Important IAAPA Expo Asia Show Information

International Exhibition Center, Osaka (INTEX)
1 Chome-5-102 Nankokita, Suminoe Ward, Osaka, 559-0034, Japan

Directions
Trade Show Location: Halls 1, 2 and 5A
Registration Location: Level G (Near Hall 1 & 2)

28 June - 1 July 2027 (Monday - Thursday) – Education
29 June - 1 July 2027 (Tuesday - Thursday) – Trade Show

Aisle Carpet Color: TBC
Shell Scheme Carpet Colour: TBC

• Animals and pets are generally not permitted within INTEX Osaka, except guide dogs and service dogs.
• Exceptions may be considered for events specifically involving animals, such as pet exhibitions.
• Exhibitors intending to display, demonstrate or sell live animals must contact the relevant Animal Control Center in advance and complete the necessary applications.
• The guide lists a two-week advance submission requirement for bringing living animals into the venue.

Please contact IAAPA show management at [email protected] for information on applying for an exemption, or contact Osaka City Animal Management Center at: +81-6-6978-7710.

• Advertising balloons attached or suspended from the exhibition hall ceiling require prior approval from INTEX Osaka and IAAPA show management.
• Exhibitors or contractors must submit the Application Form for Hanging Decorations Construction Works, accompanied by detailed installation drawings.
• Advertising balloons must be installed at least 1 metre away from the ceiling's building framework.
• Balloons may move due to air-conditioning airflow, which should be considered during installation.
• Any balloons remaining on the ceiling must be removed before the end of the venue usage period.
• Helium cylinders must be secured against falling and positioned away from visitors.

Please contact IAAPA show management at [email protected] for more information to apply for approval.

• Exhibitors and their contractors are responsible for maintaining cleanliness within their allocated areas throughout the event.
• Cleaning and waste disposal should be outsourced to professional service providers.
• All exhibition halls, offices, storage areas, conference rooms and other utilized facilities must be cleaned and restored to their original condition before the end of the rental period.
• Exhibitors and their contractors must remove all construction debris, packaging materials, waste products and remaining decorations.
• Disposal of paint, glue, chemicals, oil and industrial waste into toilets or floor drainage pits is strictly prohibited.
• Additional cleaning is required where food preparation, cooking or beverage service takes place, including the relevant drainage areas.
• INTEX Osaka and IAAPA show management may charge the exhibitor for cleaning, repairs or restoration if these are not completed within the permitted usage period.
• General hall cleaning will be provided. Exhibitors requiring booth cleaning services (cleaning of tables, wiping of chairs, sweeping of booth interior) should contact Pico at [email protected]. All structures, empty pallets, empty wooden cases, empty wooden crates, plastic boxes and exhibit packing must be cleared by the respective exhibitors and service contractors. Fees may apply for exhibitors not removing materials.

General construction

• All construction activities must receive prior approval from INTEX Osaka and IAAPA show management. 

• Exhibition structures and decorations should be self-supporting and stable.

• Fixtures must not be supported by ceilings, walls, sprinkler systems, air-conditioning outlets, pipes or existing venue infrastructure unless specifically permitted.

• Welding inside exhibition halls is generally prohibited.

• Construction work must not damage or alter existing facilities.

   

Prohibited fixings

• Nails, screws or rivets attached directly to venue structures without permission.

• Painting, gluing or attaching adhesive materials directly to venue surfaces.

• Drilling, cutting, shaving or altering existing floors without approval.

• Using adhesive tapes that leave marks or damage painted surfaces.

   

Floor anchoring

• Anchor bolts require prior approval and submission of detailed installation drawings.

• Approved anchor bolts must be core-rod type, not exceeding 16 mm in diameter and 60 mm in embedment depth.

• Floor anchoring is prohibited on concrete floors, including Hall 5-B.

• Unauthorized floor works may attract a JPY 5,000 penalty per anchor bolt.

• Failure to remove anchor bolts and restore the flooring may attract a JPY 10,000 penalty per anchor bolt.

