MM2012 Japan Application Package (new)
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Application Package
2
IFMSA-Japan and the MM2012 OC are
very motivated to hold March Meeting
2012, so we hope that you support our
candidature.
We welcome the IFMSA friends, and are
really looking forward to seeing you in
Japan, the land of hospitality. We
promise you it will be one of the most
unforgettable General Assemblies the
IFMSA has ever had.
Sincerely,
Motoko Kametani
President of Organizing Committee of
March Meeting 2012 Japan
Taiki Nabekura
President of IFMSA-Japan
After years of contribution to IFMSA, IFMSA-
Japan takes a big step forward and proudly
applies to host the March Meeting 2012 in
Japan. There are several reasons why Japan
is suitable for hosting the IFMSA March
Meeting 2012.
The first reason is that Japan is one of the
most fascinating countries blessed with
natural beauty, and with unique culture and
modern technology coexisting in harmony.
Japan has recently been attracting more
tourists from all over the world. Also, Japan is
one of the safest countries and we can
promise you a safe GA.
The second reason is our experience at the
international level. We have the great
experience of holding the Asia Pacific
Regional Meeting 2007 in Osaka, which was
very successful. Also, IFMSA-Japan has
constantly been sending delegates to IFMSA
GAs, and had 4 members in IFMSA Team of
Officials in our relatively short history.
Thirdly, there are strongly motivated OC
members with extensive experience in
managing and organizing events and we
have already been working hard to arrange
the March Meeting 2012 in Japan.
For the venue and accommodation, we
chose APA HOTEL & RESORT Tokyo Bay
Makuhari. It takes only 30 seconds to go to
the venue from the hotel. The hotel is
located in Makuhari area in Chiba
prefecture, which is near 2 international
airports. It is lovely venue and
accommodation so we are sure that you
can enjoy your stay in Japan.
Dear IFMSA friends,
It is a great honor and pleasure for us to
present our candidature for hosting the
61st IFMSA General Assembly March
Meeting 2012.
In 1961, the first Japanese medical student
joined the IFMSA General Assembly in
Israel. He was deeply impressed by strongly
motivated students from all over the world.
After coming back to Japan, he
established the Japan International
Medical Students’ Association (JIMSA), the
forerunner of the International Federation
of Medical Students’ Associations Japan
(IFMSA-Japan).
11 years ago, we had a structural
reformation to establish IFMSA-Japan,
aiming to show our commitment to the
international community of medical
students. Since then, IFMSA-Japan has
been active in various fields such as
student exchange, public health, human
rights and peace, medical education and
reproductive health both at the national
and the international level.
Now we are by far the largest nationwide
organization of Japanese medical students
with 51 local committees and still trying to
involve more students and medical
faculties for better representation of
medical students all over Japan.
Motivation letter
3
Invitation letters
Minister
Ministry of Health, Labour
and Welfare
4
President Japan Medical Association
5
Commissioner
Japan Tourism Agency Mayor
Chiba City
6
Venue
APA HOTEL & RESORT Tokyo Bay Makuhari is equipped with Tokyo Bay Makuhari Hall, which has the largest dining hall in Tokyo Bay Area.
The capacity of the main hall is maximum 3000 people (in the theater style) and it can be partitioned into up to 12 sections. The maximum capacity of each section is 180 people (in the theater style). The hotel also has a number of conference rooms, which can be used for SCO sessions, trainings, and theme events. The capacity of each room is 50 to 90people.
The most remarkable point is it takes only 10 seconds to the hall from the accommodation!
We have worked hard to find appropriate accommodation and venue for hosting the precious meeting in Japan.
We proudly announce that we made provisional contract with APA HOTEL & RESORT Tokyo Bay Makuhari located on the center of Chiba, which is near two international airports.
In addition, the hotel is 5 minutes’ walk from Kaihin
Makuhari station. Using a train, it takes 30 minutes to
the center of Tokyo, and 15 minutes to Tokyo Disney
Resort.
There are also various kinds of restaurants around
Kaihin Makuhari station.
Description of the facilities
7
APA HOTEL & RESORT Tokyo Bay Makuhari is the highest hotel building which stands 50 stories high designed by Kenzo Tange who is world-famous architect.
The guest room pavilion that fronts Tokyo Bay has 1001 rooms, all of which command ocean views.
Among those guest rooms, we have reserved 400 rooms for greeting 800 participants. Of course, there is free cable Internet access in all rooms.
