ICEF Japan - Korea RoadshowAgent Information Pack

Venue: Keio Plaza Hotel, 2 Chome-2-1 Nishishinjuku, Shinjuku City, Tokyo 160-8330, Japan
Event Date: 08:30 – 21:30, Tuesday, February 24, 2026. 

Please scroll down for detailed timings, including registration and evening receptions.

*only applicable to agents based outside of Tokyo

Keio Plaza Hotel

You will be provided with a hotel room, for two nights from Monday afternoon, February 23, 2026 until Wednesday morning, February 25, 2026.

Your presence will be expected throughout the duration of the event.

A formal hotel booking confirmation will be sent to you approximately four weeks prior to the event. ICEF will sponsor one room per agency, unless otherwise stated.

Accommodation Terms and Conditions

• Event cancellation:If, for some reason, you cancel your participation after 13th January, you will be subject to a cancellation fee of 195 EUR. Cancellations made from the 17th February will be subject to a cancellation fee of 495 EUR
• Event no-show: If you do not arrive for your reservation or fail to attend without contacting us, you will be charged for your accommodations for the entire period of the event, plus the cancellation fee.
• Additional person(s): If you require an extra person to be accommodated in your room, kindly inform us without delay. An additional charge of 150 EUR (+VAT where applicable) per person, per room will apply.
• Early Departure: Should you need to leave the event earlier than February 24th at 19:00, please inform us of this well in advance. In accordance with the Agent Terms & Conditions, please note that clients leaving the event early, without prior notification to ICEF will be subject to an Early Departure Fee equivalent to one night’s accommodation at the hotel’s prevailing rate.
• Hotel extra charges: All extra costs (i.e. mini-bar, room service, telephone, early/late check-in/out) will not be sponsored by ICEF and are at your own expense. The hotel will therefore ask you for your credit card details upon check-in.
• Check-in & Check-out: Earliest possible check-in time is 15:00 and the latest check-out time is 11:00 am.
• Hotel Property Damage: Guests are hereby notified that any damage caused to the property of the hotel during their stay will result in charges applied to the credit card on file. Should you discover any damaged furniture or interior details within your designated room after check-in, please report such instances to the reception desk immediately.

Further information on the Keio Plaza is available here.

If you are using Marcom eSchedule PRO for the first time, we recommend that you visit the below links to make the most of the platform: 

• Getting Started 
• Scheduling Meetings – Useful Hints & Tips
• Video tutorials

Scheduling meetings during the event

To make the most of your participation, meetings can be scheduled once the event has started, up to one hour before the requested meeting time.

We recommend that you leave Marcom eSchedule PRO open throughout the event and regularly refresh the page to keep an eye on the latest meeting requests that may come through.

Please note that you will not be provided with a printed copy of your schedule at the event.

You will be able to collect your badge and welcome pack on Tuesday, February 24, from 08:30 am at the ICEF hospitality and registration desk located in front of the Eminence Hall on the fifth floor of the Keio Plaza Hotel.

The Keio Plaza Hotel is at the perfect location to explore the delights of the city of Tokyo. Just outside Tochomae Station or only 5-minute walk from Shinjuku Station, the most popular shopping and entertainment spots, our luxury hotel provides stunning experiences which will linger with guests for a long time. To discover more about hotel location and transportation means, please click here.

As this is an invitation only event, anyone not wearing a badge may not be admitted into the event area. Please also understand that for the same reason we cannot allow non-registered family, friends or staff to enter the meeting hall.

Dinner Receptions

Tuesday, February 24, 2026, from 19:30 to 21:30 in the Ohgi Room on the fourth floor of the Keio Plaza Hotel.

The dress code for the reception is smart casual. Please note that participants not wearing their event badge will not be admitted. Please register your attendance by clicking the green “Yes, I will attend” button on your MySchedule page.

To ensure that we are able to provide the best experience for all attendees, we would like to remind you that agents are hosted at ICEF events on the condition that they remain with the event for the duration of the programme. Please see our full event terms and conditions.

If you have any questions prior to the event, please do not hesitate to contact us by email to icef-japan-korea-agents@icef.com.

We look forward to welcoming you to Tokyo!