Event Date: February 24 – 26, 2026
Please scroll down for detailed timings, including registration and evening receptions.
We are pleased to offer you preferential rates at the Keio Plaza Hotel, Tokyo, where the event will take place.
Rooms start from JPY 39,415 (single) and JPY 44,042 (twin) per room per night including tax. The rate is inclusive of breakfast.
A deposit equal to one night’s room and tax will be charged to the individual’s credit card at the time of reservation
Rates are available for bookings from February 22nd to February 25th, 2026 (check out), subject to room availability. For bookings outside of this period the regular room rates become applicable.
Please note that the booking link expires on January 22nd.
Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 11:00.
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.
We are pleased to offer you preferential rates at the Lotte Hotel, Seoul, where the event will take place.
Rooms start from KRW 350,900 per night per single / double room including taxes and service charge. The above rates do not include breakfast.
A deposit equal to one night’s room and tax will be charged to the individual’s credit card at the time of reservation.
Rates are available for bookings from February 24th to February 27th, 2026 (check out), subject to room availability. For bookings outside this period the regular room rates become applicable.
Please note that the booking link expires on February 10th.
Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 11:00.
Please note that flights between Tokyo and Seoul are not included in your participation fees and must be booked at your own expense. There are more than 20 direct flights between Tokyo and Seoul operating daily.
We recommend the below flight for February 25:
KE 2106 09:45 am (Tokyo / Haneda ) – 12:25 pm (Seoul / Gimpo)
ICEF will provide a complimentary group airport transfer for the above listed flight.
If you would like to join the transfer to Haneda Airport and from Gimpo Airport in Seoul to the Lotte Hotel, please submit your request by February 17, 2026 (subject to availability) by filling out this form and returning it to amartinezmata@icef.com.
Whether a visa is necessary in order to enter Japan varies by nationality. Nationals of 68 countries and regions, holding valid passports, do not need a visa to enter Japan for both tourist or business purposes. For other nationalities, a visa is obligatory.
For further details please contact the Japanese embassy closest to you. A brief overview and a visa application form is available on the website of the Ministry of Foreign Affairs of Japan mofa.go.jp.
Please register your details prior to departure. For any visa-related questions, please contact visasupport@icef.com
Nationals of countries or regions with which South Korea has signed a visa waiver agreement can enter without a visa for up to 90 days.
Please check the “Visa Navigator” on the Republic of Korea’s website for more details. Choose ‘Short Term Visit’ as your purpose of entry.
Nationals of countries/regions, who are eligible for visa-free entry are required to get K-ETA approval in order to board the flight or ship bound for the Republic of Korea.
You can apply via the K-ETA official website (www.k-eta.go.kr) or mobile app (K-ETA).
For any visa-related questions, please contact visasupport@icef.com
Haneda International Airport
Taxis: The journey from the airport to the Keio Plaza Hotel takes about 30-45 minutes. The fare is approx. JPY 10,000.
Bus Service: There is a shuttle bus service between the airport and various Tokyo hotels in the Shinjuku area including the Keio Plaza Hotel. Tickets can be bought from the Limousine – Bus Ticket Counter at a rate of JPY 1,300 and the journey takes approx. 70 minutes.
More details can be found here.
Narita International Airport
Taxis: The journey by taxi from the airport to the Keio Plaza Hotel takes around 90 minutes. The fare costs approx. JPY 30,000.
Bus Service: There is a shuttle bus service between the airport and various Tokyo hotels in the Shinjuku area including the Keio Plaza Hotel. Tickets can be bought from the Limousine – Bus Ticket Counter at a rate of JPY 3,200. The counters are located in the arrival halls of Terminal 1 and Terminal 2. The journey takes approx. 110 minutes. More details can be found here.
Narita Express: The Narita Express is connecting Narita International Airport with major urban areas in and around Tokyo including Shinagawa, Shibuya, Shinjuku, Ikebukuro and Yokohama. The journey from the airport to Shinjuku costs JPY 3,048. The journey takes approx. 90 minutes. More details can be found at here.
Gimpo International Airport
Taxis: The duration of the journey by taxi from the airport to the Lotte Hotel is about 40 minutes. The fare is approx. KRW 40,000.
Bus Service: There is a shuttle bus service between the airport and the Lotte Hotel which takes approx. 50 minutes (Airport Limousine Bus). Tickets can be bought on the bus at a rate of KRW 7,000.
The downtown bus stop is in front of the Ibis Ambassador Seoul Myeongdong Hotel (across the street from the Lotte Hotel).
Incheon International Airport
Taxis: The journey by taxi from the airport to the Lotte Hotel takes about 70 minutes. The fare is approx. KRW 100,000.
