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EAJS 2023

Ghent, Belgium 17-20 August 2023

EAJS2023 News
Welcome to EAJS2023 IN GHENT - here’s the where, what, when and how!

Dear EAJS2023 delegate,

This email aims to help you reach a sunny Ghent, one of Belgium’s oldest cities, and within it, the EAJS2023 reception desk situated in the Ground floor foyer, Boekentoren campus of Ghent University at Blandijnberg 2, from 17 August.

What to pack for Ghent

  • Your presentation files on a USB or other portable device (or just the USB stick, no files, if you’re planning to write it all on your trainride 😉)

  • Some cash in the local currency, euros (€) - You can exchange currency/money at the Western Union, at 27 Henegouwenstraat, open Monday to Saturday.=

  • If not from the EU, then plug adaptors for European standard electrical sockets

  • Your personal water bottle (please write your name on it for losing purposes) - Belgian tap water is drinkable

  • Rainwear, umbrella and sunscreen (to mix it up a bit)

  • Dancing outfit to blend in with all the other trendy delegates at Saturday night’s party (you’ll need to have booked a ticket)

  • What not to bring: Beer, waffles and chocolate (they have plenty)

Where to go and when?

The main conference venue is Ghent University at Blandijnberg 2, 9000 Ghent, Belgium.

If you arrive early and are around on the 15 and 16 August, you may wish to attend the EAJS2023: Workshop: Creating “ethical bodies” in health cultivation and medical texts in Lokaal  (Dutch for ‘room’) 6.60, 6th floor, in the main conference venue. Bear in mind, reception won’t be open yet so we can offer welcoming hugs, but no badges or printed programmes! You need to pre-register for the workshops here.

If you arrive on 15 August, please note that it is a public holiday (Assumption) so some shops and services may be closed or operating reduced hours.

If you arrive on Thursday 17 August with time to spare before the start of the day, go first to your hotel, leave your luggage, freshen up and then figure out the best way to reach the Ground floor foyer, Boekentoren campus of Ghent University. The Reception desk opens at 10:00 but is open all day until 17:00, so you have plenty of time (see Travel page for map and transport info). There is a Ghent guided tour at the start of the day: if you wish to join that please read here how to sign up, pay and where to go. The rest of the day’s events will take place at and around the conference venue - make sure to double-check the timetable for all times and locations. If your arrival time is closer to the beginning of the day’s events at 10:30, you may want to go straight to the location and head to reception after.

The opening ceremony and keynote lecture take place in the Aula Academica at 16:00, the welcome drinks reception takes place immediately after in the Peristylium and Foyer of the same building (not the main conference building).

If you arrive on Friday or later, please head to the main venue.

Most of the events and all of the panels will take place at Campus Boekentoren. For those in need of accessible campus maps, this is provided by the university with accessible routes marked on it. The ground floor will house the reception desk, the book exhibit (where publishers display their newest books), the cafeteria (where coffee, tea and lunch will be served) and the conference office for NomadIT (in Lokaal 0.5).

How to get to the venue?

Coming from the Gent Sint Pieters station to the university, you can take tram #1 headed for Gent Verlorenkost, which runs every 9 minutes (there are other public transport routes but they do take longer than walking). You should get off at Verlorenkost, there go 10-20 metres into the same direction and turn right going up Sint-Kwintensberg. The venue at the top of the hill, the nearest entrance is the side entrance. 

Alternatively, the venue is a 20-minute walk from the station and the route takes you through the lovely Citadelpark, see the detailed google maps directions here.

 

Conference team

There is a team of helpful volunteers, familiar with the programme, the venue and the surrounding area that you can turn to when in need of assistance. The volunteer team members can be identified by their t-shirts carrying the EAJS logo.

Reception desk hours

Ground floor foyer, Boekentoren campus of Ghent University at Blandijnberg 2.

