Welcome to the Exhibitor Zone

The Exhibitor Zone is your checklist for a successful show. Open the tabs here to find all the forms, deadlines, documents and details you need, including experienced Kallman staff to help you every step of the way! Each Exhibitor Zone is unique to include specific information for each and every show, region and industry.

Venue
Tokyo Big Sight
Tokyo International Exhibition Center East Hall 7,8
Map | Venue Plan

 


Show Hours

 

Wed. 28 Nov

Thurs. 29 Nov

Fri. 30 Nov

Exhibitors

9:00am – 6:00pm

9:00am – 6:00pm

9:00am – 10:00pm

Trade Visitors

*10:00am Invitational Preview
11:00am – 5:00pm

10:00am – 5:00pm

10:00am – 5:00pm

 

 


Build-Up and Dismantle

Build-Up
Sunday, November 25 (Early move-in date)
12:00pm to 8:00pm (overtime available/with fee)
* Move-in is possible only for exhibitors with 90m2 or more.

Monday, November 26 - November 27*
9:00am to 8:00pm (overtime available/with fee)
* Nov. 27: Driving into the exhibition hall is not allowed

Dismantle
Friday, November 30
5:00pm – 10:00pm (Overtime available/with fee) * (Vehicle entry to hall is planned to start around 7:00pm)
Saturday, December 1
9:00am – 12:00pm

 

Safety Clothing
High visibility clothing or vest, helmet and covered footwear are not required for the build up and dismantle period. However, we do recommend taking precaution while onsite during build-up and dismantle with proper attire.

 


Parking Information
http://www.bigsight.jp/english/hotel/parking/
Permanent parking
□ Conference Tower Underground Parking Area 62 units
   8:00 to 22:00 hours
   ¥250/30min. maximum ¥2,000 / Day
□ East Underground Parking Area 191 units
   8:00 to 22:00 hours
   ¥250/30min. maximum ¥2,000 / Day

Temporary parking (limited by the exhibition situation)
□ East Outdoor Parking Area Maximum 1,932 units
   7:00 to 23:00 (Enter by 18:00)
   ¥250/30min. maximum ¥1,500 / Day
□ Ariake East Parking Area About 330 units
   8:00 to 23:00 (Enter by 18:00)
   ¥1,500 / Entry
□ Shinonome Parking Area About 460 units
   8:00 to 23:00 (Enter by 18:00)
   ¥1,500 / Entry
□ G1 Temporary Parking Area About 300 units
   8:00 to 23:00 (Enter by 18:00)
   ¥1,500 / Entry
□ Tekko-minami Temporary Parking Area About 110 units
   8:00 to 23:00 (Enter by 18:00)
   ¥1,400 / Entry
* Price of standard-sized car (Limited hours of the day).
* Please note that some car parks at Tokyo Big Sight may not be available on certain days.

 


Badge Information

For every 9sqm, companies will receive 5 Exhibitor Badges (maximum of 100) * The exhibitor requiring 101 or more exhibitor badges should contact the Management Office. Each exhibiting company will also receive one Exhibitor VIP badge, which will allow access to the VIP lounge. Badges can be picekd up at the Organizer and exhibition management office onsite, during move-in period of JA2018 TOKYO. The office is located in East hall 7, Tokyo Big Sight, from November 25th from 9:00am to 8:00pm.  Exhibitor Badges will be mailed directly to local Japan Offices ONLY by special request before October 19 to JA2018 TOKYO Office 

If you require additional badges, you may purchase them on the exhibitors’ website link here.

US1 - The Guide to USA Partnership Pavilion Visitors

As an exhibitor in the USA Partnership Pavilion, your company is entitled to a free listing in USA Partnership Pavilion Visitors Guide.

Deadline: October 10

Mandatory | All Exhibitors

 

US2 - Turnkey Stand Identification

Submission of this form will signify how your company name will appear on both your fascia and counter that are included in your turnkey package. Failure to complete this form, and we will revert to the company name listed on your contract.

