Camera-Ready Submission Instructions (Accepted Papers)


The Conference Proceedings will be included in IEEE Xplore Publications. All authors who have been accepted must register for the conference and attend the conference to present their papers. Authors who do not attend the conference to present their papers, or arrange for a co-author or knowledgeable colleague to present their paper in the absence of the primary author, will not have their paper published in IEEE Xplore, per IEEE policy.

IEEE reserves the right to exclude a submission from distribution after the conference, including exclusion from IEEE Xplore if the submission does not meet IEEE standards for scope and/or quality. Articles excluded from further distribution shall be archived by IEEE but shall not be indexed or appear on IEEE Xplore.


1. Registration: Online Registration Will Open Soon

*You MUST register before uploading your final paper. Papers will be included in the proceedings only if at least one author has registered and paid the registration fee by 15 Oct. 2023.

*One author registration will cover the publication expenses of two (2) accepted papers. Authors presenting more than 2 papers must pay an additional full registration for the 3rd paper. In the case no registration has been received and correctly processed to cover the paper publication, the conference organizers will contact the authors before the paper is removed from the proceedings.
*Refunds of registration fees will not be made under any circumstances following the inclusion of the paper in the Conference Proceedings.


2. Generate an IEEE Xplore compatible manuscript using PDF Xpress

All final manuscripts must be generated using the PDF Xpress tool.

To generate the IEEE Xplore compatible PDF file of your paper, follow these steps:

  • Create your IEEE PDF eXpress account:
  • Conference ID: 59531X
  • The first time you access the system, please follow the link to new user. Please note that in order to access the service, you need to allow the use of cookies from the PDF eXpress web site. Once you have registered as a new user:
    • Upload the source file (containing your paper) for conversion.
    • Receive by e-mail the IEEE Xplore-compatible PDF of your paper.
3. Upload your Xplore compatible PDF manuscript to EDAS
  • Log in at
  • Select the “My Papers” tab
  • Select the paper title you wish to upload the manuscript for to be directed to the paper record
  • Specify the presenter and complete the presenter’s biography form

Please declare who will be presenting the paper at the conference. Once in your paper record, click the Change/Add icon in the Presenter row. Indicate who will present the paper and click Choose presenter. Presenters must fill out a short bio (50-word max) on EDAS by going to the ‘My Profile’ tab and filling in the information in the ‘Brief bio’ field. Information in this form will be used by the session chairperson to introduce the presenter.

4. Complete the electronic copyright form via EDAS

IEEE is enforcing strict copyright rules. For your convenience, the copyright form is made available electronically through EDAS. To access the copyright form, select the icon in the copyright column within your paper record. Authors who are not authorized to sign a copyright transfer form, should download the paper version of a copyright transfer form, fill it in, and ask an authorized person to sign it.


5. Upload your paper

Upload your paper directly to “Final Manuscript” by selecting the upload icon. Submissions are due by 8 October 2023.

If authors wish to post their papers electronically on any website, any ftp site, or any other electronic dissemination technique, they must include the IEEE Copyright notice on the initial screen displaying the IEEE-copyrighted material.

For visa letter information, you may find it in the Travel page.

Important Notice

On November 8, 2021, a new regulation went into effect requiring visas and other documents for all foreigners visiting Japan.
Due to the covid-19 pandemic, it is difficult to complete the arrangements within about a month before the conference due to the lengthy procedures. In consideration of this situation, we are kindly requesting all foreign participants residing abroad to participate and present their papers online.

Flights to Okayama

Direct flights from abroad

From Shanghai Pudong International Airport: Approx. 3 hr 10 min
From Hong Kong International Airport:             Approx.  4 hr 50 min
From Taiwan Taoyuan International Airport:    Approx. 3 hr 35 min
From Incheon International Airport:                   Approx. 1 hr 30 min

Connecting and Domestic flights

Connecting and Domestic Flights from Major International Airports in Japan are only from Tokyo (Haneda), Sapporo and Okinawa.

From Airport

From Okayama Momotaro Airport, please take  Airport Bus to Okayama Station, which takes about 30-40 minutes.

JAPAN RAIL PASS, a joint offering of the six companies comprising the Japan Railways Group (JR Group), is the most economical means of traveling throughout Japan by rail.
JR has three types of Shinkansen (bullet train) services, “NOZOMI”, “HIKARI”, and “KODAMA”. “NOZOMI” is the fastest, “HIKARI” is faster and “KODAMA” is fast which stops all stations.
There are some restrictions on use; for example, JAPAN RAIL PASS cannot be used for travel on “NOZOMI” and “MIZUHO” trains on the Tokaido, Sanyo, and Kyushu Shinkansen lines.

There are two types of JAPAN RAIL PASS: Green (for superior-class Green cars), and Ordinary. Each of these types is available as a 7-day, 14-day, or 21-day PASS.
For example, prices of Exchange Orders of 7-days PASS are 39,600 Yen for Green cars and 29,650 Yen  for Ordinary cars.
Please click the left button to get more detailed and latest information.

If you buy a normal ticket of “NOZOMI” from Tokyo to Okayama, it costs about18,000Yen (Ordinary car with Reserved seat) and takes about 3 hr 20 min . In case of “HIKARI”, it costs about 17,000Yen and takes about 4 hr 15 min.
If you have plans to visit several cities such as Tokyo, Kyoto, Osaka, Sendai etc. using Japan Rail, “Japan Rail Pass” must be very economical.

VISA Information

The following information is cited from the official WEB site of Ministry of Foreign Affairs, Japan.
Please visit the official WEB site for further and latest information of VISA.

As of September 2019, Japan has taken measures concerning the Visa Exemption Arrangements with 68 countries and regions as the chart shown in the official WEB site. Nationals and citizens of those countries and regions shown in the official WEB site are not required to obtain visas to enter Japan when their visits are tourism, commerce, conferences, visiting relatives/ acquaintances, etc. However, when foreign nationals engage in paid activities in Japan, or their periods of stay exceed those stipulated in each country’s arrangement of short-term stay, visas will be required to enter Japan.

Invitation letter for VISA

If you require a letter of invitation for your VISA application, please submit a request for a letter of invitation to TBD.
Please provide the following information in your request:

  • Your full name (Please specify family name in upper case letters and given name in lower case letters)
  • Personal address
  • Gender
  • Title (Dr., Professor, Mr., Mrs., Miss, Ms, etc.)
  • Birthday (YYYY/MM/DD)
  • Affiliation
  • Nationality
  • Passport No.
  • Date of expiry
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