  • Thu 17 August: 10:00-17:00 

  • Fri 18 August: 08:00-16:30

  • Sat 19 August: 08:00-16:30

  • Sun 20 August: 08:00-16:30

Conference office (NomadIT) hours

All financial arrangements must be dealt with in the Conference organisers' (NomadIT) office in room Lokaal 0.5, easily accessible from the Reception area.

  • Thu 17 August: 10:00-17:00 

  • Fri 18 August: 08:00-16:30

  • Sat 19 August: 08:00-16:30

  • Sun 20 August: 08:00-16:30

Once you've reached the Reception desk, the volunteers will check if you have registered and paid your conference and membership fees, and if all is in order, hand you your badge and your printed programme. You can then go on to enjoy the conference. 

If you are still to settle your fees - membership and conference.
Please try to pay your fees by card before the end of this week! If this is not possible, please bring what you owe in cash (EUR) to the Conference office when you arrive. 

Conference venues

The majority of events will take place in the Boekentoren campus of Ghent University at Blandijnberg 2. Refreshments and lunch will be served in the Ground Floor Cafeteria in this building, you will also find the book exhibit on the ground floor of this building. For those in need of accessible maps of the campus, this is provided by the university with accessible routes marked on it.

There are a number of events happening elsewhere on campus and beyond: 

The exhibition opening on 17 August - Kimono Today - takes place at Vandenhove Paviljoen, Ghent University, Rozier 1, not very far from the main venue. The opening ceremony and keynote lecture takes place at the Aula Academica, Ghent University, Volderstraat 9. The film programme takes place at Sint-Annaplein 63, 9000 Gent, a 12 minute walk from the main venue.

Conference party: 50th birthday of EAJS!

The party on the Saturday night (19 August) will start at 20:00 and be held in the historical location of the Old Fishmarket, right in front of the Gravensteen castle. We will start with a reception at which drinks and finger food will be served. Following the welcome address, the DJ will open the dance floor and drinks can be bought at the bar. 

The tickets sold out a long time ago, but as some colleagues will be keen to sell and others buy, NomadIT will be running a ticket exchange at their office (Lokaal 0.5) up until a few hours before the party.

The party venue is a 20-minute walk from Ghent University, or a 7-minute tram ride on tram #1 towards Wondelgem Industrieweg (12 minutes if you account for the walk to and from the tram stops!).

WiFi

Please use your Eduroam credentials, if you have them, as Eduroam wireless internet is available at Ghent University. If you do not have Eduroam credentials, you can use these details:

Gebruikersnaam/Login: guestEajs

Wachtwoord/Password: BAjRpmuw

Commentaar/Comment: EAJS

Printing

If you need to print your paper, boarding pass or other documents, or have to make photocopies, the closest print shop is this one, about 80 m away from the main building. For a small amount of printing (2 pages max), and on the Sunday when the shop is closed, NomadIT can print things for you in their office (Lokaal 0.5 next to reception) for 30 cents/page.

Certificates of attendance, receipts of payment

Some funding bodies and institutions require proof of attendance at an event from the delegate they have funded. We do not automatically print these for all delegates, since many do not require them and the papers are easily crumpled/lost on the homeward journey. Instead we will email each attending delegate a signed, headed PDF certificate stating their involvement in the conference (panels convened, papers presented) about 7-10 days after the event - once we’ve confirmed our attendance record is accurate. However each attending delegate can also download their certificate from the website’s login environment after the event is over. Click logged in, conferences, and then click on the "C" icon alongside your registration/paper/panel title. 

If such a PDF really is not acceptable to your administration, please come to the NomadIT office during a quieter moment to request a printed and pen-signed certificate, and we will be happy to supply one. Same goes for Receipts of payment.

Quiet room and working room

Lokaal -1.91 is the quiet room, meant for those who need to overcome anxiety, to meditate or simply sit in quiet contemplation. Please note that unfortunately this room will not be available on Friday 18 August from 11:00 to 12:30.
Please note - you cannot work on your computer in the Quiet room! 