Deadline: October 18

Mandatory | Turnkey Exhibitors

 

US3-E - Electrical, Lighting and AV Form

  • Additional Electrical outlets to give your presence more power.
  • Additional lighting to brighten and make your products shine.
  • Transformers to ensure your equipment will run without a glitch.
  • Audio visual equipment to attract — and hold! — more attention.

Deadline: October 10

Optional | Turnkey Exhibitors

 

US3-F Furniture and Accessories Form

  • Carpet color and padding upgrades for a more polished look and enhanced comfort.
  • Furniture upgrades to meet specifications for enhanced functionality such as group meetings, presentations and hospitality.

Preview furniture catalogue here!

Deadline: October 23

Optional | Turnkey Exhibitors

 

US3-G Graphics Form

  • “Seamless”/ full wall graphics
  • Full panel graphics
  • Posters
  • Custom sizes available upon request

Deadline: October 18

Optional | Turnkey Exhibitors

 

US4 - Space Only Stand Design Submission

As part of the USA Partnership Pavilion, we ask as a courtesy that a drawing or plan of the proposed booth installation be submitted for review. We want to ensure its overall cohesiveness with our design as well as identify any conflicting items that will disturb neighboring companies.

Deadline: October 10

Mandatory | Space Only Exhibitors

 

US5 - Onsite Contact Information

Opt in to receive notifications onsite. These may include emergency updates, reminders for program events, and/or schedule changes.

Deadline: November 16

Mandatory | All Exhibitors

 

US6 - Press Release & News Form

Submit your news for the USA Partnership Pavilion "Ask America" Preview Press Release. This service is provided free of charge to promote news only. Please do not submit marketing or promotion content. If your submission is not about something new, it will not be included. 

Deadline: October 31

Optional | All Exhibitors

 

Co-Exhibitor Form

This form is to be completed ONLY if you are hosting shared space for other companies or organizations on your stand.

Deadline: October 3

Mandatory | All Exhibitors (if hosting co-exhibitors)

 

US2 & US3 orders received after the deadline date will be subject to a 20% Late Fee.
For questions, comments & concerns, contact the Kallman Worldwide Japan Air Show Exhibitor Services Team.

Exhibitor Site
Exhibitor Manual (PDF)
*Please contact your Kallman Worldwide Exhibitor Services Specialist if you have not received your login details.

We encourage you to become familiar with the entire exhibitor manual, as there may be other services you need.  We strongly suggest that you review your Online Exhibitor Manual on a regular basis for updates.

Turnkey Exhibitors
September 21, 2018 | Online Catalogue Book (Web) | Mandatory
September 21, 2018 | Official Guidebook (Print) | Mandatory
October 19, 2018 | 17 Additional Exhibitor Pass and Contractor Pass | Optional
October 19, 2018 | 18 Invitation & Envelope Additional Order | Optional
October 26, 2018  | 13 Communication Line (Internet Connection) | Optional
November 2, 2018 | 21 Booth Cleaning Service | Optional* basic stand cleaning is included with your turnkey package.
November 16, 2018 | Bento Lunch Box Delivery Service | Optional

Space Only Exhibitors
September 21, 2018 | Online Catalogue Book (Web) | Mandatory
September 21, 2018 | Official Guidebook (Print) | Mandatory
October 5, 2018 EXTENDED! October 19 | 5 Booth Fitting Company | Mandatory
October 5, 2018 EXTENDED! October 19 | 6 Decorations and Exhibits Confirmation | Mandatory
October 5, 2018 EXTENDED! October 12 | 7 Fire & Hazardous Materials | Mandatory
October 5, 2018 EXTENDED! October 19 | 8 Electricity Supply | Mandatory
October 5, 2018 EXTENDED! October 19 | 9 Electric Lighting Equipment | Optional
October 5, 2018 EXTENDED! October 19 | 10 Move-in / Move-out Plan | Mandatory
October 5, 2018 EXTENDED! October 19 | 11 Floor Work | Optional
October 19, 2018 | 17 Additional Exhibitor Pass and Contractor Pass | Optional
October 19, 2018 | 18 Invitation & Envelope Additional Order | Optional
October 26, 2018  | 13 Communication Line (Internet Connection) | Optional
November 2, 2018 | 21 Booth Cleaning Service | Optional
November 16, 2018 | Bento Lunch Box Delivery Service | Optional

