Welcome to the comprehensive Exhibitor Manual and Frequently Asked Questions (FAQs) for Humanoids Summit 2026 in Silicon Valley. This document will guide you through all essential details for exhibiting, including logistics, booth setup, teardown, and shipping information.

Please carefully review this manual to ensure a successful and seamless experience.

Important Note: The event organizing team does not handle booth setup, tear-down, construction, or design services. Exhibitors are responsible for coordinating these services directly with an exhibition supplier to ensure a smooth and professional presentation at the venue. Exhibitors contract and pay suppliers directly. All booth builds and installations must follow venue regulations and event guidelines. Please work with a vendor of your choosing or with our contracted supplier, COLT EXPO, Eric Payne (exhibitor@coltexpositions.com), +1-510-436-7500.

Booth Layout Guidelines and Maximum Height

Exhibitors FAQs

  • COLT EXPO is a full service exhibition supplier. Contact , Eric Payne (exhibitor@coltexpositions.com) or call 510-436-7500 for inquiries.

  • Move-In Date:

    • Mon, Nov 30: 6:00 PM — 10:00 PM

    • Tues, Dec 1: 7:00 AM — 8:00 AM

    All booths must be fully setup by 8:00 AM

    Move-Out Date: 

    • Wed, Dec 2: 5:00 PM — 10:00 PM

    All teardown must be completed by 10:00 PM

    Exhibit Hall Hours:

    • Dec 1: 8:00 AM — 5:00 PM

    • Dec 2: 8:00 AM — 5:00 PM

    Conference Hall Hours:

    • Dec 1: 8:00 AM — 5:00 PM

    • Dec 2: 8:00 AM — 5:00 PM

  • Exhibitors are only allowed access during the posted hours. We encourage all exhibitors to plan ahead to avoid the need for outside hours.

  • Yes, all exhibitor booths must be staffed and fully operational throughout exhibit hours.

  • You may have additional staff, such as receptionists, interpreters, or professional product demonstrators to assist at your booth, but they must have proper exhibitor badge identification.

  • Booth representatives must wear the official badge credentials provided by the Humanoids Summit. Other forms of identification will not be accepted if worn without the official show badge.

  • Food and drinks are allowed at your booth during the Humanoids Summit. Exhibit space must remain free of trash and tripping hazards.

  • Yes, security will be stationed at the Exhibit Hall during the event. However, Humanoids Summit, venue partners, and third-party contractors are not responsible for any loss or damage to exhibitor materials.

  • We strongly recommend obtaining an extension of your regular insurance policy to cover your equipment and goods while in transit and at the show. This precautionary measure is typically inexpensive and offers added peace of mind.

  • When you arrive onsite please follow signage to the registration desk. Present your QR code from the Whova app, and/or purchase receipt to the staff at the registration desk. They will check you in and provide you with your badge.

  • The Exhibitor’s main point of contact will receive a Whova email communication when exhibitor booth staff registration opens. For additional staff registrations please contact the planning team at support@humanoidssummit.com.

  • No, independent contractors need to register individually.

  • The registration/check-in hours will open at 8:00 AM on both days.

  • Badges must be worn at all times to gain admittance. No one will be allowed entry without proper badge identification.

  • 2,000+ attendees are expected at Tokyo Humanoids Summit 2026.

  • No, per Humanoids Summit policy we do not provide an attendee list. Sponsors and exhibitors are encouraged to utilize the lead capturing feature on the Whova App during the event.

  • You can contact/message conference participants using the Whova App.

  • Children the age of 12 and up are allowed at the summit and must be with an adult at all times and have a conference badge identification.

  • Yes. Exhibitors are included in several promotional opportunities:

    • Listing on the Humanoids Summit website

    • Visibility on the event platform and exhibitor directory

    • Potential social media features

    • Inclusion in event communications and newsletter

    Some sponsorship tiers include additional marketing exposure.

  • Yes. Exhibitors will receive a Marketing Toolkit that includes: Banners, logos, and official hashtags to promote your participation.

    The Humanoids Summit is a great place to introduce new technology. If you are planning a product launch, robot demonstration, or announcement, please let our team know so we can help amplify it through our marketing channels.

  • Yes. The Humanoids Summit attracts industry media, influencers, and experts. Exhibitors may receive visibility through: media coverage, social media highlights, or interviews conducted during the event (Some packages included additional exposure).

