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FAQs

Key dates

General Information

A: Please find the APLAR 2025 program here APLAR 2025 Program.

A: Registrations for APLAR 2025 will open in February 2025. You can view more information about registrations pricing and inclusions here.

A: Abstract submissions are open until 28 March 2025. To view more information on the submission guidelines and how to submit, visit the call for abstract page on our website.

A: We have arranged discounted Congress rates with local hotels. Please visit the accommodation section of our website for more information on room rates and booking process.

A: APLAR offers travel grants for AYR members only. To view more information on how to apply for a travel grant, and to check your eligibility please visit the Congress Travel Grant page or contact the APLAR secretariat. secretariat@aplar.org.

A: There are number of ways to get to the Congress Center. Please view our getting there page to see what route works best for you.

A: The Congress dress code is business/business casual. Please refer to individual social functions for the recommended dress code. 

A: Please note that we as the Congress Organisers are unable to advise on any membership enquires you may have on AYR membership. Please contact the APLAR Secretariats (secretariat@aplar.org) for further information. 

Abstract Submissions

A: All abstract submissions are required to be completed online. To submit your abstract click the submit abstract tab above. Please read the abstract submission guidelines prior to commencing your submission as this document contains important information. Please note, emailed submissions will not be accepted.

A: Oral presentations and poster presentations.

A: Yes we do accept encore presentations with the below conditions:

  • Encore presentations are permitted as long as work has been presented after APLAR 2024 (21-25 August 2024)
  • Encore presentations are permitted as long as work has not previously been published
  • Encore submissions are required to disclose the name and date of the event where it has been presented


It is important to note that original abstracts are strongly recommended.

A: An encore presentation is one where you have already presented the submitted work before. For example if you have presented the work at another rheumatology event.

A: No, QR codes are not permitted in submissions. However, they may be used in presentations.

A: Yes, if applicable. They should be placed at the bottom of the abstract and are not included in the word count.

A: It is anticipated that registration will open in February 2025. Please ensure that you regularly check the congress website for updates.

A: Authors will be notified of the outcome of their submission via email in June 2025.

A: Yes, as a presenter you are required to register and pay for the congress. Any presenters not registered for the congress will not have their abstract included in the program or the International Journal of Rheumatic Disease (IJRD).

A: If successful, your notification email will contain a special code which will allow you to register at the early bird rate.

A: Only successful abstract submissions where the presenter has registered and paid to attend the congress will be published in the International Journal of Rheumatic Diseases (IJRD).

A: Please note the key dates as follows:

  • Submission deadline 28 March 2025
  • Author notifications June 2025

Further questions

If you have any questions regarding abstract submissions, the program or the congress as a whole, please contact the APLAR Program Manager.

Registration

A: All delegate cancellations must be received in writing sent to MCI Australia at info@aplarcongress.com. For cancellations received on or before Friday 2 May 2025 will be refunded in full, less a 25% cancellation fee to cover administration costs. Refunds will not be processed until after the conclusion of the congress. No registration refunds will be made after this date.

Full terms and conditions can be viewed here.

A: Please note the there will be a price difference for APLAR MNO (Member National Organisations) and Non-MNO members.

For MNO members, you will be asked to select one of the categories on the registration form: delegates, allied health professionals/nurses, AYR members, or students and trainees.

Please select the category that applies to you. To be considered as “trainees”, you would need to be either mentored under a training program, or in residency. Kindly note that we will request a proof of student ID or identification of your trainee program should you select “students and trainees” rate.

For all non-MNO members, please select the non-MNO member registration.

A: As a JCR member, please select Japan College of Rheumatology (JCR) under the MNO dropdown list. Then select the JCR Local Delegate Rate as your registration category. Please note that no further discount can be applied on this category.

A: We rely on the World Bank List as our primary source of reference. Countries listed under this list are considered as developing countries. If you have registered for the wrong category, please contact info@aplarcongress.com

A: Under your registration category, you may find the option to enter the discount code. Please note that discount codes are not applicable to existing or paid registrations. Refunds will not be provided for discount not applied at the time of registration.

Visa & Travel Information

A: People of some countries (or from some regions) do not need a visa if their period of stay in Japan is 90 days or less and they are not going to be engaged in income-earning activities. Refer to the List of Countries and Regions that have Visa Exemption Arrangements with Japan.

A: Fees must be paid for the issuance of visas. The fees are about 3,000 yen for a single-entry visa, 6,000 yen for a double-entry or multiple-entry visa, and 700 yen for a transit visa. Fees are collected in the currency of the country (region) in which the Embassy / Consulate General is located.

Depending on the purpose of your visit and your nationality, fees may not be required or may be a different amount.

If the visa is not issued, no fees are required. The processing fees are needed in addition to the visa issuance fees in case the visa application is made through an approved agency by the Embassy / Consulate General of Japan.

A: If you require a visa to enter Japan, you will need to apply for the visa via online or in-person, depending on your eligibility. Please click below to apply a JAPAN eVISA.

Apply for a JAPAN eVISA

A: The standard processing period, when it does not have any problem on contents of the application, takes five working days from the next day after the date of the acceptance of application. Meanwhile, it may take longer than usual if a large number of visa applications converge at a short-time period. In addition, please note that it may take more than 5 working days (ranging from a couple of weeks to several months) in such cases where additional confirmation is required (submission of additional documents, an interview with the applicant, inquiries, etc.), or when a visa application is made for a long-term stay without a Certificate of Eligibility. Thus, visa applicants are recommended to apply early for their visa well in advance of the anticipated travel date.

During APLAR Congress

Wireless public LAN services are available in the lobby on each floor.

A: There is coin locker’s location on the 1st Floor. Please see the Facility Guide page for more details. Please take good care of your personal belongings and do not leave them unattended. The organisers and the congress secretariat will not be responsible for any loss or damage of your personal property.

A: The official language of the congress is English.

A: An electronic Certificate of Attendance will automatically be issued to all confirmed attendees at the conclusion of the congress. If you chaired a session or delivered an oral or poster presentation, you will also receive a certificate acknowledging your involvement. 

A: Smoking areas are available on the 2nd Floor and 4th Floor deck. Please note that smoking is prohibited in the building. 

A: For any medical emergencies please visit the congress registration desk or call 112.