Travel logistics for TQC 2024 in Okinawa, Japan

Beware phishing and scam emails! Invited speakers and committee members often receive scammy emails posing as conference organizers for travel booking. Please ignore all TQC travel emails that don’t come from squids.ch or oist.jp .

Applying for a travel visa for Japan

Before booking your flights, please check whether you need a visa or not here.

The earliest you can apply for a visa is three months in advance of your arrival. You should receive an answer within seven days (but we still encourage you to apply not too close to your arrival date). Please check the relevant document list for the application with the Japanese embassy in your country of residence.

If you need to fill out the “Invitation letter” form for your application, feel free to use this document, where we pre-filled some fields for you. Please add information in Relationship with visa applicant(s) field by listing your position and relation to the topic of quantum information/computing. You should also additionally attach the confirmation of registration which you will get in your email after completing the registration.

If you need any additional documents from our side to support your application, please don’t hesitate to contact us at tqc@squids.ch.

Travelling to the conference

Reaching Okinawa

There are direct flights to Naha airport in Okinawa (OKA) from Taipei, Seoul, and Hong Kong as well as all the major Japanese airports (NRT, HND, and KIX). These give European and Asian travelers a relatively large number of entry points into Okinawa. Those coming across the Pacific are a little less likely to use anything other than NRT, HND, or maybe KIX.

There are ferry services between Okinawa and other regional destinations.

From the airport to OIST

From the airport, a shuttle bus (1600 JPY) or a taxi (12000 JPY) reaches OIST and Onna Village in 1h. Follow the directions to the Conference Center in the OIST Main Campus.

By bus: Instructions.

By taxi: Instructions. Coordination with other participants will be possible through TQC 2024’s Discord server.

By car: Instructions.

See also Okinawa’s tourism information page for local transport options.

OIST Campus Map. Source: OIST.

Conference locations, hotels and restaurants

Hotels and accommodation

OIST is located near Onna Village, a resort town with a varied accommodation offering. Some hotel recommendations can be found on the map below. Information on conference discounts will be announced in January 2024. A small number of rooms in student accommodation will be distributed to participants in need.

Note that these are not necessarily the cheapest offers near the conference venue, just the ones that have agreements with OIST. We encourage you to widen your search if you have limited travel support from your institution.

Meals

Lunch will be provided in campus. Two evening events will provide food: the Industry Gala on Monday and the conference dinner on Wednesday.

Information on cafés, restaurants and shops in campus here.

Resources for participants with dietary restrictions:

  • Okinawa’s Vegetarian Guide Book. Includes a map of veggie-friendly venues and a guide you can take to restaurants to indicate dietary restrictions (e.g. plant-based, gluten-free, common allergies).
  • Is It Vegan Japan. Includes a good guide for shopping.
  • There will be an option at registration to note any dietary restrictions, and you will be catered to.

Student support

Applications for student support will open after the author notification for talks, at the end of April. TQC organizers will be able to offer:

  • Waiving of the conference fee for up to 30 students.
  • Accommodation in shared rooms for up to 26 students.
  • Additional travel support: TBA in April.

Priority will be given to students presenting a talk at the conference. The needs and means of individual institutions will be taken in consideration.

Poster printing

There are several printers in Okinawa where you can print a poster on fabric or paper. Instructions TBA.

Internet, SIM cards, power sockets, driving, and other logistics

Instructions on how to get a short-term SIM card here.

More information on Japan logistics and travel details here.

The excellent OIST Resource Centre has guides for Okinawa food and culture, babysitting services, emergency procedures, and everything else under the (rising) sun.