Basic information
Date: September 21, 2025 - October 4, 2025 (detailed programme to be announced closer to the date)
Location: Okinawa Institute of Science and Technology (OIST) - OIST Seaside House (Onna Village, Okinawa, Japan)
Accommodation: Twin-share rooms at OIST Seaside House (Onna Village, Okinawa, Japan)
Registration Fee: 80,000 JPY (approx. 495 EUR / 510 USD), including twin-share ensuite accommodation and meals
Structure: The school will feature lectures in English by leading Japanese and international experts, providing a foundation in the area. These will be complemented by accessible short talks on cutting-edge research problems, offering students a broad perspective on various topics.
Requirements: All participants are required to present a poster based on their current research.
Confirmed Lecturers and Short Talks Speakers:
- Djeylan Aktas, Institute of Physics, Slovak Academy of Sciences (Slovakia)
- Johannes Borregaard, Harvard University (USA)
- Mina Doosti, The University of Edinburgh (Scotland)
- Artur Ekert, OIST Graduate University (Japan)
- William John Munro, OIST Graduate University (Japan)
- Shota Nagayama, Keio University (Japan)
- Valentina Parigi, Sorbonne University (France)
- Mary Jacquiline Romero, University of Queensland (Australia)
- Akihito Soeda, National Institute of Informatics (Japan)
- Rod Van Meter, Keio University (Japan)
- Takashi Yamamoto, Osaka University (Japan)
Important Dates - to be confirmed
- Application Open: 3 February 2025
- Application Deadline: 31 May 2025 (any time zone)
- Deadline for Reference Letters: 7 June 2024
- Notification of Application Results: from late June 2025
- Participants arrive on Okinawa: 21 September 2025 *Check-in after 3PM
- Participants depart Okinawa: 4 October 2025 *Check-out by 10AM
Organizers:
- Artur Ekert, Okinawa Institute of Science and Technology Graduate University (OIST)
- David Elkouss, Okinawa Institute of Science and Technology Graduate University (OIST)
- Kae Nemoto, Okinawa Institute of Science and Technology Graduate University (OIST)
Contact & FAQ
Secretariat
- Email: osp2025 [at] oist.jp
- Mail: 1919-1 Tancha, Onna-son, Okinawa 904-0495 JAPAN
Workshop Venue
- OIST Seaside House (Onna Village, Okinawa, Japan)
Frequently Asked Questions
- Who can apply to OSP2025?
Undergraduate/ Msc/ PhD students and postdocs at universities or academic/ industrial institutes. Priority will be given to Msc and PhD students. - Is there any registration fee to participate in OSP2025?
Yes, there is 80,000JPY for registration fee that need to be paid after acceptance. OIST will cover your twin-share lodging and meals at Seaside House. All the participants are expected to arrive in Okinawa on Tuesday September 21st and depart from Okinawa on Friday October 3rd. We will provide you with twin-shared accommodation during this period and transport support on these arrival and departure dates. If you are a light-sleeper, we recommend you bring earplugs in case your room-mate snores! - What size should the poster be? Can posters be printed on-site?
Please note that we don't provide a poster printing service. Posters should be A0 size, portrait format.
Travel Information
FLIGHT AND ACCOMMODATION
A lot of international airlines fly to Japan and onwards to Okinawa. Some international airlines also fly directly to Okinawa from other airports in Asia. We only provide accommodation in shared twin rooms. Please note that if you want to arrange your own accommodation, you will also have to arrange your own daily transport.
CURRENCY EXCHANGE
Bureau de Change: Very limited currency exchange service available at Naha airport and none near OIST. Money exchange in your country or at major airports (Narita/Kansai/Nagoya) is strongly advised.
ATMs: ATMs for credit card cashing are available in Naha Airport or nearby post offices/ some convenience stores. Please be advised that some credit cards might not be accepted due to credit card policy.
CLIMATE
Average temperature around this time of the year is 25-30 Celsius. The weather in September will be hot and humid.
CLOTHES
OIST workshops are informal (no suit and tie required), so please feel free to dress casually and travel light.
ELECTRICITY
The AC outlet in Japan is 100 V and fits plugs with two parallel blades (Type A, similar to USA). Please check if the AC adapter of your laptop is compatible with Japanese style and bring a plug adapter or a voltage converter if necessary.
FACILITIES OF SEASIDE HOUSE
- Internet: WiFi available in public space. Wired LAN is available in guest rooms.
- Amenities: Shampoo and conditioner, body soap, hair dryer and room slippers.
- Laundry rooms: equipped with washer-dryers, detergent and ironing board sets.
- Phones: Public phone available in the lobby area. Calling card is required to make a domestic/international phone call. You may wish to purchase international calling cards at major airports as they are not provided at Seaside House. Some credit cards work by entering your credit card numbers and PIN code. Phone equipped in each guest room is for in-house calls only.
Code of Conduct for OIST Workshops
Purpose
To ensure that all participants have a clear understanding of the behavior that is expected of them.
Code of Conduct
We are committed to making our workshops (workshop(s) organized by OIST, hereinafter “our workshop(s)”) an inclusive space for sharing ideas and knowledge. We will not tolerate disrespectful communication, discrimination, harassment, or bullying in any form. As such, all participants attending our workshops are required to comply with this Code of Conduct. To provide all participants the opportunity to benefit from our workshops, we at OIST are dedicated to a positive, safe and harassment-free experience. Harassment in any form is specifically prohibited.
What is Harassment?
Harassment involves continued antisocial or unreasonable actions that violate a reasonable person’s personal rights and/or dignity and cause mental suffering, and thus worsen the person’s environment or make him/her anxious about participation. Behavior that is acceptable to one person may not be acceptable to another, so we ask that you use discretion to be sure that respect is communicated. Harassment intended in a joking manner nevertheless constitutes unacceptable behavior. Speech that is not welcomed or that is personally offensive, whether it is based on gender, age, sexual orientation, mental or physical disability, ethnicity, national origin, religion etc. will not be tolerated.
If you are being harassed, notice that someone else is being harassed, or have any other concerns, please bring this to the immediate attention of the organizers. If you wish to report an issue concerning the organizers, you can contact the Conference and Workshop Section directly and submit a confidential report by sending an email to workshop-codeofconduct@oist.jp (use the provided Report Form Template to submit your report. You can attach other type of files to the email if necessary).
All complaints will be taken seriously and responded to by the Dean of Research promptly. Confidentiality will be maintained to the extent that it does not compromise the rights of others. Individuals found in breach of this Code of Conduct will be dismissed from the workshop immediately. Retaliation for reporting harassment is also a violation of Code of Conduct, as is reporting an incident in bad faith.
