EXHIBITOR MANUAL
Below you will find information and links that will prepare you for the TIDES Asia 2025. Please carefully read through each section below and let Ally Lear know if you have any questions.
KEY CONTACTS
Sales
Jennifer Wickett | +1-212-600-3452 | Jennifer.Wickett@informa.com
Michael Moriarty | + 1 212 600 3457 | Michael.Moriarty@informa.com
Operations
Ally Lear | +44 20 7660 7141 | Ally.Lear@Informa.com
DEADLINES
Company Logo and Profile - ASAP: Please send your high-resolution logo in EPS format for onsite signage to Ally.Lear@informa.com ASAP
Health & Safety Declaration - Monday 3rd February: Please click here for our Health and Safety guidelines and please sign page 17 & return.
Insurance Certificate - Monday 3rd February: Please email a copy of your company's insurance certificate for general/public liability.
Pass Registration - Monday 10th February: See the Pass Registration section below for further information
Deliveries - Date: Your packages can be delivered to the venue after:
Poster Submission Deadlines
Abstract Submission -
Digital PDF Submission -
If you are interested in presenting a poster, please get in touch with our team: LSposters@informa.com
*if you are submitting a poster, please note that sponsored companies can only present two posters maximum*
EXHBITION HALL SET UP & BREAKDOWN
For the Exhibition Hall Floorplan please click here.
SET UP
Wednesday 26th February: 10:30am - 1:30pm
Please note an Informa staff member will be there during these times.
If you'd like an alternative set-up time to be made available please make Ally Lear (Ally.Lear@Informa.com) aware of your preference.
EXHIBITION OPENING HOURS
Thursday 27th February: 7:30am - 6:20pm
Friday 28th February: 8:00am - 3:45pm
*** This may be subject to change. You will be sent final confirmed timings closer to the event.
Please arrive 10 minutes early to register for the event.
BREAKDOWN
Friday 28th February: 3:45pm - 5:00pm
Please note an Informa staff member will be there during these times.
If you'd like an alternative set-up time to be made available please make Ally Lear (Ally.Lear@Informa.com) aware of your preference.
YOUR STAND & DELIVERABLES
VENUE & SHIPPING
Earliest Delivery Date:
Latest Collection Date:
Please label ALL boxes clearly with the delivery information below, as well as your company name and booth number:
ATTN: Takuya Kasutani
TIDES ASIA: MIZUHO / [STAND NUMBER] and [COMPANY NAME]
The Westin Mikayo Kyoto
1 Awataguchi Kachocho, Higashiyama-ku
Kyoto, 605-0052
Japan
IMPORTANT NOTE: Neither the hotel or Informa should be listed as an importer for you boxes. Please arrange the delivery under the responsibility of the sender.
*Please be wary of taxes and customs in Japan. Please check your parcels at each stage of shipping to ensure they arrive on time*
YOUR STAND
Standard size booths will be set with:
- Booth size 3x2 space
- 1 standard table and 2 standard chairs
- Access to electricity
You will need to provide your own pop up booth/ display. Please ensure that you bring any adapters or extension leads that you require for your stand, Informa Connect will not be able to provide these onsite.
Please note: the exhibit area is carpeted and wifi will be available for all exhibitors
ACCOMODATION
The Westin Miyako Kyoto, Japan
Accommodation is not included in your package. All attendees are required to book their own accommodation individually. Please click here for further information and a reduced rate.
PASS REGISTRATION
Deadline to submit all passes: Monday 10th February
You are entitled to a certain number of complimentary registration passes per your agreement. If you are unsure how many passes you have used or what comes with your package, please contact Ally Lear at Ally.Lear@informa.com
Delegate passes are for the main conference with access to the Exhibit Hall and Conference sessions. Booth passes are for the Exhibit Hall only.
Complimentary Passes
The primary contact from each company will receive a unique link to access the Visit connect portal where you can register your complimentary Main Conference and Booth Staff passes for the in-person event. All in-person passes will be automatically registered for the virtual platform.
Instructions
- Click on your unique link; an access code will be sent to your email address. Only the primary contact's email address will be given access.
- Click TIDES Asia under the Events area.
- Click STAFF on the left-hand side navigation bar and register your complimentary passes
Please note:
- Speakers will automatically be registered, please do not use your Main Conference and Booth Staff passes to register speakers. The Speaker Coordinator -TBC will be contacting all speakers directly with further information about their participation.
Additional Passes
If you need to register for additional passes than what is in your contract please contact either:
Jennifer Wickett | Jennifer.Wickett@Informa.com
Michael Moriarty | Michael.Moriarty@informa.com
Share Your Attendance With Your Network – With one click of the link below, you can share with your network that you are sponsoring/exhibiting at the event and offer them a 10% discount code: Click Here.
EXHIBITING SUSTAINABLY
Sustainability is increasingly important to event attendees. Exhibiting at TIDES Asia gives you the opportunity to highlight your company’s sustainability credentials & align with an event that champions sustainability. To ensure that your company and exhibition stand are aligned with Informa’s sustainability goals:
- View the Exhibitor Checklist and Better Stands Framework here and consider the steps as you plan your event
- Ensure that your stand is compliant with Informa’s Better Stands programme framework - Please share this guidelines document with your stand contractor
Better Stands - Space Only Stands
Better Stands is an Informa wide programme aiming to ensure that all core elements of Space only exhibitor stands are reusable. Help us to reduce environmental impact by committing to the Better Stands programme framework and show that your company values being part of sustainable and socially responsible events.
What's in it for me?
- A better quality, more attractive & sustainable stand
- Opportunity to promote the sustainable credentials of your brand
- Smoother, more efficient build up and breakdown periods
- Lower work hours and reduced construction costs
- Reduce or eradicate your waste bill
What do I need to do?
- Familiarise yourself with the Better Stands framework
- Share the guidelines with your contractor before they begin designing your stand
- Ensure your stand reaches at least a bronze level, meaning the stand structure and walls, platform or raised flooring, furniture, equipment and lighting are all reused – Please demonstrate this in your risk assessment and method statement see above
- Ensure that the submitted stand design clearly communicates how you will meet the Better Stands guidelines
LEAD RETRIEVAL
Lead Retrieval will be available through Visit Connect to all exhibitors and sponsors at no extra charge.
Lead Retrieval Setup
This is done via the same portal as pass registration. Your main company contact can login to the dashboard and you will see the options "TEAM", "QUESTIONS" and "LEADS" on the left hand side:
- Team - register your colleagues attending the show and they will automatically be setup to scan badges onsite to create your leads.
- Questions - add an unlimited amount of qualifying questions for your leads
- Leads - this will show a comprehensive, real-time list of leads from your entire team onsite
These can be downloaded post-event as a .csv spreadsheet. You will receive an email 2 weeks before the show on how your team can access lead retrieval through their personal devices via the ConnectMe app.
Post Event
Our team will follow up post-event with a link to your ALCHEMY dashboard, showing a comprehensive list of your leads. Click here for more info on the ALCHEMY Dashboards
VIRTUAL SHOWCASE
The Virtual Showcase page allows you to connect directly with attendees, it's a place for you to display content such as videos, images, and documents.
Each hub can hold up to 3 videos and 10 documents. The attendee can also connect with you and your team on the booth, through video chat and the messenger function.
You can even host 1-1 meeting on your hub, simply arrange to meet your attendees at your hub in your Demo Room.
The Showcase can also be branded, the backdrop can be customized with your logo and company colors, every part of the booth is designed to fit your company as it would at a physical event.
Please find our Sponsor Guide for editing your Virtual Booth here.