Dear ICRC2023 participants,

We hope this message finds you in good health and high spirits. We are looking forward to hosting you at the 38th International Cosmic Ray Conference scheduled from July 26th to August 3rd at Toyoda Auditorium, Nagoya University. The ICRC2023 will be the largest number of 1500+ contributions and 1100+ onsite participants in history.

This communication aims to provide you with essential logistical information to facilitate your participation. Please read this information carefully as it contains important details about the conference venue, lunch-box reservations, diversity session, social events and important dates.

We kindly request your inputs for following inquiry for ICRC2023 logistics ahead of time to assist the LOC team in providing the best service possible.

Conference Venue

Details of the venue are available on our website.

Conference Lunch Box Reservations

We strongly recommend you to use our conference lunch box reservation service. We cater to various menus, including Halal and vegetarian options. Reserve your lunches in advance by visiting the provided link below no later than July 10th. Lunch boxes will be served at Nanbu-Shokudo by 5 min. walk from Toyoda Auditorium.

Campus cafeterias are very limited, cash-only, and can be crowded. Nearby off-campus dining options are available, but sparse and a considerable walk away. Considering the busy conference schedule and the high summer temperatures, off-campus dining may be impractical.

There is a restaurant on the 2nd floor of Toyoda Auditorium. It is open to the public, and 30 seats are reserved for the conference attendance. Cash and mobile payment are available.

Special Session on “Diversity”, July 28th lunch time

A special session on “Diversity” is planned during the lunch time of July 28th 11:50-12:50 at Toyoda Auditorium Symposion hall, located in front of Main Hall. ​​The session promotes diversity and inclusion in the astroparticle community, featuring a presentation by Professor Hiromi Yokoyama, Deputy Director of the Kavli IPMU at the University of Tokyo. Prior to the event, enjoy a complimentary light lunch. Limited seating available (200 max). Secure your spot by completing the registration form by visiting the provided link below at your earliest convenience. If you have registered for the Diversity Lunch Time Session, we kindly request that you refrain from doubly reserving a conference lunch box for July 28th.

Social Events

The reception party for the ICRC2023 will be held on Wednesday, July 26th at the Hilton Nagoya, from 17:00 to 19:00. Finger foods will be provided with drinks free of charge. The reception desk will also be opened at the same place from 16:00.

The conference banquet will be held on Tuesday, August 1st at the Hilton Nagoya, from 19:30 to 22:30. The banquet fee is already paid by applicants apart from conference fee. Memorable events and attractions are also planned.

Conference Platform

Conference platform where participants can upload / get access to the conference program, slides, session recordings, online-poster material, etc. It will open on July 3rd.

Presentation Information

Guidelines for the proceedings papers, poster presentations and oral presentations are summarized on our website. Please visit the provided link below.

Proceedings papers must be submitted through the PoS webpage no later than July 18th. Detailed instruction of the submission will be provided soon.

Important Dates

  • June 16 : Preliminary Program to be Announced to Presenters
  • July 3 : Conference platform CONFIT is opened
  • July 10 : Deadline for Conference lunch box reservation
  • July 18 : Proceedings Deadline (preliminary)
  • July 26–August 3 : Conference
  • August 10 : Proceedings Deadline (final)

We look forward to welcoming you in July.

Best Regards,

Shoichi Ogio for the ICRC2023 Local Organizing Committee