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    Accelerator Reliability Workshop 2026 (ARW2026)

    15–20 Nov 2026
    Hotel Aomori
    Asia/Tokyo timezone

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    Presentations and Posters Guidelines

    Guidelines:

    The purpose of these guidelines is to help oral and poster presenters prepare clear, informative, and engaging contributions that stimulate discussion and facilitate the exchange of ideas among workshop participants.

    Poster/Disaster Picture Information:

    Poster Format:

    • Poster size: A0 Portrait (841 × 1189 mm, 33.1 × 46.8 inches)
    • The maximum poster size permitted at ARW2026 is A0 Portrait.
    • ARW2026 logo is available to use on posters.
     
     

    Poster Installation and Removal:

    • Posters may be mounted from Monday morning before the opening session.
    • Posters should remain on display throughout the entire workshop.
    • Posters should be removed by presenters after the final session on Friday.
    • Any posters left behind after the workshop may be removed and discarded by the Local Organizing Committee.

    Special Poster Category “Unfortunate Events”:

    • A special poster category, “Unfortunate Events: Lessons in Reliability,” continues the ARW tradition of the “disaster photo” session.
    • Participants are encouraged to present notable reliability events—such as fires, floods, or catastrophic equipment failures—and share the resulting impacts, responses, and lessons learned.
    • Poster size: A0 Portrait (841 × 1189 mm, 33.1 × 46.8 inches)

    Prizes:

    The following prestigious awards will be presented to recognize outstanding contributions:

    • Award for the Best Poster
    • Award for the Best Unfortunate Events Poster

    Poster Printing Service:

    The Local Organizing Committee (LOC) is unable to arrange poster printing on behalf of participants. However, for participants' convenience, the following on-demand poster printing services in Japan may be useful:


    Please note that these services are provided solely for participants' convenience. The LOC does not endorse any particular vendor and cannot guarantee printing quality, delivery schedules, pricing, or any other aspect of the services provided. Participants who use these services do so at their own risk and cost.

    Delivery to the Conference Venue:

    Participants who wish to have their posters delivered directly to the conference venue may use the following address:

    Hotel Aomori (ARW2026 Poster ID#XXX)
    1-1-23 Tsutsumi-machi
    Aomori-shi, Aomori 030-0812
    Japan
    Tel: +81-17-775-4141

    Important: Please include your abstract submission ID number in the address field, for example:
    Hotel Aomori (ARW2026 Poster ID#123)

    As multiple posters may arrive before the workshop, the submission ID is essential for proper identification and handling.

    Delivery Schedule:

    Participants are strongly encouraged to allow sufficient time for both printing and shipment. Production and delivery schedules vary among printing companies.

    As a general guideline, domestic shipping within Japan may require approximately three business days in addition to the printing time required by the vendor. Participants should carefully check production and shipping estimates when placing orders.

    Oral Contribution Information:

    Template:

    Download: ARW2026 PowerPoint Template for Oral Presentations

    Presentation Computer and Format:

    • Only the workshop computers may be used in all presentation rooms.
    • Accepted presentation formats:
      • Microsoft PowerPoint (.pptx)
      • PDF

    Slide Format:

    • Preferred slide aspect ratio: 16:9
    • These formats maximize the use of the projection screens.

    Duration:

    Standard oral presentations are typically:

    • 20 minutes presentation
    • 10 minutes discussion and questions

    Number of Slides:

    • A common guideline is approximately one slide per minute of presentation time.
    • By carefully editing your slides with this goal in mind, you can eliminate unnecessary content and create a more focused presentation.
    • A timer will be available, with reminders before the end of the allocated speaking time.

    Submission:

    All oral presentations must be uploaded to the ARW2026 INDICO system prior to the workshop.

    • The exact submission deadline will be announced on the ARW2026 INDICO page.
    • Presenters should upload the final version of their presentation before the deadline.
    • Submitted presentations will be preloaded onto the workshop computers.

    Before Your Scheduled Contribution:

    Presenters should:

    • Verify that their presentation has been successfully uploaded to the INDICO system and is available on the workshop computer.
    • Familiarize themselves with the meeting room and equipment to help avoid presentation delays or disruptions.

    Contents of the Talk:

    • The first part of the presentation (typically 1–2 minutes) should introduce the represented facility or project, where appropriate, including:
      • Main accelerator characteristics
      • Mission and objectives
      • Main user communities
    • Presenters from the same organization are encouraged to coordinate their presentations to avoid unnecessary duplication.
    • The core part of the presentation should be aligned with the session topic and the general themes of ARW. Presentations should include relevant background information, such as the reliability metrics or organizational approaches used, while emphasizing original work, operational experience, and lessons learned.
    • The conclusion should summarize the main findings and perspectives, and encourage discussion by highlighting open questions, remaining challenges, or contrasting viewpoints on important topics.

    Language Guidelines:

    • The Workshop on Accelerator Reliability (ARW) is an international workshop with participants from many regions of the world.
    • The official language of the workshop is English.
    • A significant portion of the audience does not speak English as a first language. Presenters are therefore kindly requested to follow the recommendations below.

    All Presenters and Participants Should:

    Speak Clearly and Slowly:

    Speaking at a moderate pace gives participants sufficient time to understand, interpret, and absorb the information being presented.

    Avoid Local Dialects and Regional Expressions:

    Regional expressions and dialects that may be familiar in one country can be difficult for an international audience to understand.

    Explain Abbreviations:

    Abbreviations and acronyms should be defined when first introduced.
    Examples include:

    • ES&H
    • ALARA
    • LOTO

    Avoid Laboratory-Specific Slang:

    Terms and expressions commonly used within a particular laboratory or facility may not be familiar to participants from other organizations and should be explained when necessary.

    These guidelines are intended to improve communication, facilitate meaningful discussion, and encourage active participation throughout ARW2026. We thank all presenters and participants for their contributions to a successful and engaging workshop.