Registration

REGISTRATION FOR SIGIR-AP 2024 IS NOW OPEN!

SIGIR-AP 2024 is committed to fostering international collaboration and ensuring accessibility for participants from around the world. SIGIR-AP 2024 is a hybrid conference allowing all registrants to choose to attend the event virtually or in-person in Tokyo, Japan. Please note that at least one author of each accepted paper is required to register and present the paper at the conference either online or in person. (We do allow one author to cover and present multiple papers - no need to pay multiple registration fees in such a case.) We recommend early registration, especially for overseas participants who need to start visa application process months prior to the conference. We offer visa support for registered participants. If you are applying for a SIGIR student travel grant please do not register just yet. Student travel applicants will receive registration instructions personally at a later date.

REGISTRATION FEES

SIGIR-AP 2024 provides two types of registration as follows.

  • 4-Day Passport: Full access to all conference events and services including the tutorials and workshops (with lunches on Days 2 and 3, a banquet, and a student dinner if eligible).
  • Workshop only: Access to only the workshops (no lunch provided).

SIGIR-AP 2024 provides registration discounts depending on your status as follows.

  • Early Bird: People who register before the early-bird deadline (October 8, 2024 AoE (October 9, 21:00 JST)) will receive this discount.
  • Online: Discounts applied if you only want to attend the conference virtually.
  • ACM Member: Valid ACM members who register for the conference will receive this discount. To get this discount, you are required to submit your ACM membership ID on the registration form.
  • Student: Students who register for the conference will receive this discount. To get this discount, you are required to submit your scanned student ID card on the registration form.

The lists of registration fees are as follows.

Early Bird (From now until October 8, 2024, AoE (October 9, 21:00 JST))

Registration type 4-Day Passport Workshop only
In-person ACM Member JPY ¥60,000 JPY ¥10,000
Non-ACM Member JPY ¥70,000 JPY ¥15,000
Student JPY ¥35,000 JPY ¥5,000
Online ACM Member JPY ¥30,000 JPY ¥5,000
Non-ACM Member JPY ¥40,000 JPY ¥8,000
Student JPY ¥20,000 JPY ¥2,000

Regular (From October 9, 2024 to November 15, 2024, AoE (November 16, 21:00 JST))

Registration type 4-Day Passport Workshop only
In-person ACM Member JPY ¥70,000 JPY ¥12,500
Non-ACM Member JPY ¥80,000 JPY ¥17,500
Student JPY ¥45,000 JPY ¥7,500
Online ACM Member JPY ¥35,000 JPY ¥6,000
Non-ACM Member JPY ¥45,000 JPY ¥9,000
Student JPY ¥25,000 JPY ¥3,000

Late (From November 16, 2024 to December 1, 2024, AoE (December 2, 21:00 JST))

Registration type 4-Day Passport Workshop only
In-person ACM Member JPY ¥80,000 JPY ¥15,000
Non-ACM Member JPY ¥90,000 JPY ¥20,000
Student JPY ¥55,000 JPY ¥10,000
Online ACM Member JPY ¥40,000 JPY ¥7,000
Non-ACM Member JPY ¥50,000 JPY ¥10,000
Student JPY ¥30,000 JPY ¥4,000

REGISTRATION PROCESS

Registration

You can register for SIGIR-AP 2024 through the Payvent webpage (Payvent is an online registration and payment system). If you have any problems with registration, please refer to the FAQ at the bottom of this page before contacting the registration chairs.

In the registration process, in addition to payment of the registration fee, you will be asked to submit the following items:

  • EasyChair Submission IDs (if applicable*)
  • ACM membership ID (if applicable)
  • Scanned student ID card (if applicable)
  • Dietary requirements and tentative meal choices

* You may go ahead and register prior to the paper notification date. However, please do read the Cancellation Policy section first.

Upon successful registration, you will receive a registration confirmation email with the following three links (see also the figure below for details):

  • Link to visa support application
  • Link to “attendance expected” letter (welcome letter) application
  • Link to Payvent Personal page (QR code receipt, attendance certificate)
  • Link to SIGIR-AP2024 slack

Visa Support Application

If you need a visa, you can request visa support. For more information on visas, please see VISA Information.

