Frequently Asked Questions
Accommodation
Do you have a list of approved hotels that participants should stay in?
Hotel information can be found on the Travel and Visa page of the HSR2024 website. It includes a map with a selection of hotels that are located in close proximity to the venue:
I’d like to book a hotel near to the venue, can you please confirm the venue name?
Details of the venue, along with a map containing a selection of nearby hotels can be found on the Travel and Visa page of the HSR2024 website.
Conference details
When will the conference schedule be ?
Satellite sessions will take place on Monday 18 November from 08:00 to 17:30 and Tuesday 19 November from 08:00 to 15:15.
Capacity Strengthening sessions will take place from Monday 18 November to Friday 22 November.
Organized and Individual sessions will take place from Wednesday 20 November from 08:00 to Friday 22 November 15:15.
Poster sessions will change daily on Wednesday 20 November, Thursday 21 November and Friday 22 November.
Plenary sessions will take place as follows:
- Opening Plenary session – Planetary Health – 15:45 – 17:30 on Tuesday 19 November
- Plenary Two – Inclusion in Times of Peace and Conflict – 09:30 – 11:00 on Wednesday 20 November
- Plenary Three – Governance and Institutional Frameworks – 09:30 – 11:00 Thursday 21 November
- Closing Plenary – Knowledge for Just Health Systems – 15:45 – 17:15 Friday 22 November.
For further information about the sub-themes, visit the Theme for HSR 2024 web page.
Closer to the time of the event, an Event App will also be available to download and this will contain the full programme.
Will HSR provide an interpreter for simultaneous translation during the sessions?
There will be Japanese-English translation during the plenary sessions. All other sessions will be delivered in English predominantly.
I am a Presenter. How do I know when will I be presenting during the week?
We are in the process of finalizing the dates and times for all presenters. Confirmation will be sent out to all presenters early October.
Posters
Can I present my poster virtually? If so, do I still have to pay for the registration?
An in-person presentation is preferred, however it is understood that this is not always possible.
With those who wish to present their poster in digital form only, the poster will be made available to view as a link from the Event App a couple of weeks before the Symposium begins. The link will be hosted (alongside the other poster submissions) on the HSR2024 website. A physical presence at the Symposium is therefore not mandatory.
I will not be able to attend the HSR conference. Instead, I would like to transfer my poster presentation to someone else on my team who will be in attendance. Is that possible?
Yes, this is possible. Liaison with the original presenters will be made by the HSR2024 team before the Symposium to ensure all the correct representers have been listed.
What is the deadline for submitting my completed poster?
Mid-September is the closing date for final poster submissions. Exact dates will be provided.
Registration
We’d like to pay the registration fee via bank transfer. How can I get an invoice for this?
All registration queries should be sent to the following email address: hsr2024@gmt.jtb.jp Correspondence relating to making a bank transfer for HSR2024 should be exchanged through this address.
What type of registration options are there for HSR2024?
All details relating to the different types of registration for HSR2024 can be accessed on the HSR2024 registration information page of the website.
Can I still get an early bird rate for registration?
Special early bird rates were available for those who booked before 12 August 2024. Discounted rates are available for Health Systems Global (HSG) members. Find out more about registration on the Become a Member page of the Health Systems Global website.
Are registrations transferrable if the original person can no longer attend?
Yes, this is possible, and tickets can be transferred at no extra cost.
Can I register for one day only, to coincide with my oral presentation?
Yes. When registering for a single day you will be asked which day you wish to register for.
I am from a low- and middle-income country (LMIC). Can I get free registration?
We have favorable rates for those based in Low- and Middle-Income Countries (LMIC). In addition to this we have the early bird offer available until 12 August. If a full scholarship has been awarded, payment is not needed for registration. The acceptance form (sent within the email informing of full scholarship award) should be completed and returned.
I haven’t been awarded a scholarship but am a presenter. Am I required to pay the registration fee?
If you have not been awarded a scholarship, you will be required to pay the registration fee to present in person.
Visa
Will you refund my registration fee if I don’t get a visa?
Every refund request will be treated on a case-by-case basis, but in cases that a visa is declined, where there is evidence of a valid visa application submitted 45 working days prior to HSR2024, refund requests will likely be granted. You can find more information on obtaining a visa on the Travel and Visa details page of the HSR2024 website.
How do I obtain a letter of support for my visa application?
An official Letter of Support to obtain a Visa and authorization to attend the Symposium will be issued only after Registration has been completed and full payment has been received. The letter can be requested via the registration platform once you have paid your registration fee. Visit the Travel and Visa details page of the HSR2024 website for further information.
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