Welcome to the comprehensive Exhibitor Manual and Frequently Asked Questions (FAQs) for Humanoids Summit 2026 in Seoul. 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 and approved supplier, IDO Planning, Lee (lyc0529@idoplanning.co.kr).

Booth Layout Guidelines and Maximum Height

Exhibitors FAQs

  • IDO Planning is a full service exhibition supplier. Contact Nick Jeong (nick@idoplanning.co.kr) for inquiries.

  • Move-In Date:

    • Mon, Sept 21: 7:00 PM — 11:00 PM

    • Tues, Sept 22: 7:00 AM — 8:30 AM

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

    Move-Out Date: 

    • Wed, Sept 23: 5:00 PM — 9:00 PM

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

    Exhibit Hall Hours:

    • Sept 22: 8:30 AM — 5:00 PM

    • Sept 23: 8:30 AM — 5:00 PM

    Conference Hall Hours:

    • Sept 22: 8:00 AM — 5:00 PM

    • Sept 23: 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 attendees 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 COEX Center, located at 513, Youngdong-daero, Gangnam-gu, Seoul, Korea.

  • Yes, there’s paid parking. For non-guests/visitors, the standard rate is KRW 6,000 per hour.

    There’s also electric vehicle (EV) charging stations available in the COEX basement parking lot.

  • We recommend checking local transit options for the most convenient routes to the COEX. 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. Your booth number will be assigned in your Whova Exhibitor profile. You can find your exhibit booth location by viewing the Humanoids Summit Seoul 2026 Floor Plan.

  • Exhibitors may not drill or mount on the booth panels as these serve as shared partitions that define each booth's footprint. To customize your space, you're welcome to print or use light hanging displays. You may work with your own vendor or contact our preferred exhibition supplier, IDO Planning (nick@idoplanning.co.kr), for custom booth design options.

  • The exhibit hall is not carpeted, however the booths will have grey carpeting installed. Additional carpeting can be ordered through the exhibition service company if you wish to differentiate yourself in your booth. Please contact the supplier, IDO Planning (nick@idoplanning.co.kr).

  • Yes, WiFi will be available throughout the event.

  • 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.

LEAD CAPTURE (WHOVA APP)

  • Lead capturing is a feature in the Whova app that allows exhibitors and sponsors to collect information from participating 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 (Sept 22). The reception will have drinks and light snacks.

  • The VIP Reception takes place on Day 1, Sept 22, at the COEX venue from 6:00pm-8:30pm. 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?

The standard booth package (including the standard booth structure, carpet, one table, and two chairs) is provided only to exhibitors using the standard booth. Exhibitors electing a custom booth or designs are responsible for the full cost of the booth build.

A standard single exhibit space includes an 8’ x 10’ (2000mm x 2800mm) area with blank panels. One (1) 2’ x 6’ x 3’ (W750mm x L1800mm x H730mm) 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 8’ x 20’, 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’ (2800mm)

  • This height is allowed along a wall or in the rear half of the booth space. In the front half (within 5’ of the aisle), the height limit is 3’ (1000mm).

  • 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’ (2800mm)

  • Island booths are exposed on all four sides and typically measure 16’ 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: 10’ (2800mm)

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

  • Exception: Double sided signage must be set back at least 8’ (2000mm) 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 our preferred and approved supplier, IDO Planning (nick@idoplanning.co.kr). 

Here are the order deadlines with IDO Planning:

  1. Full customization of booth design and setup: Sept 1st (If you are entrusting IDO with entire booth design)

  2. Rentals (e.g. counter, high chairs, monitor display): Sept 1st (If you are requesting rentals from IDO)

  3. To create signage designs, panels, and printing: Sept 4th (If you are requesting production of signage design, panels, and printed materials)

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

SHIPPING BOOTH MATERIALS INFORMATION

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 $300 per 8’ 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 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?

For domestic shipments, contact CJ Logistic (contact info). Please refer to international shipment instructions below.

Important Note: Do NOT ship directly to COEX under the venue's name, as shipment will be rejected and the venue cannot accept the delivery and pay duties on behalf of exhibiting companies. The Korean Thanksgiving Holiday (Chuseok) falls on September 24–25, 2026, immediately after the event. Strict adherence to deadlines is critical to avoid customs delays.

Return Shipping: Exhibitors are responsible for arranging pickup and return shipping.

Arrival Deadlines for International Shipments:

To avoid any delays in customs clearance, shipments must meet the following deadlines

  • LCL (Sea Freight via Busan Port): Arrive by September 10, 2026

  • FCL (Sea Freight via Busan Port): Arrive by September 13, 2026

  • Air Freight (to Incheon Airport - ICN): Arrive by September 13, 2026

  • Shipping Documents (Pre-Advice):

    • Sea Freight: Must be sent to Kemi-Lee at least 3 days prior to vessel arrival.

    • Air Freight: Must be sent prior to flight arrival.

Please refer to the attached files:

1) Shipping Instructions 2) Shipping Label 3) Consignee Template

International Shipments:

Kemi-Lee Co., Ltd.

www.kemi-lee.co.kr

Key Contacts:

International shipments for exhibitions are highly regulated in Korea. To ensure a seamless customs clearance and on-site delivery process, we have appointed an Official Freight Forwarder (Kemi-Lee), as they will handle everything from customs clearance to direct booth delivery.