  • Lisa Her
    Executive Operations Lead
    E: lisah@humanoidssummit.com

    Jesica Chavez
    VP of Marketing
    E: jesicac@humanoidssummit.com

    Kamiru Taniguchi
    Japan Operations Lead
    E: kamiru@humanoidssummit.com

TRAVEL & LOGISTICS

  • The summit will be held at the San Mateo County Event Center (SMCEC), located at 1346 Saratoga Dr., San Mateo, CA, USA.

  • Yes, there is ample parking available at SMCEC for a flat rate of $20/day.

    There’s no re-entry and no EV charging stations onsite.

  • We recommend checking local transit options for the most convenient routes to SMCEC. Plan your trip in advance for smooth travel.

ADDITIONAL BOOTH Guidelines

  • A Whova confirmation email will be sent 4-6 weeks prior to the event with your booth assignment. The booth number will also be assigned in your Whova Exhibitor profile. You can find your exhibit booth location by viewing the Humanoids Summit Silicon Valley 2026 Floor Plan.

  • Booths are separated by fabric drapes on a pipe frame, not hard walls. Please don't pin, tape, staple, glue, or otherwise attach anything directly to the drapes, because they're shared with neighboring booths. To customize your space, you're welcome to:

    • Hang lightweight signage or banners from the top pipe using S-hooks, zip ties, or clips

    • Use freestanding displays, such as pop-up banners, retractable stands, or backdrops

    • Work with a vendor to build a custom booth design for your brand

  • The exhibit hall will be carpeted (red) at SMCEC. Additional carpeting can be ordered through an exhibition supplier if you wish to differentiate yourself in your booth.

  • Yes, WiFi will be available throughout the venue.

  • Yes, all lighting, fixtures, and trusses must stay within the boundaries of your booth space. Lighting should be directed inward, and it must not project onto other booths or aisles.

  • Potentially harmful lighting such as lasers or ultraviolet lights are not allowed.

  • Yes, but all specialized lighting should be in good taste, maintain a reasonable light level, and not interfere with neighboring booths or detract from the event's atmosphere.

  • Booths with performers or other demonstrations must ensure their space is large enough to accommodate the audience within the booth itself. The aisles must remain clear.

LEAD CAPTURE (WHOVA APP)

  • Lead capturing is a feature in the Whova app that allows exhibitors and sponsors to collect information from interested attendees during the event. It streamlines the process of gathering contact details and follow-up information, replacing traditional business card exchanges with digital data collection.

  • Yes, the Whova app allows exhibitors to scan physical business cards using their digital device's camera. The app will extract contact information automatically and save it to your leads list.

  • Exhibitors can export all captured leads as a CSV or Excel file. This file includes all contact information and any notes or qualifiers added during the event.

  • Exhibitors receive information that the attendee and event organizer have approved for sharing. This typically includes name, company, title, email, and any custom fields the event organizer has enabled.

  • Attendees can configure their privacy settings to control what information is shared when their badge is scanned or when they connect with exhibitors.

  • Exhibitors have access to their leads for up to 90 days after the event concludes.

VIP Access

  • VIP ticket holders receive exclusive access to the VIP Reception on Day 1 (Dec 1). The reception will have drinks, light snacks music, and ample time for networking.

  • The VIP Reception will take place on Day 1, Dec 1st, at the Redwood Hall (2 minute walk from the conference) from 5:30pm-8:00pm.

  • Your VIP status will be indicated on your Whova profile and conference badge. You will receive a colored lanyard to identify you as a VIP. Please ensure your badge is visible at all times.

  • The VIP Reception is an exclusive event open to VIP ticket holders only. Attendance is non-transferable and limited to those with valid VIP credentials.

“Follow our Social Media Channels to stay up to date”

To ensure fairness and visibility for all exhibitors, please adhere to the following booth height and layout guidelines.

Note: All decorations and products must stay within the boundaries of your assigned booth area. No display materials or items should extend into aisles or beyond the designated booth space. All booths will be provided in a blank configuration. Exhibitors will be responsible for hanging their own company logos and any additional display materials.

What is included with the booth space?

  • Booth space: A standard single space is 10’ x 10’ (3048mm x 3048mm) with pipe and drape footprint. A larger booth, such as a 10’ x 20’, is two standard booths together.

  • Table: One (1) 6’ x 30’’ (W1828mm x H915mm) table and cover.

  • Chairs: Two (2) chairs (additional chairs can be requested).

  • Fully carpeted exhibition floor.

  • High-speed WiFi access.

