At ISAPP’s 2026 annual meeting, we will bring together global experts from diverse fields to discuss the latest scientific topics. The typical model for our meetings is a by-invitation-only format including speakers and invited experts, industry member scientists and selected Students and Fellows Association members. To help control meeting costs, we reimburse speakers and invited experts in line with quoted airfare limits, and appreciate our guests’ efforts to be cost-conscious by booking flights in a timely manner (several months before travel) and booking on discount airlines when available.
Please review the details of our expense reimbursement policy for qualifying invited expert participants.
Registration
All participants must register here.
Accommodations
ISAPP will automatically book and fund the hotel nights required for meeting attendance (typically 3 nights, depending on travel logistics). Accommodation will be at a nearby hotel in Akasaka, Tokyo, around 10-15 minutes walk from the conference venue. We anticipate most participants will need to arrive on Monday 5th October and depart late afternoon/evening on Thursday 8th October. Additional hotel nights may be booked directly with the hotel by the participant. Cost of additional nights is the responsibility of the participant.
Meals
Meals during the conference will be provided by ISAPP. The cost of additional food or drinks beyond what is organized for the conference, including meals during travel, is the responsibility of the participant.
Travel
Basic travel support, including economy round-trip airfare or train travel from your home airport/train station (up to the quoted amount), is available to speakers and invited experts who participate in the entire ISAPP meeting and fulfill any stated requirements for meeting participation. Some participants with extended travel times may be eligible for increased reimbursement as determined by ISAPP quoting procedures. Further details follow for air and ground transportation.
Flights
For eligible invited participants, a personalized flight quote will be provided to confirm reimbursable costs to/from your destination airport. Once you have received your flight quote, please proceed with booking your flights. Invited experts are required in attendance for the meeting commencement at 8 am on Tuesday 6th October, until the meeting conclusion at 12 pm on Thursday 8th October. When considering your flight arrival and departure timing, please note the travel time of up to 1 hr between Haneda airport and the conference venue/hotel, and up to 2 hr for Narita airport. ISAPP advises that you complete your flight bookings as early as possible in order to avoid increased costs.
Domestic trains
For eligible invited participants who require train travel within Japan, ISAPP provides a reimbursement limit for return travel to Akasaka of USD$150. If you anticipate your travel costs will exceed this amount, please provide a quote to ISAPP for review in advance of purchasing. Once you have received confirmation, please proceed with booking your train tickets. Invited experts are required in attendance for the meeting commencement at 8 am on Tuesday 6th October, until the meeting conclusion at 12pm on Thursday 8th October.
To organize your travel, please contact Laura Tiernay at laura@isappscience.org.
Ground Transportation to/from airport and train stations
Train transportation is usually the most efficient and timely way to travel within Tokyo, avoiding frequent traffic congestion. Metropolitan train routes are well signed in Japanese and English, and routes can be easily planned utilising public transport route calculations within Google Maps or similar. ISAPP will reimburse the cost of ground transportation (train/taxi/rideshare services) to and from the meeting venue from the point of arrival into Tokyo (airport/domestic train station). Reimbursement for taxi/rideshare services is capped at USD$100. To keep costs and travel time under control for those arriving at Narita airport, it is recommended to take a fast train from Narita airport (Keisei Skyliner or Narita Express) to the Tokyo metropolitan area, and then proceed to the hotel via local train or private transport.
Please note: It is the responsibility of the traveler to determine if any travel visas/travel authorizations are required, or if there are any vaccinations/health requirements..
Expense Reimbursement
Travel (flight/train) quotations from ISAPP must be submitted after the meeting along with your receipt(s) for reimbursement. Reimbursement will only be provided after the meeting concludes. The reimbursable amount will not exceed the limit within the supplied quote. If the actual cost is less than the price quote, then the actual cost will be reimbursed.
Submission of travel expenses for reimbursement:
- Download and complete the Travel Expense Reimbursement Form and attach receipts.
- Expenses may be submitted at the conclusion of the meeting from 9th October and must be completed by 31st October 2026. Any claims submitted after this date will NOT be reimbursed.
- Any questions on travel reimbursement should be directed to Laura Tiernay at laura@isappscience.org
Non-reimbursable expenses include
- Costs for accompanying guests
- non-direct travel routings
- pre- or post-meeting activities
- additional nights’ accommodations or upgraded accommodations
- rental cars
- taxis or other privately booked transport from airport/train station to meeting venue/hotel exceeding USD$100
- any ground transport outside of direct return transport from the point of arrival into Tokyo to the meeting venue/hotel
- transportation/mileage to and from your departure airport
- parking at your departure airport
- any additional food or drinks outside the conference (including those incurred during travel)