If you receive an e-mail or call from a company claiming that they will help your registration for ITRC2025, it is a SCAM.
Do not send your credit card details under any circumstances. The Organizing Committee has nothing to do with those companies.
Corporate 3rd Office, Kinki Nippon Tourist Co., Ltd. (KNT) has been appointed as the official agency who handles registration for ITRC2025
Registration Period
Registration fees vary depending on the application period. We strongly recommend completing the registration and payment at your earliest convenience.
Please also make payment within the early (or regular) registration period to ensure that the fee is applied at the time of registration.
*Please note that if the payment is not confirmed within the registration period for which you have applied, the fee for the next registration period will be applied.
・If the payment is not confirmed within the【Early Bird】registration period, the fee will be changed to【Regular】fee.
・If the payment is not confirmed within the【Regular】registration period, the fee will be changed to【On-site】fee.
| 【Early Bird】 Registration | From 12:00 noon on Tuesday, January 14, 2025 (JST) to 12:00 noon on Wednesday, April 23, 2025 (JST) |
|---|---|
| 【Regular】 Registration | From 12:01 pm on Wednesday, April 23, 2025 (JST) to 17:00 pm on Thursday, July 10, 2025 (JST) |
| 【On-site】 Registration | From 17:01 pm on Thursday, July 10, 2025 (JST) to 14:00 pm on Wednesday, July 16, 2025 (JST) |
Registration & Other Fees
*This is not a travel contract.
You can choose between the "Full Day Pass" which allows participation in all lecture programs throughout the event period (except accompanying person), and the "One Day Pass" which allows participation for only the day you choose.
Registration Deadline:14:00 pm on Wednesday, July 16, 2025 (JST)
All participants are subject to register online in advance or on-site at the venue.
| Conference Registration Fee | Full Day Pass (5 days) |
One Day Pass | |||||
|---|---|---|---|---|---|---|---|
| July 12 (Sat) | July 13 (Sun) | July 14 (Mon) | July 15 (Tue) | July 16 (Wed) | |||
| ITS Members | Early Bird | JPY 105,000 | JPY 25,000 | JPY 15,000 | JPY 20,000 | JPY 30,000 | JPY 30,000 |
| Regular | JPY 135,000 | JPY 30,000 | JPY 20,000 | JPY 25,000 | JPY 35,000 | JPY 35,000 | |
| On-site | JPY 150,000 | JPY 35,000 | JPY 25,000 | JPY 30,000 | JPY 40,000 | JPY 40,000 | |
| JSTS Members *Individual Person Members only |
Early Bird | JPY 105,000 | JPY 25,000 | JPY 15,000 | JPY 20,000 | JPY 30,000 | JPY 30,000 |
| Regular | JPY 135,000 | JPY 30,000 | JPY 20,000 | JPY 25,000 | JPY 35,000 | JPY 35,000 | |
| On-site | JPY 150,000 | JPY 35,000 | JPY 25,000 | JPY 30,000 | JPY 40,000 | JPY 40,000 | |
| Non-Members | Early Bird | JPY 155,000 | JPY 35,000 | JPY 15,000 | JPY 35,000 | JPY 40,000 | JPY 40,000 |
| Regular | JPY 195,000 | JPY 45,000 | JPY 20,000 | JPY 45,000 | JPY 50,000 | JPY 50,000 | |
| On-site | JPY 210,000 | JPY 50,000 | JPY 25,000 | JPY 50,000 | JPY 55,000 | JPY 55,000 | |
| Students* | Early Bird | JPY 55,000 | JPY 15,000 | JPY 15,000 | JPY 15,000 | JPY 15,000 | JPY 15,000 |
| Regular | JPY 80,000 | JPY 20,000 | JPY 20,000 | JPY 20,000 | JPY 20,000 | JPY 20,000 | |
| On-site | JPY 100,000 | JPY 25,000 | JPY 25,000 | JPY 25,000 | JPY 25,000 | JPY 25,000 | |
| Accompanying Person** | Early Bird | JPY 45,000 | JPY 10,000 | JPY 10,000 | JPY 10,000 | JPY 15,000 | JPY 15,000 |
| Regular | JPY 70,000 | JPY 15,000 | JPY 15,000 | JPY 15,000 | JPY 20,000 | JPY 20,000 | |
| On-site | JPY 90,000 | JPY 20,000 | JPY 20,000 | JPY 20,000 | JPY 25,000 | JPY 25,000 | |
Tax: untaxable
*Must be a student at the time of registration and please upload your student ID (expiry date must be shown) or certificate of enrollment in English from here. Student ID or certificate of enrollment which is expired are not accepted.