All booth items are optional. Don’t need the partitions, table, or chairs? Let the organizing team know by November 10th, and we’ll leave them out of your booth.

Linear (In-line) Booths:

  • Maximum height: 8’ (2438mm)

  • This height is allowed only along the back wall or in the rear half of the booth space. In the front half (within 5’ of the aisle), the height limit is 4’ (1219mm).

  • These booths are arranged in a straight line with neighboring exhibitors on either side, leaving only one side (front) open to the aisle.

Corner Booths:

  • Maximum height: 8’ (2438mm)

  • Same height restrictions as linear booths, with 8’ allowed along the back and 4’ in the front.

  • Corner booths are located at the end of a series of in-line booths giving exposure to two aisles (front and side).

Perimeter Booths:

  • Maximum height: 12’ (3657mm)

  • Located along the outside walls of the exhibit hall, a taller height is permitted for back walls, up to 12’.

  • Front-half height restriction of 4’ still applies for visibility to neighboring booths.

Island Booths:

  • Maximum height: 12’ (3657mm)

  • Island booths are exposed on all four sides and typically measure 20’ x 20’ or larger. You can fully use the cubic content of your space without obstructing the view of other booths.

Split Island Booths:

  • Maximum height: 8’ (2438mm) along shared boundary wall

  • Booths share a back wall with another exhibitor and are exposed to aisles on three sides.

  • Exception: Double sided signage must be set back at least 5’ (1524mm) to prevent visual obstruction.

How do we order furnishing, rentals, and other items for our booth?

Furnishings and rentals can be ordered through our contracted supplier COLT EXPO, Eric Payne (exhibitor@coltexpositions.com) or call +1-510-436-7500.

Order deadlines:

  1. Full customization of booth design and setup: Oct 29th (If you are entrusting Colt Expo with entire booth design.)

  2. To create signage designs, panels, and printing: Oct 29th (If you are requesting production of signage design, panels, and printed materials.)

  3. Pre-designed signage from exhibitor for printing: Nov 5th (If you submit your own design for Colt Expo printing. Colt Expo will install.)

  4. Rentals (e.g. counter, high chairs, monitor display): Nov 20th (If you are requesting in-stock rental items from Colt Expo.)

*Exhibitors electing a custom booth, designs, or printing are responsible for the full cost of the build.

SHIPPING BOOTH MATERIALS

Crowne Plaza by IHG Foster City

Book your group rate for Humanoids Summit Silicon Valley

  • 269.00 - 289.00 USD per night

  • Last day to book: Based on hotel availability

How do I order electricity?

You should have ordered electricity at the time of signing your Exhibitor or Sponsorship Agreement.

  • Electricity is provided at an additional fee of $300 per 10’ x 10’ booth.

  • Power (500W) will be supplied at the back of your booth. Exhibitors are advised to bring extension cords to distribute electricity as needed throughout their booth.

  • To request additional electricity, please contact support@humanoidssummit.com.

  • Requests or changes submitted within 2 weeks prior to the event are subject to event organizer approval and venue availability.

Where do I find the shipping & freight information for booth materials? COLT Expo can receive freight shipments at their warehouse ahead of the show and also supports outbound shipping. For the warehouse address, deadlines, and labeling instructions, contact Eric Payne (exhibitor@coltexpositions.com) or call +1-510-436-7500.

Advance Shipping Window: Oct 23rd to Nov 25th, 2026

• Hours: 7:30 AM to 3:00 PM

Final Shipping Deadline: All shipments must arrive no later than Nov 25th, 2026, by 5:00 PM

Return Shipping: Exhibitors shipping items after the event must provide their own shipping labels and schedule their own courier pickup..

ACCOMMODATION

Are there recommended hotels for the event?

The following hotels are offering discounted rates for event attendees. Book early for the best available rates. You’re also welcome to book any accommodation that suits your needs.

TownePlace Suites by Marriott San Mateo-Foster City

Book your group rate for Humanoids Summit Silicon Valley

  • 269.00 USD per night

  • Last day to book: Based on hotel availability

  • Cancellation policy: 48-Hours prior to arrival date

Reservations can also be made by calling toll-free line at (800) 257-3000.

Hilton Garden Inn San Mateo

Book your group rate for Humanoids Summit Silicon Valley

  • 287.00 USD per night

  • Last day to book: November 17th

Residence Inn SFO/San Mateo

Book your discounted rate

  • 254.00 - 317.00 USD per night

  • Last day to book: Based on hotel availability