   

Hanging structures

• Only banners and curtains may be suspended from approved venue hanging points.

• Hanging trusses and suspended lighting or audio equipment are prohibited.

• All hanging installations require prior approval, drawings and weight specifications.

  Location	Allowable Load
  Hall 1 & 2, approved truss-joint points	90 kg/point
  Hall 5A, north-wall baton	100 kg/ point

Two-storey booths are subject to additional structural, staircase, guardrail and fire safety requirements and must be discussed with INTEX Osaka and IAAPA show management in advance.

Pico and INTEX forms are priced in Japanese Yen (JPY). If you are unclear about any pricing, please check with the individual vendor to verify the currency.

• Drone demonstrations may be conducted inside exhibition halls only with appropriate safety precautions.
• Demonstration areas must be separated from visitors by protective netting or other suitable barriers.
• Safety measures must protect both drone operators and visitors.
• These requirements apply even to drones weighing 200 g or less.
• Depending on the type and quantity of lithium-ion batteries, notification to the local Fire Department may be required.
• Drone demonstrations are generally prohibited in outdoor exhibition areas and public areas.

• Exhibitors must consult INTEX Osaka before conducting drone demonstrations.

   

Please contact IAAPA show management at [email protected] for more information to apply for approval.

IAAPA has contracted a basic general liability policy on behalf of each exhibitor of US$2 million general aggregate and US$1 million per occurrence coverage. The cost is US$125 per exhibiting company and the fee must be paid with the exhibitor’s contract. This covers each exhibiting company, so they are not required to submit a customized certificate with show information to IAAPA for review. Exhibitors should still carry their own insurance; this is additional coverage that IAAPA is contracting on behalf of the exhibitors. This is a time-savings benefit to both the exhibitor and IAAPA.

Any exhibitor displaying an amusement ride or device (per ASTM F747-24) which allows audience participation, using flammable materials, or serving food or beverage items that is the exhibitor's own product, will need to carry US$3 million general aggregate and US$2 million per occurrence and provide IAAPA with a copy of that certificate via the Audience Participation Safety Form & Ride Registration or via email at [email protected] by 14 May 2027. Insurance COI should include the following information on the certificate: IAAPA, PICO International (HK) LTD, APT Showfreight Limited, their entities, subsidiaries, agents, representatives, officers, staff, volunteers and employees, are additionally insured for IAAPA Expo Asia 2027, 24 June - 2 July 2027. IAAPA should be the certificate holder. Address is 4155 West Taft Vineland Road, Orlando, FL 32837, United States.

If you need assistance obtaining additional insurance, please contact Paulus Wong with Lockton Companies (Hong Kong) Ltd. at +852 2250 2613 or [email protected]. 

Fire prevention approval

• Organisers must prepare a Disaster/Fire Prevention Plan, including emergency response procedures, floor plans and evacuation arrangements.

• Relevant fire prevention applications must first be reviewed by INTEX Osaka.

• The guide specifies submission to INTEX Osaka at least 14 days before venue use, followed by submission of required documents to Suminoe Fire Station at least 7 days before venue use.

• Copies confirming submission must be provided to INTEX Osaka before the event.

• Fire inspections may be conducted before the exhibition opens.

   

Fire safety requirements

• Smoking is prohibited inside exhibition halls.

• Open flames, combustible gases and hazardous materials require advance approval where applicable.

• All booth construction and decorative materials must comply with applicable Japanese flame-retardant requirements.

• Foreign-manufactured materials must have the required Japanese fire safety certification.

• Fire extinguishers must be positioned appropriately along evacuation routes, with the guide specifying a maximum interval of 20 metres.

• Additional fire extinguishers may be required for booths using flames or hazardous materials.

• Main evacuation aisles must generally be at least 4 metres wide; secondary evacuation aisles must be at least 2 metres wide.

• Fire exits, emergency signage, fire hydrants, sprinklers and firefighting equipment must remain unobstructed.

