Registration
To ensure inclusion in the program and proceedings, at least one author of each accepted paper must complete registration by 23:59 (JST) on May 31, 2025. Participation fees are in Japanese yen (JPY) and include onsite participation to the conference, coffee breaks, welcome reception, and banquet. All registration fees include consumption tax.
Registration period
- Early registration: April 28, 2025 – June 21, 2025
- Late registration: June 22, 2025 – July 19, 2025
Early registration fees (from April 28 to June 21, 2025)
| Participation fee** | |
| IEEE member* | JPY 85,000 |
| Non-IEEE member | JPY 100,000 |
| IEEE student member* | JPY 60,000 |
| Student non-member | JPY 70,000 |
| IEEE life member* | JPY 0 |
**Bank charges may apply for money transfer.
Late registration fees (from June 22 to July 19, 2025)
| Participation fee** | |
| IEEE member* | JPY 95,000 |
| Non-IEEE member | JPY 110,000 |
| IEEE student member* | JPY 70,000 |
| Student non-member | JPY 80,000 |
| IEEE life member* | JPY 0 |
**Bank charges may apply for money transfer.
Extra page charge
One of the authors (typically the presenter) is responsible for paying the extra page charges, if applicable. For papers exceeding the standard limit of 6 pages, an additional fee of 15,000 JPY per page will be charged for up to 2 extra pages (i.e., a maximum of 8 pages in total is allowed). Please note that no papers exceeding 8 pages will be accepted. This charge must be paid through the author’s registration page. To pay this fee, please select one of the following options on the registration page.
- a) Additional Page (1 page) for your paper – 15,000 yen
- b) Additional Page (2 pages) for your paper – 30,000 yen
Even if both options (a) and (b) are selected, you cannot submit more than two extra pages. If you attempt to pay for more than two pages, the extra charge will not be refunded, and the additional content will not be accepted.
Cancellation policy
The extra page charge is subject to the general cancellation policy described below. However, please note that individual cancellation of additional pages is not permitted.
Additional Banquet Tickets
Registrants may purchase additional banquet tickets for accompanying persons. To purchase them, please select one of the following options on the registration page.
- c) Banquet (for 1 accompanying person) – 15,000 yen
- d) Banquet (for 2 accompanying persons) – 30,000 yen
Selecting both options (c) and (d) does not entitle you to three tickets. For three or more accompanying persons, please contact ARSO 2025 committee by email.
Cancellation policy
Additional banquet tickets for accompanying persons are subject to the general cancellation policy described below. Individual cancellation of banquet tickets is not permitted. Even if the main participant attends the conference, it is not possible to cancel only the banquet tickets for accompanying persons after registration.
IEEE RAS Member Support Program (MSP) discount
The MSP offers discounts (approximately 70 USD per person) to IEEE RAS members for authors of papers and organizers of workshops/tutorials on top. Participants wishing to apply for the MSP discount must temporarily register via the registration page by 23:59 (JST) on May 31, 2025. Upon announcement of grant winners, information regarding payment will be informed. Grant winners will pay the registration fees minus the MSP discount.
IEEE RAS offers another travel support. Click here for more information.
Visa invitation letter request
Visa invitation letters will only be issued after registration and full payment have been completed. To request a visa invitation letter, please send an email to ARSO 2025 committee mail with the following information:
- For attendees: Your full name and affiliation
- For presenters of accepted papers: Your full name, affiliation, submission number, paper title, and list of authors
The ARSO 2025 Organizing Committee will support participants by providing visa-related documents necessary to attend the conference. This support applies only for the duration of the conference from July 17th to 19th, 2025 and a reasonable period before and after for travel, preparation, and departure. If you plan to travel outside this period, you are responsible for making the necessary visa arrangements independently.
All visa invitation letter requests must be submitted by June 15th, 2025. Requests submitted after this date may not be processed in time.
Please note that the invitation letter does not exempt attendees from complying with all requirements related to registration, payment, accommodation, or travel arrangements. The ARSO 2025 Organizers assume no responsibility if a visa is denied. Cancellations due to visa denial will be handled in accordance with the conference cancellation policy.
Visa invitation letters will only be issued to individuals who are fully registered for ARSO 2025. We are unable to provide invitation letters to unregistered individuals or accompanying persons.
For detailed information about visa requirements, please visit the Ministry of Foreign Affairs of Japan
The invitation letter issuance process has been outsourced to a professional agency. Please note the following fees apply:
- Digital Invitation Letter: JPY 5,500 (per letter)
- Physical Copy (optional): Additional JPY 4,400 for mailing
- Full Visa Support Package: JPY 27,500
- Includes invitation letter, assistance with itinerary creation, and preparation of other required documents for visa application
These services will be handled directly by the agency once your registration and payment are complete.
For further inquiries, please contact the ARSO 2025 Organizing Committee
Cancellation policy
Cancellations will be accepted until 20 days prior to the conference (23:59 (JST) on June 27, 2025). Refunds will be processed with a 6% deduction to cover administrative fees. For cancellations made on or after June 28, no refunds will be provided. All refund requests must be made via email to Registration Chairs.
Banquet tickets for accompanied persons and additional page fees follow the above general cancellation policy. However, partial cancellations—such as cancelling only banquet tickets or only additional page charges—are not accepted. These options may only be cancelled as part of a full registration cancellation within the permitted cancellation period.
Disclaimer
All best efforts will be made to present the program as published on the conference website. The conference reserve the right to alter without prior notice, any of the arrangements, timetables, plans or other items relating to the meeting, for any cause beyond it’s reasonable control. The conference organizers are not liable for any loss or inconvenience caused as a result of such alteration. In the event of unforeseen circumstances, the conference organizers do not accept responsibility for loss of monies caused by delays. Participants are advised to take out personal travel insurance and to extend their policy to cover personal possessions. The conference does not cover individuals against cancellations of bookings or theft or damage to belongings.