As stated above, the hotel is very convenient in terms of transportation. It is 40 minutes away from Narita International Airport and 50 minutes away from Tokyo International Airport by car.
APA hotel has been working very hard to reduce conference CO2 emissions in order to conserve the environment.
We are confident that you can enjoy your stay in Japan!
Accommodation Other features:
-Large Public Bath
The entire 4th floor is a grand bath hall equipped with sauna and open-air bath. You can experience Japanese style spa and be refreshed.
-Convenience store
There is a convenience store in the hotel, which is open 24 hours a day. You can get most household goods, beverages, and snacks.
-Night view
You can enjoy fantastic night view from Sky Banquet on the 46th floor.
-Comics and internet café
There is a comics and Internet café on the 48th floor. There are 10,000 comics and various drinks. You can find there a lot of interesting Manga, one of the most unique cultures in Japan.
8
Makuhari, Chiba
Chiba is one of the closest cities to Tokyo, which takes about
40 minutes by train. And Chiba is home to one of the largest
convention facilities in the East. Chiba is the "town of flowers"
where you also can enjoy dining and shopping. Furthermore,
an outlet park and shopping center also welcome you.
The bay area Makuhari is located on 40 minutes away from
Narita Airport by bus.
This area can be enjoyed in a variety of ways: You can play
on the beach at Chiba Port Park and feel the atmosphere of
a port town at Chiba Port. In Inage-kaihin-koen Park, the
Aviation Memorial Park and the Floral Museum are open for
visiting, and you can also enjoy cycling with rented bicycles,
experiencing a yacht voyage at the public yacht harbor,
The are only a few of the activities in offer for this region,
there are many more. Furthermore, an outlet park, shopping
center, and large city hotel also welcome visitors.
-Narita-san Shinshoji Temple
The Nio gate, three-story
pagoda, and Shaka-do at
the temple have been
designated as important
cultural assets by the
national government. More
than 12 million people have
visited the temple annually.
Other highlights of Chiba
-Tokyo Disney resort
Tokyo Disney resort consists of Disneyland Park, Disney Sea Park, three hotels and a shopping complex. You can have fun, dine, shop, and much more at Tokyo Disney Resort.
Chiba city can provide special discount coupons to Tokyo Disney Resort (for use at Tokyo Disney Land and Tokyo Disney Sea) for participants of MM2012.
IFMSA 61st General Assembly
March Meeting 2012
9
For the theme of MM2012, the organizing committee
proposes Healthy Aging. This theme is chosen because
of its growing importance for all IFMSA members, as
future health professionals, in both the developed and
developing parts of the world.
Population Aging
The world is experiencing unprecedentedly rapid
population aging. This dynamic phenomenon is
affecting both developed and developing countries; as
it has already been a great challenge for the
developed world while 70% of all older people live in
low or middle-income countries. Although the
demographic trend varies in levels of intensity, patterns
and time frames, every country will face population
aging in the near future. Moreover, all of us will grow old
one day.
Population aging brings to society a necessity for
changes in social security systems, such as pension,
health care, and other social benefits. Health is one of
the major issues affecting aging population, as the
elderly people are more vulnerable to illnesses and
more likely to be marginalized in health care systems.
Why in MM2012 Japan?
Firstly, the population of Japan is aging faster than any
other country in the world. People aged 65 or older
accounted for 21 percent of the total population in
2005. The life expectancy rate is the highest in the world,
at 81.25 years of age as of 2006.
Secondly, it will have been 10 years since the United Nation’s
Second World Assembly on Aging, which was significant in
terms of policy making and planning action at a global level. It
will be a good opportunity for us to review what has been
done for the past decade. Also, the European Commission has
proposed that 2012 be designated as the “European Year for
Active Aging”. By having this theme in MM2012, the IFMSA can
work on this agenda through workshops and sessions, the
outcome of which can be worked on more by publishing
policy statements and working with different NGOs, or other
international institutions through the year.
Proposed topics regarding the theme
- Social security systems: pension,
health care, insurance
- Healthy lifestyle for better aging
- Longevity and advancement in
medicine and public health
- Sexual health of the elderly
- Aging population and low birth
rate
- Rehabilitation
- Intergenerational equity in health
care
- End-of-life care Image: Simon Howden
FreeDigitalPhotos.net
Theme proposal
10
Post GA
We will promise you amazing and unforgettable Post
GA.
Many places in Japan offer tourists an opportunity to
immerse in natural beauty while also pursuing historical
and cultural interests. We have 3 world natural
heritage sites and 11 world cultural heritage sites in
Japan.