**One accompanying person per participant can apply. Children under 12 years old are free of charge for registration fee. Please register from the application system.
・Custodial Parent is requested to submit the agreement regarding participants aged 15 or under 18 years old and is not accompanied by their parents who is applying to attend the ITRC2025. Please download the agreement form from the link below and prepare the completed agreement and upload it from here. (PDF, jpeg etc.)
* Those who are under 15 years old need to be accompanied by guardian. If the guardian is not a custodial parent, please submit the completed agreement by the custodial parent. Please download the agreement form from the link below and prepare the completed agreement and upload it from here. (PDF, jpeg etc.)
*The agreement form is not required if the person under 18 years old will participate with their parent.
PARENTAL CONSENT AND AGREEMENT FOR PARTICIPANTS UNDER 18 YEARS OLD
Included in the registration fee
*For One Day Pass, only the day(s) you choose are included.
*Accompanying persons will not be able to attend conference programs such as Keynote Speeches, Oral Sessions, Poster Session, Graduate Speech Contest and Zoysiagrass Symposium.
| ITS members, JSTS members*Individual Person Members only, Non-members and Students |
Accompanying Person | |||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Full Day Pass | One Day Pass | Full Day Pass | One Day Pass | |||||||||
| 12 | 13 | 14 | 15 | 16 | 12 | 13 | 14 | 15 | 16 | |||
| Opening Ceremony July 12 | ○ | ○ | ○ | ○ | ||||||||
| Keynote Speech July 12 | ○ | ○ | ||||||||||
| Welcome Reception July 12 | ○ | ○ | ○ | ○ | ||||||||
| Practitioner Session July 13 | ○ | ○ | ○ | ○ | ||||||||
| Poster Session July 13 | ○ | ○ | ||||||||||
| Poster Session July 14 | ○ | ○ | ||||||||||
| Oral Session July 13 | ○ | ○ | ||||||||||
| Oral Session July 14 | ○ | ○ | ||||||||||
| Oral Session July 16 | ○ | ○ | ||||||||||
| Graduate Speech Contest July 13 | ○ | ○ | ||||||||||
| Graduate Speech Contest July 14 | ○ | ○ | ||||||||||
| Graduate Speech Contest July 16 | ○ | ○ | ||||||||||
| Daily coffee hour July 13 | ○ | ○ | ||||||||||
| Daily coffee hour July 14 | ○ | ○ | ||||||||||
| Daily coffee hour July 16 | ○ | ○ | ||||||||||
| Lunch July 13 | ○ | ○ | ||||||||||
| Lunch July 14 | ○ | ○ | ||||||||||
| Lunch July 16 | ○ | ○ | ||||||||||
| Field Tour July 15 *lunch, dinner included |
○ | ○ | ○ | ○ | ||||||||
| BBQ Dinner July 15 | ○ | ○ | ○ | ○ | ||||||||
| Zoysiagrass Symposium July 16 |
○ | ○ | ||||||||||
| Quadrennial meeting July 16 | ○ | ○ | ||||||||||
| Closing Ceremony July 16 | ○ | ○ | ○ | ○ | ||||||||
| Banquet July 16 | ○ | ○ | ○ | ○ | ||||||||
| ITRC2025 Special Program July 13 |
○ | ○ | ○ | ○ | ||||||||
| ITRC2025 Special Program July 14 |
○ | ○ | ○ | ○ | ||||||||
Information of the Field Tour (July 15) *Optional
・For details of the itinerary please click here.
Pre-Tour (July 6-11) *Optional
・For details of the itinerary please click here.
Accommodation
*Accommodation Plan is an Agent-Organized tour planned and implemented by Corporate 3rd Office, Kinki Nippon Tourist Co., Ltd. (KNT)
Accommodation Plan Setting Date
July 12 (Sat) - 16 (Wed), 2025
Accommodation Application Deadline: 15:00 pm on Wednesday, May 21, 2025 (JST)
* All prices on the list are per person/ per night, not per room.
* Cottage is available from more than 3 people. (Maximum 8 people)
* The cottage will be laid out with a living room in the center and four twin rooms. Please click here for more details.
* You cannot share a room with other participants other than your roommate. Please apply for a room type suitable for the number of applicants.
* Accommodation fees for children aged 6 or over are the same as for adults. For children under 6 years old, the accommodation fee (room charge) is free. Additional charges will apply for adding beds or for children aged 4 or over who require meals.
* The conference registration fee is not included in the hotel accommodation fee. Please be sure to make conference registration separately.