We offer a variety of graphic options to enhance your booth including posters, full panels, and "seamless" graphics. Below you will find reference documents to assist you in preparing your graphic order. In order to provide you the best possible service, please pay close attention to formats, sizes, file types, and deadlines. If you have any questions, please do not hesitate to contact your Kallman Worldwide Exhibitor Services Specialist. Clearing up any confusion pre-show will avoid costly errors onsite. After the deadline we cannot guarantee that the artwork will be installed for opening day of the show.


As the official freight forwarder of the USA Partnership Pavilion serving the tradeshow community for over 40 years, Kallman Worldwide, Inc. recommends TWI for all your shipping and freight forwarding needs.

Learn more at www.twigroup.com
Contact: Bryce Larkin | BLarkin@twigroup.com | +1-702-691-9014


Ready to ship your tradeshow materials???  Check out the below links for details and instructions.

TWI Shipping Instructions (PDF)

TWI Commercial Invoice (XLS)

*Please be aware that Kallman Worldwide is not responsible for any missing freight or packages. We strongly advise against using couriers such as FedEx or UPS that deliver straight to the venue as these small packages very often get lost at the venue.

For all inquiries regarding the events below, please contact Project Coordinator, Caitlin Berman.
If you're interested in sponsoring one of these events, please contact Mike Petrassi.


USA Partnership​ Pavilion Opening Ceremony & Ribbon Cutting

Coming Soon!

 


Ambassador Tour of the Pavilion

Coming Soon!

 


USA VIP Reception

Coming Soon!

 


Delegations

Coming Soon!

 

News

If you’re planning to announce news at the show (a product or service launch, a thought-leadership initiative or insight, upgrades, patents — even new personnel), tell us about it and we’ll help get the word out to our network of show media, organizer communications teams and international contacts who cover your industry around the world.

As a USA Partnership​ Pavilion exhibitor, you may submit show news to be included in the “Ask America” Pavilion Preview press release — at no cost. The link to access the form for submitting your information will be up soon!
Here's an example of one of our latest releases in the meantime: Ask America: U.S. Plans Largest International Presence at Paris Air Show 2017

Social Media

Whether you’re active on social media or just looking to dip your toe in the water, Kallman Worldwide offers simple, low-risk support to USA Partnership Pavilion exhibitors.

Follow us and join the #USPavilion conversation!

Twitter  facebook  Linkedin  Instagram  Flickr

 


Contacts

For additional information or special requests, contact:
Chris Meyer, Director, Marketing and Communications
+1-201-251-2600 x136
ChrisM@kallman.com

Alli Cozic, Content and Social Media Coordinator
+1-201-251-2600 x101
AlliC@kallman.com

Kallman offers a wide range of free and paid marketing and promotion options to help you maximize your impact on-site.

 CO-BRANDED LOGOS

Download these graphics to add to any of your pre-show or on-site marketing pieces:

USA PARTNERSHIP PAVILION LOGOS

 

SOCIAL MEDIA BANNERS

Download these social media banners sized for posting on Facebook, Twitter, LinkedIn and Instagram! Use them to promote your USA Partnership Pavilion booth at the show!

DOWNLOAD BANNERS

 

 

KALLMAN MARKETING NETWORK

Your message, our media. Review the details below, and contact us for a la carte or bundled programs.

ADVERTISING

Surround the show with your message. In print and online, on flat screens and signs the USA Partnership Pavilion offers multiple advertising options.

The centerpiece of our program is the Visitors Guide to the USA Partnership Pavilion. It's essential reading for international buyers looking for U.S. suppliers, and Kallman distributes hundreds-to-thousands of copies on-site at every show. We also post an interactive online guide in the show's online Visitor Zone at kallman.com for worldwide reference. 

