For the attention of IROS2022 onsite participants

(Ver. 1.2 – October 9, 2022)

IMPORTANT: Depending on the COVID-19 situation and Japanese government regulations, this notice might change without a prior notice. Therefore, all on-site conference attendees are requested to make sure that they follow the latest version. In addition, be sure to check the “Health & Safety” page on the IROS2022 conference website!

COVID-19 Q&A for attending IROS2022 Onsite

The IROS2022 Stop COVID-Spread Countermeasure (SC2) Committee requests ALL ONSITE conference attendees including their accompanying persons, irrespective whether they are local or visiting from abroad, to strictly observe the following rules, so that all the participants can enjoy fruitful discussion with the minimum fear of infection.

Your action required. Please read below for more information.

1. Get a PCR or antigen test within 3 days before your first visit to the IROS2022 venue

All onsite attendees are required to take a one-time COVID-19 test within 3 days before their first visit to the conference venue (ICC Kyoto) and confirm the negative result using the Google Form given in Section 2 below. If you do not get a negative result for a PCR or antigen test before attending the IROS2022, you cannot enter the conference venue.

If you test COVID-19 positive, you cannot attend IROS2022 onsite. In addition, please cooperate with the active epidemiological investigations in accordance with Article 15 of the Act on the Prevention of Infectious Diseases and Medical Care for Patients with Infectious Diseases conducted by public health centers and other facilities with the help of local and/or national authorities. Your personal information will be notified to the public health center by a physician who diagnosed you with COVID-19. If you did rapid antigen testing at home or hotel and obtained a positive band on the kit, please stay where you are and contact the Kyoto Novel Coronavirus Medical Consultation Center for further instructions.

We request your kind cooperation to make the IROS2022 safer for everyone!

PCR/Antigen Testing at Airports in Japan

2. How and where to submit the COVID-19-negative test result?

Google Form

Only valid for registers via the JTB registration system who has a registration number.

For complimentary registration, please do not use this but the following Google Form:

Google Form for complimentary registration

Please submit your COVID-19 test result using the dedicated Google Form before your arrival at the conference venue. Through the form, please upload a photo of the COVID negative certificate or the antigen test kit that has tested negative. For antigen test kits, please upload a photo of the kit with your name and date (JST) written on a piece of paper over the kit so that the negative information on the kit is not obscured.

This action is required only once before your first visit to the conference venue.
A copy of your submission will be sent to the email address you will input to the Form. Please keep that email ready to show it to the staff at the registration desk.

Show the response email from the Google Form at the registration desk

When you submit your Covid negative result through the Google Form, you will receive a response email at the address you entered during the submission. Please show that response email to the staff right before you visit the registration desk (located in the Event Hall). If this will be your first visit to the venue, please enter the Event Hall only after showing the response email to the staff.

We will upload information on taking PCR or antigen tests in Kyoto, Narita International Airport, and Kansai International Airport on the IROS2022 website.

If you cannot take a PCR or antigen test, please send an email to sc2@iros2022.org at least one day before (24 hours) your first visit to the conference venue (ICC Kyoto).

Disclaimer: The data collected through this form will be kept strictly confidential and used only to support Stop-Covid efforts during IROS2022. This data will be deleted immediately after the conference is over.

3. Conditions mandating admission restriction to the conference venue

Please refrain from participating onsite if you meet any of the following conditions:

If your body temperature is 37.5 °C or above.
If you have Covid-like symptoms.
If you have been identified as a close-contact.
If you do not have a Covid-19 negative result taken within 3 days prior to the first visit to the conference venue.

4. Book single or double rooms for conference stay

It is advisable for attendees to book single or double rooms (for two people) during their stay in Kyoto rather than living together in large groups.

Requests to participants from Kyoto International Conference Center (ICC Kyoto):

Take your body temperature every day before leaving home or hotel.
Wear masks and observe the coughing etiquettes (e.g., cough under your elbow).
Thoroughly disinfect your hands and wash them regularly.
Refrain from participating if you meet any conditions mandating admission restriction.
Refrain from discarding masks on the conference venue.

If you are infected with COVID-19, please send a report email to

sc2(at)iros2022.org.

Flowchart of response to infection

Notice versions:

1.2 – October 07, 2022
1.1 – September 15, 2022
1.0 – August 23, 2022