“Attendance Expected” Letter (Welcome Letter) Application

An “attendance expected” letter application is a personalized letter signed by a SIGIR-AP 2024 general co-chair, which contains the following text: “You are expected to attend the 2nd International ACM SIGIR Conference on Information Retrieval in the Asia Pacific (SIGIR-AP 2024) to be held from December 9 to December 12 at Waseda University, Tokyo, Japan.” Some institutions require this from their employees for business trip approval.

QR code, Receipt, Attendance Certificate (Payvent Personal Page)

You can get a QR code, receipt, and attendance certificate on the Payvent personal page (dashboard), using the following functions:

  • Download a receipt for your registration fee.
  • Display QR code to be presented at the registration desk if you plan to attend in-person.
  • Download an attendance certificate after scanning the QR code at the registration desk.
image

CANCELLATION POLICY

  • Cancellation requests received before the early-bird deadline (October 8, 2024, AoE (October 9, 21:00 JST)) will be eligible for a refund, after deducting a 6% cancellation fee. However, please note that at least one author of each accepted paper is required to register and present the paper at the conference (either remotely or in person); hence, requests of cancellation will not be accepted unless another co-author is registered for the event.
  • Requests for registration cancellation must be made in writing and emailed to the SIGIR-AP 2024 local organisers (sigir-ap2024jlocal-and-was@list.waseda.jp).
  • All refunds are likely to be processed after the end of the event and issued back through your payment method.
  • No refund will be issued for cancellation after the early-bird deadline.
  • If you want to switch your in-person registration to virtual, please also contact the SIGIR-AP 2024 local organisers before the early-bird deadline. However, this is also subject to a 6% cancellation charge.

FAQ

Q. I would like to register as a “student,” but I cannot upload the scanned student ID card to Box.

A. First, please complete the registration as a “student” on Payvent without uploading your scanned student ID card. After that, please send the scanned file (image or pdf) and your registration number to the registration chair via DM on the SIGIR-AP2024 Slack. Please rename the scanned file as: <yourRegistrationID>_student_<yourName>.<suffix> (e.g. 1_student_KosetsuTsukuda.pdf). The link to the SIGIR-AP2024 Slack is written in the registration confirmation mail.

Q. I cannot access the visa support application form (Google Forms) linked to in the registration confirmation mail.

A. Please fill in the required information in the following Excel sheet. In addition, please scan the photo page of your passport and rename the scanned file (image or pdf) as: <yourRegistrationID>_<yourName>.<suffix> (e.g. 1_KosetsuTsukuda.pdf). Then, please send the Excel sheet and the scanned file via DM to the registration chair on the SIGIR-AP2024 Slack. The link to the SIGIR-AP2024 Slack is written in the registration confirmation mail.
Excel for visa support (VisaSupportApplicationForm.xlsx)

Q. I access the visa support application form (Google Forms), but I cannot upload the scanned photo page of my passport to Box.

A. First, please complete the visa support application on Google Forms without uploading the scanned photo page. After that, please send the scanned file (image or pdf) via DM to the registration chair on the SIGIR-AP2024 Slack. Please rename the scanned file as: student_<yourName>.<suffix> (e.g. student_KosetsuTsukuda.pdf). The link to the SIGIR-AP2024 Slack is written in the registration confirmation mail.

Q. I cannot access the attendance expected letter form (Google Forms) linked to in the registration confirmation mail.

A. Please fill in the required information in the following Excel sheet and send it via DM to the registration chair on the SIGIR-AP2024 Slack. The link to the SIGIR-AP2024 Slack is written in the registration confirmation mail.
Excel for attendance expected letter (AttendanceExpectedLetterRequestForm.xlsx)

SIGIR-AP 2024 REGISTRATION / VISA CHAIRS

Kosetsu Tsukuda, AIST, Japan
Masako Nomoto, RIKEN, Japan
Email: sigir-ap2024registration@list.waseda.jp
If you have any inquiries, please do not hesitate to contact us.