How to Apply for Accommodation
You can apply for accommodations through your My Page. After your conference registration is completed, Application Acceptance Notice will be sent to your registered e-mail address. In that notice, you will find a link to log in to your My Page. Please log in and register for accommodation from there.
| Hotel Name | Room type | Occupancy | Accommodation fee (per person / per night) | ||||
|---|---|---|---|---|---|---|---|
| July 12 (Sat) | July 13 (Sun) | July 14 (Mon) | July 15 (Tue) | July 16 (Wed) | |||
| Karuizawa Prince Hotel West | Twin | Single | JPY38,650 (per person) |
JPY22,650 (per person) |
JPY22,650 (per person) |
JPY22,650 (per person) |
JPY22,650 (per person) |
| Double | JPY21,150 (per person) |
JPY13,150 (per person) |
JPY13,150 (per person) |
JPY13,150 (per person) |
JPY13,150 (per person) |
||
| Deluxe Terrace Twin | Single | JPY63,050 (per person) |
JPY34,250 (per person) |
JPY34,250 (per person) |
JPY34,250 (per person) |
JPY34,250 (per person) |
|
| Double | JPY33,350 (per person) |
JPY18,950 (per person) |
JPY18,950 (per person) |
JPY18,950 (per person) |
JPY18,950 (per person) |
||
| Prince Cottage F | 3 people | JPY28,000 (per person) |
JPY14,600 (per person) |
JPY14,600 (per person) |
JPY14,600 (per person) |
JPY14,600 (per person) |
|
| 4 people | JPY21,900 (per person) |
JPY11,800 (per person) |
JPY11,800 (per person) |
JPY11,800 (per person) |
JPY11,800 (per person) |
||
| 5 people | JPY18,200 (per person) |
JPY10,200 (per person) |
JPY10,200 (per person) |
JPY10,200 (per person) |
JPY10,200 (per person) |
||
| 6 people | JPY15,700 (per person) |
JPY9,000 (per person) |
JPY9,000 (per person) |
JPY9,000 (per person) |
JPY9,000 (per person) |
||
| 7 people | JPY14,600 (per person) |
JPY8,600 (per person) |
JPY8,600 (per person) |
JPY8,600 (per person) |
JPY8,600 (per person) |
||
| 8 people | JPY14,600 (per person) |
JPY8,600 (per person) |
JPY8,600 (per person) |
JPY8,600 (per person) |
JPY8,600 (per person) |
||
| The Prince Karuizawa | Garden Twin | Single | JPY45,350 (per person) |
JPY25,850 (per person) |
JPY25,850 (per person) |
JPY25,850 (per person) |
JPY25,850 (per person) |
| Double | JPY24,950 (per person) |
JPY15,250 (per person) |
JPY15,250 (per person) |
JPY15,250 (per person) |
JPY15,250 (per person) |
||
| Superior Twin | Single | JPY45,350 (per person) |
JPY25,850 (per person) |
JPY25,850 (per person) |
JPY25,850 (per person) |
JPY25,850 (per person) |
|
| Double | JPY24,950 (per person) |
JPY15,250 (per person) |
JPY15,250 (per person) |
JPY15,250 (per person) |
JPY15,250 (per person) |
||
| Executive Twin | Single | JPY53,050 (per person) |
JPY29,850 (per person) |
JPY29,850 (per person) |
JPY29,850 (per person) |
JPY29,850 (per person) |
|
| Double | JPY28,850 (per person) |
JPY17,250 (per person) |
JPY17,250 (per person) |
JPY17,250 (per person) |
JPY17,250 (per person) |
||
Accommodation NOTE:
- All prices above are per person / per night, including breakfast, service charge and consumption tax. (10%, bathing tax*)
- Participants staying other than Prince Cottage F can use the Hot-Spring for free.
* Bathing tax is not included in the price for Prince Cottage F.
Hot-Spring is available with the below additional fee. For more information, please confirm at the hotel.
Price: Adults JPY 2,000 per use / Children (ages 3-11) JPY 1,850 per use.
Final reception: 7:00P.M. - Services not included in the price: charges and expenses other than those specified in article 1, such as personal expenses (e.g., laundry, telephone, additional meals, drinks, etc.), travel and accommodation costs to and from the above hotels and ITRC2025 Registration fee.
* Any additional expenses incurred during your stay should be settled individually with the hotel by cash or credit card. - Room equipment: bathroom and toilet.
- The above prices are valid only during the period of ITRC2025 (July 12 (Sat) - 16 (Wed), 2025 [JST = UTC+9]).
- Hotel applications are made on a first come-first-serve basis. Please note that rooms may be sold out before the application deadline: 15:00 pm on Wednesday, May 21, 2025 [JST = UTC+9].