  • Every exhibitor in the USA Partnership Pavilion receives a free listing in the Guide and a cross-reference in their product or service categories.

  • Paid upgrades include enhanced listings (boldface or color text), logo placements, space advertising and "Tab-It!" branded guidemarks.

​ Promote your show presence to A&D decision-makers via the AIA dailyLead — a 100% opt-in daily e-newsletter delivered on behalf of the Aerospace Industries Association by our Digital Media Partner, SmartBrief. Contact SmartBrief now and unlock a one-time 50% discount on your first campaign!

 

SPONSORSHIPS

Associate your brand with exclusive, high profile USA Partnership Pavilion features that engage more VIPs and attendees. Our Event Sponsorship Packages magnify your presence with extra-visibility brand placements and exclusive access.

Program options may include special events such as the Pavilion Opening Ceremonies/Ribbon Cutting, VIP Networking Receptions and Industry Goodwill Presentations; exclusive Pavilion features such as the Meeting Point Exhibitors Lounge, Conference Rooms, The Newsstand and Carpet Stars, or accessories such as lanyards, lapel pins and tote bags. Click here to learn more or contact us now to plan a show-specifc program.

Hotel and Travel Partner

 JetSet builds its reputation as a premier provider of air, hotel and land services for exhibitions, trade shows, missions and events world-wide. We offer unmatched options for visitors or exhibitors – whether in a group or as an independent business traveler, including extension packages, with or without accompanying spouse/family, after the trade fair.

View their service options: www.visittradeshow.com/ or email travel@kallman.com, ATTN: Shree Kumar

Japan Air Show Hotel Tariff (PDF)


International Communication

Cellhire is an international Mobile Solutions company that offers a broad range of rental services including international cell phones, BlackBerry devices, 3G data cards, and a host of satellite options.

View their service options: www.cellhire.com

 

 


Travel.State.Gov

The State Department’s Office of American Citizens Services and Crisis Management (ACS) administers the Consular Information Program, which informs the public of conditions abroad that may affect their safety and security. Country Specific Information, Travel Alerts, and Travel Warnings are vital parts of this program.

 Read more

 


Smart Traveler Enrollment Program (STEP)

The Smart Traveler Enrollment Program (STEP) is a free service to allow U.S. citizens and nationals traveling abroad to enroll their trip with the nearest U.S. Embassy or Consulate. Read More

By enrolling in STEP, you will:

  • Receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.
  • Help the U.S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency.
  • Help family and friends get in touch with you in an emergency.

 


Visa Requirements

  • Entry & Exit:

  • You must have a valid passport and an onward/return ticket for tourist/business "visa free" stays of up to 90 days. Your passport must be valid for the entire time you are staying in Japan.
  • You cannot work on a 90-day "visa free" entry.  
  • "Visa free" entry status may not be changed to another visa status without departing and then re-entering Japan with the appropriate visa, such as a spouse, work, or study visa.
  • Japanese immigration officers may deny you entry if you appear to have no visible means of support.
  • All foreign nationals are required to provide fingerprint scans and to be photographed at the port of entry.
  • Transiting Japan:

  • Ensure that your passport and visa are valid and up to date before you leave the United States.  Passport services are not available at the airport.
  • Airlines in Japan may deny you boarding for transit if you don’t have the required travel documents for an onward destination in Asia or if your passport does not have six months of validity remaining. For the entry requirements of the country you’re traveling to, visit the State Department's Country Specific Information website.

Download and Print for your Travelers

INTERNATIONAL AIRPORT INFORMATION

Visa Requirements
Entry & Exit:

  • You must have a valid passport and an onward/return ticket for tourist/business "visa free" stays of up to 90 days. Your passport must be valid for the entire time you are staying in Japan.
  • You cannot work on a 90-day "visa free" entry.  
  • "Visa free" entry status may not be changed to another visa status without departing and then re-entering Japan with the appropriate visa, such as a spouse, work, or study visa.
  • Japanese immigration officers may deny you entry if you appear to have no visible means of support.
  • All foreign nationals are required to provide fingerprint scans and to be photographed at the port of entry.