Bus Service: There is a shuttle bus service between the airport and the Lotte Hotel which takes approx. 80 minutes (KAL Limousine Bus). Tickets can be bought from the KAL desk at Incheon International Airport at a rate of KRW 18,000. For further information regarding this service please check here.
Train: There is an express train for Seoul station called AREX Incheon Airport Express. Premium train that goes nonstop between Incheon International Airport and Seoul Station which is approximately KRW 8,736.72 per person.
Package arrival date: From Friday 20th February in Tokyo / From Tuesday 24th February in Seoul. The venue is unable to store any items received before this date, as a result they may not be accepted.
Package preparation: Please bear in mind that you will have a maximum of 19 pre-scheduled meetings in each location when calculating the amount of promotional materials to send.
Shipping label: Please use this label on all packages so they are easily identifiable onsite.
Courier: Please contact a courier of your choice and remember to include a proforma invoice. Inspections of deliveries with incomplete documents can take up to four weeks.
Sustainable alternatives: To reduce the use of paper, you can also upload up to five documents, three videos and up to eight photos into your Marcom eSchedule PRO profile and make them available to agents prior to, during, and for four weeks after the event. Please also consider using local suppliers to cut down international shipping.
Wifi: Please be aware that although wifi will be provided, we recommend downloading your event materials, presentations and videos directly to your device for your meetings. This helps reduce GHG emissions and ensures the network traffic is not overloaded.
If you’d like to make an impression at your dedicated table here are some suggestions to help you stand out:
Please note that only organisations with a display table may bring a pull up banner. We are unable to facilitate any form of pull up banner in the meeting hall space. All branding must be kept to table top items only.
Share the event badges on your social media networks to spread the word and let everyone know you’re attending. Don’t forget to use the #ICEF hashtag and get involved! And if you’re a speaker or sponsor, please ask your account manager for your personalised social media badge.
*Not applicable to accompanying persons/guests
You will receive access to our online meeting scheduling tool, Marcom eSchedule PRO, approximately 5 weeks prior to the event, allowing you to send personalised meeting requests to targeted contacts based on source country or type of programme.
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:
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.
If you’re looking to increase your brand visibility and heighten your networking potential, why not consider sponsorship opportunities?
Advertising at ICEF Japan – Korea Roadshow 2026 and other ICEF events helps build your brand, grow your business and provide significant international exposure. Visit our website to view the available sponsorship items or contact your account manager to build a customised package.
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.
Please bring the badge you have collected in Tokyo with you to Seoul. You will require this to enter the event again.
If you are registered for Seoul only. You will be able to collect your badge and welcome pack on Thursday, February 26, from 08:30 am at the ICEF hospitality and registration desk located in front of the Sapphire Ballroom on the third floor of the Lotte Hotel.
Information for both events
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.
If you change your representative at the event it is important you inform your account manager of this in advance before arriving, otherwise you may experience delays at registration.
Meeting tables and Display tables will be accessible as follows:
Each meeting table will be covered with a tablecloth, will have access to an electricity outlet and table signage will be provided.
Tuesday 24, February – Tokyo
Thursday 26, February – Seoul
Coffee, tea and water will be available throughout both roadshow days.
Please contact us should you have any special dietary requirements.
Dinner Reception Tokyo: Tuesday, February 24, from 19:30 to 21:30 in the Ohgi Room on the fourth floor of the Keio Plaza Hotel.
Dinner Reception Seoul: Thursday 26, February, from 19:30 to 21:30 in the Emerald Room on the second floor of the Lotte Hotel.
The dress code for both receptions is smart casual. Please note that participants not wearing their event badges will not be admitted. Please register your attendance by clicking the green “Yes, I will attend” button on your MySchedule page.
If you are attending as an accompanying person without a meeting schedule your attendance at both receptions will be automatically registered.
To ensure that we are able to provide the best experience for all attendees, we would like to draw your attention to two sections in our event terms and conditions. Section 11 specifically prohibits participants from organising any side event (be it hospitality, seminar, or tour), which entices attendees to leave during the programme. Should you wish to organise an event outside of programme times, where attendance is linked to the ICEF event, then ICEF must be notified in advance and approval must be received in writing.
Additionally, section 12 mandates that any event, seminar, party, reception or tour organised before or after an ICEF event, with the intention of attracting or inviting event attendees, must be applied for and authorised no less than three months in advance.
If you have any questions prior to the event, please do not hesitate to contact us by email to icef-japan-korea-providers@icef.com.
We look forward to welcoming you to Japan and Korea!
