Welcome to the comprehensive Exhibitor Manual and Frequently Asked Questions (FAQs) for Humanoids Summit 2026 in Tokyo. 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 contact our preferred supplier, AAA Communications (yu.endo@aaa-com.net).

Booth Layout Guidelines and Maximum Height

Exhibitors FAQs

  • AAA Communications is a full service exhibition supplier. Contact Yu Endo (yu.endo@aaa-com.net) for inquiries.

  • Move-In Date:

    • Wed, May 27: 2:00 PM — 9:00 PM

    • Thurs, May 28: 7:00 AM — 8:30 AM

    (All booths must be fully setup by 8:30 AM)

    Move-Out Date: 

    • Fri, May 29: 5:00 PM — 9:00 PM

    (All teardown must be completed by 9:00 PM)

    Exhibit Hall Hours:

    • May 28: 8:30 AM — 5:00 PM

    • May 29: 8:30 AM — 5:00 PM

    Conference Hall Hours:

    • May 28: 8:00 AM — 5:00 PM

    • May 29: 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 an email communication when exhibitor booth staff registration opens. For additional registrations please contact the planning team (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).

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

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

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

TRAVEL & LOGISTICS

  • The summit will be held at the Takanawa Gateway Convention Center, located at 2-21-2 Takanawa, Minato-ku, Tokyo 108-0074, Japan.

  • Yes, there are parking garages next to the venue. Times Parking Lot on B1F, both P1 NORTH and P2 SOUTH parking lots are equal distance to the venue. You can find more information here: https://www.takanawagateway-city.com/en/access/

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

  • We don’t have corporate accommodation arrangements, but there are many options near the venue. We recommend searching on your preferred booking platform to find something that suits your needs.

ADDITIONAL BOOTH Guidelines

  • An email will be sent 6-8 weeks prior to the event with your booth assignment. Booth number will be assigned in your Whova Exhibitor profile. You can find your exhibit booth location by viewing the Humanoids Summit Tokyo 2026 Floor Plan.

  • Exhibitors may not drill, mount, or print on booth panels, as these serve as shared partitions that define each booth's footprint. To customize your space, you're welcome to use light hanging displays or work with your own vendor. You may also contact our preferred supplier, AAA Communications (yu.endo@aaa-com.net), for custom booth design options.

  • The exhibit hall is carpeted at Takanawa Gateway. Additional carpeting can be ordered through the exhibitor service company if you wish to differentiate yourself in your booth. Please contact the supplier, AAA communications (yu.endo@aaa-com.net).

  • Yes, WiFi will be available throughout the conference hall.

  • 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 should always remain clear.

  • Full shipping instructions for booth materials — including deadlines, accepted carriers, and delivery guidelines required by the venue — can be found on our Shipping & Delivery Instructions page.

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 (May 28th). The reception will have drinks and light snacks.

  • The VIP Reception takes place on Day 1, May 28th, at the Takanawa Gateway Convention Center from 5:30pm-8:00pm. The exact location within the venue will be shared on-site.

  • 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 area. 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?

A standard single exhibit space includes an 8’ x 8’ (D2400mm x W2400mm) area with blank white panels. One (1) 2’ x 6’ x 3’ (D600mm x W1800mm x H720mm) table, and two (2) chairs (additional chairs can be requested). A blank booth space allows you to customize your display and exhibit space. Larger booths, for example, an 8x16, are two standard booths combined.

A company name panel and logo display will also be provided to easily locate your booth.

Perimeter (linear) Booths:

  • Maximum height: 10’ (3048mm)

  • 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 3’ (900mm).

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

Island Booths:

  • Maximum height: 10’ (3048mm)

  • Island booths are exposed on all four sides and typically measure 16’ x 16’ or larger. You can fully use the cubic content of your space without obstructing the view of other booths.

Split Island Booths:

  • Maximum height: 10’ (3048mm)

  • Split island booths share a back wall with another exhibitor.

  • Exception: Double sided signage must be set back at least 8’ (2400mm) from neighboring booths to prevent visual obstruction.

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

Furnishings and rentals can be ordered through an exhibition supplier of your choosing or through our preferred supplier, AAA Communications (yu.endo@aaa-com.net). 

Here are the order deadlines with AAA Communications:

  1. Full customization of booth design and setup: Apr 13 (If you are entrusting AAA with entire booth design)

  2. To create signage designs, panels, and printing: Apr 30 (If you are requesting production of signage design, panels, and printed materials)

  3. Rentals (e.g. counter, high chairs, monitor display): Apr 30 (If you are requesting rentals from AAA)

  4. Pre-designed signage from exhibitor for printing: May 11 (If you submit your own design for AAA printing. AAA will install panels)

SHIPPING BOOTH MATERIALS INFO

Sagawa Express Co., Ltd.

Japan Post Co., Ltd.

Seino Transportation Co., Ltd.

Fukuyama Transport Co., Ltd.

Meitetsu NX Transport Co., Ltd.

Tonami Transport Co., Ltd.

AB Express Co., Ltd.

How do I order electricity?

You should have ordered electricity at the time of signing your Exhibitor/Sponsorship Agreement. Electricity is provided at an additional fee of $350 per 8x8 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 before the event. Requests/changes submitted within 2 weeks prior to the event are subject to event organizer approval and venue availability.

Where do I find the shipping information for booth materials?

Advance Shipping Window: May 20th to 27th, 2026

• Hours: 10:00 AM to 5:00 PM

Final Shipping Deadline: All shipments must arrive no later than May 27th, 2026, by 5:00 PM

Important Note: Below is a list of delivery companies partnered with Takanawa Gateway, no prior permit application is required when using these service companies. Pre-delivered items will incur a storage fee. Up to three items are free; from the fourth item, a fee of ¥500 (excluding tax) per item applies. If shipment is delivered on May 27th, no fee will be charged. If not using the delivery companies listed below, items cannot be delivered in advance, and the shipping company must deliver items directly to the designated room using the delivery route, requiring prior vehicle registration. 

Return Shipping: Shipping providers Yamato or Sagawa Express using a collect-on-delivery shipping label do not need to request pickup. Gather everything in one place, and the venue will arrange for pickup the next day. For all other couriers, exhibitors are responsible for arranging pickup.

 Here is the list of Takanawa Gateway Delivery Partners.

Kakutetsu Golden Air Co., Ltd.

Kintetsu Logistics Systems Co., Ltd.

ASKUL LOGIST Co., Ltd.

Federal Express Japan LLC

OCS Express Co., Ltd.

Seino Super Express Co., Ltd.

Daiichi Cargo Co., Ltd.

Full shipping instructions, address, and label format can be found on the Shipping & Delivery Instructions Page.

SBS Ricoh Logistics Co., Ltd.

LogiQuest Co., Ltd.

Eco-Hai Co., Ltd.

Niigata Transport Co., Ltd.

DHL Japan Co., Ltd.

UPS Japan Co., Ltd.

SBS Sokuhai Support Co., Ltd.