Nature & Climate: March is one of the most beautiful
and comfortable seasons in Japan. In the northern
part of Japan, you will see snow. In the southern part,
the weather is mild and you will see many kinds of
beautiful flowers, the most famous one is cherry
blossom.
Culture: Japan has traditional and very unique culture
like Kabuki, Sado (tea ceremony). Not only traditional
one but Japanese youth culture like Manga (comics)
and Anime is also very popular. Through Post GA, we
will show you our amazing culture.
Pre GA & Post GA
Pre GA
We have selected the same accommodation and venue
for Pre GA. You don’t need to move by taking OC bus from
the Pre GA venue to GA. We believe that this will promote
a green GA.
As mentioned earlier, APA HOTEL & RESORT Tokyo Bay
Makuhari is ideal to hold international conferences as it has
a large number of rooms, is located very near to the well-
equipped venue, has easy access to the Central Tokyo
and two international airports, and also offers free internet
access in each room. Please refer to page 7 “Description of
the facilities”. Most important of all, after comparing all
kinds of options including universities and dormitories, we
found out staying in the same venue and hotel is the best
for our finance as well as the essential quality of the
conference.
We have already reserved 150 rooms to welcome 300
participants for Pre GA.
The participation fee for Pre GA will be maximum 170 euro.
Kaminarimon Gate Cherry blossoms and Mt. Fuji Shiretoko, world natural heritage site Kabuki
11
Finance
Maximum Budget
Revenue
Participation Fees
Early A&B 100 euro
C&D 180 euro
E&F 230 euro
Late A&B 295 euro
C&D 350 euro
E&F 400 euro
*NOT include TAF
200,000
Sponsorships & Support
Funds 132,390
TOTAL 332,390
Expenditure
Accommodation 106,770
Meals 78,230
Conference Venue 101,650
Ceremony & Party 21,350
Transportation during GA 4,450
Administration 16,230
Support for External
Speakers 2,670
Promotion 440
Logistics 530
TOTAL 332,390
Minimum Budget
Revenue
Participation Fees
Early A&B 100 euro
C&D 180 euro
E&F 230 euro
Late A&B 295 euro
C&D 350 euro
E&F 400 euro
*NOT include TAF
200,000
Sponsorships & Support
Funds 113,890
TOTAL 313,890
Expenditure
Accommodation 106,770
Meals 66,910
Conference Venue 101,650
Ceremony & Party 14,240
Transportation during GA 4,450
Administration 16,230
Support for External
Speakers 2,670
Promotion 440
Logistics 530
TOTAL 313,890
Current situation of fundraising
Our amazing fundraising team has worked
so hard in the past one year, searching for
any possible sponsorship opportunity. We
have already contacted government,
universities, companies, foundations and
other organizations such as Japan National
Tourism Organization, Chiba Convention
Bureau, Japan Medical Association,
Honda Motor Company, the Rotary
Foundation and so on. The result is very
positive, and many of them have agreed
to sponsor our event if we are successful
with our bid.
We have also identified the best option for
accommodation and venue, lightening
the fundraising burden without comprising
the best quality of the conference we will
provide. We have successfully obtained
about 1 million euro discount from the
hotel and the venue.
Each year IFMSA-Japan has a fundraising
team to raise money for our central
budget, projects and events, so we
believe our competence and experience
will ensure the target of fundraising of
MM2012 being met.
Pharma Free GA
We are sure that we will refrain from
getting money from pharmaceutical
companies and make MM2012 a pharma
free GA.
12
VISA information
In order to attend March Meeting 2012 in Japan,
you must apply for a short-term stay (A stay of up
to 90 days) visa.
Visas are issued in the Japanese embassy or
consulate in your country. Visas cannot be
obtained after arriving in Japan.
Application fees must be paid for the issuance of
visas. The fees are about 30 euro for a single-
entry visa. Fees are collected in the currency of
the country (territory) of which the Embassy /
Consulate General is located. Depending on
your nationality, fees may not be required or
may be a different amount.
The period required from the visa application to
the issuance of the visa is approximately 5
working days as long as there are no particular
problems with the content of the application, it
takes less time than this depending on the
Embassy / Consulate General and the purpose
of your travel.