- Please notify KNT in advance if you expect to arrive at your hotel later than 22:00 [JST = UTC+9] to avoid cancellation of the application. If your arrival will be after working hours please contact the hotel directly.
*Working hours (Mon - Fri) 10:00-17:00 [JST = UTC+9] except national holidays)." - The total amount of room charge must be paid in advance to complete your hotel application. No reservation will be confirmed in the absence of the payment.
- Room availability is subject to change without prior notice.
Itinerary
| Day | Schedule | Itinerary Details | Meals |
|---|---|---|---|
| Day 1 | p.m. | Hotel check-in on your own (After 3:00 p.m.) ＜Overnight in Karuizawa＞ |
B：× L：× D：× |
| Last day | a.m. | Hotel check-out on your own (Karuizawa Prince Hotel West: Until 11:00 a.m.) (The Prince Karuizawa: Until 12:00 noon) |
B：〇 L：× D：× |
Please carry out check-in and check-out procedures by yourself.
[Icon Description]
Meals: ○--- with Meal / X --- No Meal
B---Breakfast / L---Lunch / D---Dinner
[Time Period Guideline]
All day --- 9:00 a.m. to 6:00 p.m. / a.m. --- 8:00 a.m. to 12:00 p.m. / p.m. --- 12:00 p.m. to 6:00 p.m.
Minimum Number of Participants
One Person
Meals（per night）
Breakfast: 1*, Lunch: 0, Dinner: 0
*For the number of days of stay.
Tour Escort
There is no tour escort.
Visa
Information will be provided around April.
Change/Cancellation/Refund Policy
- In the case of change or cancellation after the registration completed, please contact ITRC2025 Registration Desk by e-mail.
(itrc2025regi@or.knt.co.jp) - * The date and time of the change and cancellation will be based on the working hours (Mon – Fri 10:00-17:00 [JST = UTC+9] except national holidays). After working hours, cancellation will be made on the next working day, which may incur charges.
[Cancellation Policy for Registration Fee]
| No refund after payment completed |
[Cancellation Policy for Accommodation]
| Date of Cancellation | Cancellation Charge |
|---|---|
| Until 21 days prior to check in date | No charge |
| 20-8 days prior to check in date | 20% of the accommodation fee |
| 7-2 days prior to check in date | 30% of the accommodation fee |
| One day prior to check in date | 40% of the accommodation fee |
| On the day of check in date (before hotel's check- in time) | 50% of the accommodation fee |
| On the day of check in date (after hotel's check- in time) or Cancellation without notice (No-show) | 100% of the accommodation fee (No refund) |
Refund
- * Refunds will be made during or after the ITRC2025.
- * If a refund occurs, refund will be made to the same credit card.
- * Due to the system setting, only full-amount refund is available. If any partial refund should be made for change / cancellation, the ITRC2025 Registration Desk will first make a full-amount refund to the credit card used and charge the updated fee(s) (if any), and/or cancellation penalty.
Payment Method
- * Payment must be made in Japanese Yen (JPY) by credit card by the deadlines specified as below.
[JST = UTC+9]
| 【Early Bird】 Registration | 12:00 noon on Wednesday, April 23, 2025 (JST) |
|---|---|
| 【Regular】 Registration | 17:00 pm on Thursday, July 10, 2025 (JST) |
| 【On-site】 Registration | 14:00 pm on Wednesday, July 16, 2025 (JST) |
- * No reservation will be confirmed in the absence of the payment.
- * The payment fee is a high amount, so we recommend that you contact your credit card company in advance.
- * Checks and cash are not accepted
（VISA、Mastercard、AMEX or JCB only） - * Please use a credit card that is valid at least until October, 2025.
- * The payee should be listed as “Kinki Nippon Tourist Co., Ltd.” in your credit card statement. However, the payee name might be slightly different depending on the card company.
- * Credit card transactions might be recorded on your credit card statement about two to three months later due to system matter.
Agreement on Special Considerations or Arrangements*
- * Depending on your circumstances, special considerations or arrangements not included in the initial plan may be required. (Participants with health issues, Participants using wheelchairs or other equipment, Participants with physical or mental disabilities, Participants who are pregnant or participants who may be pregnant and others who require special consideration.)
- * If we are unable to arrange the requested measures from the participant, we may decline the application for the travel contract or cancel the travel contract. In addition, the costs required for any special measures taken by our company on behalf of the customer, based on the customer's request, will generally be borne by the customer.
- * To determine whether the customer can participate in the trip, we will inquire about the condition and degree of the customer’s disability that requires special consideration (sensitive personal information). The information provided will also be shared with the necessary transportation and accommodation providers (such as airlines, hotels, etc.).
After reading the above, please answer the following.
Do any of the participants require special consideration?*