   

Enclosed booths or structures with ceilings may require additional fire alarms and emergency lighting.

Please contact IAAPA show management at [email protected] for more information to apply for approval.

Suminoe Fire Station, +81-6-6685-0119.

The floor loadings specified below may not be exceeded under any circumstances. Excessive point or dynamic loads are not permitted.

For heavy exhibits, suitable load-distribution materials such as steel plates or boards at least 12 mm thick should be used to prevent concentrated loads. Outriggers from cranes or lifting machinery must not be positioned over or near floor pit covers.

Important for IAAPA Expo Asia 2027: Hall 5-B has a significantly lower load capacity than Hall 5-A. Heavy rides, simulators and machinery will require particular attention during stand allocation and technical approval.

• Cargoes which are moved directly to exhibition site should NOT arrive at exhibition hall earlier than 24 June 2027 before the build-up period. ONLY APT Showfreight Ltd. (official freight forwarder and on-site handling agent) is permitted by the organizer in having full right to manage onsite logistic throughout the show period.
• Only the Official Freight Forwarder is allowed to operate mechanical handling equipment like hand-push trolley, hydraulic jacks, pallet trucks, forklift, etc. inside the loading dock of the venue and inside the exhibition hall.
• Stands must be set up and ready for inspection. The surrounding aisles clear of exhibitor’s equipment/debris no later than 17:00 on Monday 28 June.
• Early dismantling of stands and exhibits is strictly prohibited. Monetary penalties may be applied for early tear-down.
• Exhibitor shall vacate the Exhibit Hall and the facilities and return the equipment in the same condition as originally furnished to the exhibitor, normal wear and tear excepted. In the event the Exhibit Hall or the facilities are not so vacated, then IAAPA, APT, and/or Pico is authorized, at the expense of the exhibitor, to remove and store or return to exhibitor, or unless the Exhibitor’s failure is due to an event beyond the control of the Exhibitor such as strikes or Acts of God, to treat as abandoned and discarded property and dispose of all goods, wares, merchandise and property of the exhibitor. IAAPA, APT and/or Pico shall not be liable for any damages or loss to such goods, wares, merchandise or other property which may be sustained either in the course of such removal, or in the course of transit, or by virtue of the IAAPA’s, APT’s and/or Pico disposal of the property. The Exhibitor hereby expressly releases IAAPA, APT and/or Pico from any such claims for damages of whatsoever kind or nature.

Gambling activities, including wagering involving money or items of monetary value, are prohibited within the exhibition venue.

Exhibitors are responsible for ensuring that their equipment, importation, display, demonstrations and promotional materials comply with applicable Japanese legislation.

• All demonstration equipment must be installed and operated safely.
• Exhibitors must take appropriate measures to prevent accidents, excessive noise, vibration, odours or other risks.
• Electrical equipment must comply with applicable Japanese electrical safety requirements.
• Equipment requiring specialised voltage, frequency or high electrical capacity must have suitable electrical arrangements.
• Heavy gaming equipment, including motion simulators, must comply with the venue's floor loading restrictions.
• Demonstrations involving moving parts, electrical hazards or other potential risks should be discussed with IAAPA show management in advance.

In case any exhibitor is planning to ship over similar category of amusement equipment to IAAPA EXPO ASIA 2027, please submit your List of Exhibits to APT Showfreight in advance for further checking. APT Showfreight will check case by case and provide the best solution to all exhibitors. 

Meanwhile, please kindly avoid videos, pictures, texts and other promotional materials that promote obscenity, gambling, violence and other illegal activities. 

Exhibitors intending to ship gaming or amusement equipment must submit their list of exhibits to the appointed freight forwarder for review.

Any machine, equipment or exhibit that produces fumes, exhaust gases, smoke, vapour or potentially harmful odours must be declared to IAAPA Show Management for prior approval.

Exhibitors must provide suitable ventilation, extraction or containment measures to prevent emissions from affecting neighbouring exhibits, visitors, contractors or venue personnel.