Transiting Japan:

  • Ensure that your passport and visa are valid and up to date before you leave the United States.  Passport services are not available at the airport.
  • Airlines in Japan may deny you boarding for transit if you don’t have the required travel documents for an onward destination in Asia or if your passport does not have six months of validity remaining. For the entry requirements of the country you’re traveling to, visit the State Department's Country Specific Information website.

TRANSPORTATION & VENUE ACCESS

How many badges will I receive and how to do I obtain them?
For every 9sqm, companies will receive 5 Exhibitor Badges (maximum of 100) * The exhibitor requiring 101 or more exhibitor badges should contact the Management Office. Each exhibiting company will also receive one Exhibitor VIP badge, which will allow access to the VIP lounge. Exhibitor Badges will be mailed directly to you.

If you require additional badges, you may purchase them on the exhibitors’ website link here.

Is there a shuttle service available?
There is no shuttle service available.

Where Can I Access Taxis?
A taxi stand is located at the Bus 1F Center Terminal.

How to access public transportation to the venue?
Tokyo Big Sight offers smooth and diversified access from central Tokyo and all other regions of Japan

http://www.bigsight.jp/english/hotel/transportation/

Where are the Car Parks?
http://www.bigsight.jp/english/hotel/parking/
Permanent parking
□ Conference Tower Underground Parking Area 62 units
   8:00 to 22:00 hours
   ¥250/30min. maximum ¥2,000 / Day
□ East Underground Parking Area 191 units
   8:00 to 22:00 hours
   ¥250/30min. maximum ¥2,000 / Day

Temporary parking (limited by the exhibition situation)
□ East Outdoor Parking Area Maximum 1,932 units
   7:00 to 23:00 (Enter by 18:00)
   ¥250/30min. maximum ¥1,500 / Day
□ Ariake East Parking Area About 330 units
   8:00 to 23:00 (Enter by 18:00)
   ¥1,500 / Entry
□ Shinonome Parking Area About 460 units
   8:00 to 23:00 (Enter by 18:00)
   ¥1,500 / Entry
□ G1 Temporary Parking Area About 300 units
   8:00 to 23:00 (Enter by 18:00)
   ¥1,500 / Entry
□ Tekko-minami Temporary Parking Area About 110 units
   8:00 to 23:00 (Enter by 18:00)
   ¥1,400 / Entry
* Price of standard-sized car (Limited hours of the day).
* Please note that some car parks at Tokyo Big Sight may not be available on certain days.

Can I purchase a vehicle pass?
Vehicle passes are not available for purchase. Please use the public parking areas listed above.

BUILD-UP & DISMANTLE

What are the Build-Up & Dismantle Hours?
Build-Up
Sunday, November 25 (Early move-in date)
12:00pm to 8:00pm (overtime available/with fee)
* Move-in is possible only for exhibitors with 90m2 or more.

Monday, November 26 - November 27*
9:00am to 8:00pm (overtime available/with fee)
* Nov. 27: Driving into the exhibition hall is not allowed

Dismantle
Friday, November 30
5:00pm – 10:00pm (Overtime available/with fee) * (Vehicle entry to hall is planned to start around 7:00pm)
Saturday, December 1
9:00am – 12:00pm

What badges can I use during Build-Up and Dismantle?
Exhibitor or Contractor badges allow access during Build-Up and Dismantle.

Can we park at the site during build-up?
Yes, public parking areas listed above are open during build up.

Is there a safety dress code during build-up?
Tokyo Big sight does not have a safety dress code.  They recommend comfortable clothing and sturdy, closed-toe shoes.

 

SHOW INFORMATION

Admission Hours

 

Wed. 28 Nov

Thurs. 29 Nov

Fri. 30 Nov

Exhibitors

9:00am – 6:00pm

9:00am – 6:00pm

9:00am – 10:00pm

Trade Visitors

*10:00am Invitational Preview
11:00am – 5:00pm

10:00am – 5:00pm

10:00am – 5:00pm

 

Is there a dress code for show days?
Business Professional

When and where can I pick up my Official Catalogue?
Exhibitors get one copy of the Official Guide Book. Additional copies are sold for ¥1,080. An online version will be available of the Japan Aerospace website.