If you are a citizen of one of the following
countries, you must obtain a visa:
Algeria, Armenia, Azerbaijan, Bahrain,
Bangladesh, Bolivia, Bosnia and Herzegovina,
Brazil, Burkina Faso, Burundi, China, Colombia,
Ecuador, Egypt, Ethiopia, Georgia, Ghana,
Grenada, Indonesia, Iran, Iraq, Jamaica, Jordan,
Kenya, Kuwait, Kyrgyzstan, Lebanon, Libya,
Mongolia, Montenegro, Mozambique, Nepal,
Nigeria, Oman, Pakistan, Palestine, Panama,
Peru, Philippines, Russian federation, Rwanda,
Saudi Arabia, Serbia, Sierra Leone, South Africa,
Thailand, United Arab Emirates, Uganda,
Venezuela
If you are a citizen of one of the following
countries, you don’t need a visa:
Argentina, Australia, Austria, Bulgaria, Canada,
Chile, Costa Rica, Croatia, Czech Republic,
Denmark, El Salvador, Estonia, Finland, The former
Yugoslav Republic of Macedonia France,
Germany, Greece, Hong Kong, Hungary, Iceland,
Israel, Italy, Korea, Latvia, Lithuania, Luxembourg,
Malta, Mexico, New Zealand, Norway, Poland,
Portugal, Romania, Slovakia, Slovenia, Spain,
Sweden, Switzerland, Taiwan, The Netherlands,
Tunisia, Turkey, United Kingdom, United States
Our concrete plans to make your visa application
process easier and smoother
Aside from the normal invitation letter in English for
all the delegates, we will provide another invitation
letter in Japanese for the delegates who need
visas as soon as their registration is confirmed by
their NMO Presidents. Such invitation letter,
according to the regulation of Japanese
government, will be very helpful and will definitely
smooth your visa application process.
The visa coordinator, our former NORE, will work
with you throughout the process to ensure all the
concerns regarding visa application can be
solved. Our experience from SCOPE and SCORE
has shown that very few students didn't obtain visas
with the support of IFMSA-Japan. In addition, the
Embassy or consulate of Japan which the
delegates will apply the visa from, will be informed
about the thorough information of MM2012 in
Japan by our Ministry of Foreign Affairs. We will
strive our best in order to achieve a high
representation of NMOs in MM2012.
13
There are no Japanese Embassy / Consulate General in
Armenia, Montenegro, Grenada, Burundi and Sierra Leone.
So the delegates who are from these countries need to
apply for visas in other countries.
Counties without
Embassy / Consulate General Apply for a visa in
Armenia Russian Federation
Montenegro Serbia
Grenada Trinidad and Tobago
Burundi Kenya
Sierra Leone Ghana
There are 3 ways to apply for a visa
(1) the visa applicant him/herself goes directly to the
Japanese Embassy / Consulate General
(2) the visa applicant writes a Letter of Proxy and get a
proxy to go to the Japanese Embassy / Consulate
General in his / her place
(3) the visa applicant uses an accredited travel agent
approved by the Japanese Embassy / Consulate
General
However, depending on the circumstances in your country
or region, there are cases that the documents should only
be submitted by the applicant him/herself going to the
Japanese Embassy/Consulate, or through an accredited
travel agent, or by mail.
For further information about visa, please visit the website of
Ministry of Foreign Affairs of Japan.
http://www.mofa.go.jp/j_info/visit/visa/index.html
Outline of the procedure
14
Japanese culture, design, and cuisine
inspire the world.
You will experience an exciting mix of tradition
and visionary modernity. Encounters with kabuki
and noh, kimono fittings, ikebana flower
arrangement, tea ceremonies and culinary
tradition are unforgettable experiences.
Temples and shrines with world heritage status
fascinate the visitor as do avant-garde
architecture, anime and manga culture.
When it comes to health and security Japan
is number one in the world.
Who would not feel safe in a country where
every year over 100 million yen worth of lost
property is returned to their owners? The
population owes their high life expectancy rate
to a very healthy cuisine. The hygiene standards
of hotels and public facilities are impressive.
Japan lures with great reachability
Hundreds of flight connections a day make
Japan easy to reach from all international
locations.
Visiting these websites, you can get further
information of two international airports in
Chiba.
Narita International Airport
http://www.narita-airport.jp/en/index.html
Tokyo International Airport
http://www.tokyo-airport-bldg.co.jp/en/
Attraction of
Japan
If you have any questions, please contact us!
Contact:
Organizing Committee President
Motoko Kametani
president@gainjapan.jp
IFMSA-Japan President
Taiki Nabekura
president@ifmsa.jp
Website:
To see our updates, please visit our Facebook page.
http://www.facebook.com/pages/MM-
2012Japan/169835089721242
Questions? We are ready to
welcome you!
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