Delegates who need to use the internet or do some work on a computer may use the Faculty library of Arts and Philosophy on weekdays; on Saturday and Sunday, Lokaal 1.92 will be available as a working room.

Parent and child room 

For feeding a baby or getting one to fall asleep, the EHBO room on the Ground floor of Boekentoren campus of Ghent University at Blandijnberg 2 will be available. The room has a sign that says: 05.03.100.036A. See below for some more information relating to childcare provision.

Those presenting

Presenting at conferences often creates stress for participants – we assure you that there is no need to be worried, as our volunteer team will be around to sort out the technology and NomadIT will be hovering over them to troubleshoot tricky tech. Please go to your panel rooms 15 minutes before the session starts, to transfer/download and check your files. 

Remember that this conference is hybrid, so all presenters are appearing in Zoom, albeit the f2f presenters will also be standing in front of an f2f audience. All slides/files must be screen-shared so that both online and f2f delegates can see your presentation.

Those convening/chairing

Please be a little early for the start of your panel as your colleagues will want to transfer their presentations and our volunteer team members will be ready to help start the session’s Zoom, and help colleagues transfer files to the room’s computer. (All presentations should be made using the computer in the room, not delegate computers.)

Strict time-keeping is crucial for any good panel/conference, and this is one of your responsibilities - please ensure each presenter gets their fair share of the time, and do not overrun into the breaks. In the interest of those who wish to listen to specific papers, please try to keep to the division of sessions/papers as indicated in the printed programme, even if there are further withdrawals. We have placed a laminated sheet in each room with some 'Guidelines' on chairing which we recommend reading.

Remember that this conference is hybrid, so all panels are taking place both f2f and in Zoom. Do not worry: our volunteer team will support you. Please read this guidance on running a hybrid panel, and ensure you are also familiar with the information on this page. Please treat online delegates with equal respect in your panels!

Timing of papers/sessions

Sessions are 90 minutes long with up to three papers per session, some fewer. It is up to the convenors of each panel or session to decide how much time they want for discussion, how long papers can be (we recommend not exceeding 20 minutes if there are three papers) and if they want papers or PowerPoints pre-circulated.

EAJS2023 Film programme

The EAJS2023 Film programme takes place in Sint-Annaplein 63, 9000 Gent, Belgium. The programme will be presented in hybrid format thus all of the films are accessible online via the website (to logged-in delegates) as well as in person at the conference. The theme of the programme is "Japanese Margins". You can find all details and film descriptions on the dedicated Film Programme page.

Events and meetings

We recommend reading through the conference timetable on the website already now, starring all events and meetings, as well as panels, that you wish to attend. You can do that by logging into the EAJS2023 from the Login link in the upper right corner and navigating to the timetable. Once you’ve starred your ‘event menu’ for the conference, use the star button in the filter menu to filter the day's view to show just the things you've starred! If you wish to add such items to your calendar, so as to get reminders, you can do that by using the blue calendar icons on the right side. 

Contact details

Making use of your portable device

Given that the printed programme may not include the latest changes (made this week and during the conference) please go to EAJS2023 panel pages on the website for the most recent, updated information.

For a quick reference as to when and where a particular panel or event is taking place (including how many sessions it has), always look at the Timetable. You can also see the date/times/location of any panel when viewing that panel page from the All panels view.

Conference news will be posted from EAJS Facebook and Twitter (@eajs_office) accounts - so make sure you like/follow those. The conference hashtag is #EAJS2023

Remember to have a look at the Visit Ghent website for a wealth of resources about the city and plan your travel, including their top 10 tips for activities in the city! 

Safe travels, see you soon!

Fondly,

Triinu, with Carlotta, Saskia, Kristjan, Sebastian and Rohan (EAJS2023 NomadIT team)
Travel Page>> Attending Online>>
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