Where can I find the Organizer’s Office?
The organizers will be located on the first floor of the West Exhibition Hall.

How can I book a conference room with the USA Partnership Pavilion?
USA Partnership Pavilion Conference Rooms are available for booking onsite. Please visit the Meeting Point and Exhibitors’ Lounge Hall F Stand 7212 to reserve your timeslot with a Kallman representative. Conference rooms can be booked for a maximum of 1 hour per day, per direct exhibiting company. Please reserve for confirmed meetings only.

VENUE

Where does Japan Aerospace take place?
Tokyo Big Sight
Tokyo International Exhibition Center East Hall 7,8
Map | Venue Plan

Is dining available onsite?
With fifteen restaurants and cafes, the Tokyo Big Sight provides a rich variety of Japanese, Western, and Chinese cuisine. Tokyo Big Sight visitors can also find restaurants at the Ariake Park Building or the dining and shopping opportunities at the TFT building.

What other points of interest are onsite?
A Visitor & Business Center is located in the Entrance Hall, 2nd floor of the Conference Tower of Tokyo Big Sight.

  • Services (charged) include copies, personal computers, faxes, business card and largescale printing, sales of PC supplies and stationary, and luggage storage.
  • Prayer Room available for free-of-charge from 9:00 to 18:00. Please inquire with the Visitor & Business Center staff if you wish to use this room. TEL:+81-3-5530-1292

ATM

Coin Lockers

Is WiFi available?
Yes, free Wi-Fi is available outside the exhibition halls.
Please install the app "Japan connected-free Wi-Fi". And register for use.
Free Wi-Fi Service Areas

What do I do in an emergency?
When there is Earthquake:

  • Tokyo Big Sight is built to withstand earthquakes measuring up to 5 on the Japanese scale without any damage.
  • If an earthquake measuring more than 5 on the Japanese scale occurs, an emergency broadcast from the Tokyo Big Sight Disaster Prevention Center will be played through the entire site. Follow all directions from the emergency broadcast, protect yourself by watching out for falling objects or collapsing decorations and do not use elevators.
  • Earthquake measuring 2 or less on the Japanese scale the Organizer will not make any special announcements in the site.
  • Earthquake measuring 3 – 4 on the Japanese scale the Organizer will relay any information that comes in about the disaster or damages.

When there is an Evacuation:

  • If there is no tsunami warning, evacuate to the eastern outdoor parking lots (waiting area).
  • If there is a tsunami warning, evacuate to the second or higher floors.

When there is Fire:

  • If a fire is spotted, first attempt to put out the flames with a nearby fire extinguisher.
  • Alert neighboring or surrounding booths and notify a nearby guard or the Management Office.
  • Also notify the above persons when contacting 119 (emergency services).

When there is Injured Person:

  • Notify a nearby guard or the Management Office.
  • Also notify the above persons when contacting 119 (emergency services).
  • An AED is available for use.

 

Kallman Worldwide | USA Partnership Pavilion

Keira Langan | Exhibitor Services
KeiraL@kallman.com | +1-201-251-2600 x189
 

Kim Keogh | Program Manager
KimK@kallman.com | +1-201-251-2600 x103
 

Mike Petrassi | Sales Lead
MikeP@kallman.com | +1-201-251-2600 x105
 

Caitlin Berman | Project Coordinator
CaitlinB@kallman.com | +1-201-251-2600 x188
 

Jonathan Debarge | Creative Services Account Manager
JonathanD@kallman.com | +1-201-251-2600 x130
 

Chris Meyer | Director, Marketing & Communications
ChrisM@kallman.com | +1-201-251-2600 x136
 

Alli Cozic | Marketing Assistant
AlliC@kallman.com | @KallmanEWC | #USPavilion