees, abstract fees)

– If money is to be handled by service staff, the convention sponsor is required to assign a person associated with the sponsor to take overall responsibility for reception and registration.

General Guidance

  • Guidance relating to meeting venues being used
  • General guidance in and around the conference center
  • Sightseeing information, etc.
  • Broadcasts within the conference center
  • Management of lost property
  • Message Board management

Reception at the Meeting Venue

  • Reception of speakers
  • Reception of MC/moderator
  • Liaison between the meeting venue and secretariat or sponsor headquarters

– Please consult the person in charge of the venue.

Meeting Progress

  • Relaying the wishes of the secretariat to the MC/moderator, and in other ways aiding progress of the meeting
  • Management of the meeting venue, including room temperature, chairs, equipment
  • Maintaining time schedules for presentations, etc.
  • Presentation support (PCs, VTR, laser pointers, microphones)
  • Calling speakers, relaying information, projection of supporting slides, etc.
  • Announcements in the meeting venue
  • Monitoring water pitchers
  • Display of nameplates with names of the MC/moderator and speakers

PC Support

  • Assisting PC operation (e.g., digital presentation, business center)
  • Data acceptance

– ICC Kyoto has a wide variety of digital presentation systems, in addition to projector equipment. Please contact the Sales Department representative for further detail.

Poster Venue

  • Reception of MC/moderator and speakers
  • Management of the meeting venue, including room temperature, equipment.
  • Removal of posters and materials not retrieved

Cloarkroom

  • Acceptance and custody of luggage

– Please note that valuables, conference materials and umbrellas cannot be stored in the cloakroom.

– Please leave umbrellas in the stands at the entrance, or insert them in the plastic umbrella bags.

Contact

Kyoto International Conference Center, Convention Support Service

E-mailFsupport@icckyoto.or.jp