The operation of internal combustion engines in exhibition halls is prohibited unless specifically approved in writing by IAAPA Show Management, INTEX Osaka and the relevant authorities, where applicable. Engines of vehicles on display must not be started during exhibition hours.

Fog machines, smoke generators and other smoke-producing special effects require prior notification and may be subject to approval by the relevant Fire Department.

Fuel-powered generators are generally prohibited. Any exceptional use requires advance approval and must comply with INTEX Osaka's requirements for outdoor installation, fuel handling and fire safety.

IAAPA Show Management reserves the right to suspend any demonstration that causes excessive emissions, creates a hazard or interferes with the venue's fire protection systems.

Please contact IAAPA Show Management at [email protected] for more information.

• Heavy machinery must comply with the floor loading limits applicable to the exhibition hall.
• Exhibitors must provide appropriate weight-distribution measures to prevent concentrated loads and floor damage.
• Protective boards, steel plates or other suitable materials must be installed where required.
• Machinery must not be positioned in ways that damage floor pits, covers or existing infrastructure.
• Cranes or lifting machinery must not position outriggers over or near sub-pit covers.
• Exhibitors must take precautions against vibration, excessive noise, oil leakage and other operational hazards.
• Used machinery oils, cutting fluids and industrial waste must be removed and disposed of appropriately.
• Where special floor foundations are required, advance approval and restoration arrangements must be made with INTEX Osaka.

Please note that if the above is not submitted to APT Showfreight by the deadline or if the exhibits exceed the venue's floor loading capacity during the venue’s on-site audit, the exhibits will not be allowed to enter the building. See the Shipping Guideline for details.

Sound levels generated by exhibits and demonstrations must not exceed 65 dB, subject to confirmation of IAAPA's noise measurement procedure. Exhibitors must ensure that demonstrations do not disturb neighbouring exhibitors or interfere with the operation of the exhibition. IAAPA Show Management reserves the right to require adjustments to excessive noise levels.

Wireless internet services may be available within INTEX Osaka. However, connectivity and speed are not guaranteed. Exhibitors requiring stable internet access for demonstrations, presentations, streaming or other operational purposes are strongly advised to arrange a dedicated wired connection through the approved service provider.

Exhibitor or any of its related parties intending to use laser products, radioactive substances or special effects must obtain approval from IAAPA Show Management before 14 May 2027 and comply with all applicable Japanese laws and regulations.

• Demonstrations involving plasma lasers or other new-energy equipment require prior consultation and application.
• Installation locations, equipment storage and technical arrangements must be discussed with INTEX Osaka and IAAPA Show Management.
• Laser equipment that produces sparks, heat or other fire hazards may also fall under the venue's fire prevention requirements.

Exhibitors intending to demonstrate or use laser products must contact IAAPA Show Management.t at [email protected].

Official contractors have been appointed for various services so as to ensure a more efficient and regulated build-up and dismantling. Please refer to the list of Official Contractors for details. Unless otherwise stated:

• In adherence to safety requirements, only the official contractor can carry out electrical power supply, compressed air supply, and water drainage and pipe installations.
• Exhibitors may appoint their own contractor for stand design and construction, must pay a refundable damages deposit. In case of damage found, there will be deduction of services and damages. Please refer to the Non-Official Contractor page for full details. Exhibitors are responsible and liable for their appointed contractor’s observance of all rules and regulations.
• Exhibitors are required to return all the forms to the relevant parties by the deadlines, otherwise on-site services may not be guaranteed.
• The services provided by official contractors are intended for exhibitors' convenience. And show management will accept no liability in respect of any contract between exhibitors and such contractors for the negligence or default of any such persons, their servants and agents.
• Where mechanical handling within the exhibition halls is required, only the official freight forwarders will be appointed.

• Direct painting onto venue floors, walls, doors, glass or other existing structures is prohibited.
• Exhibitors must not apply coatings, paint, glue or other materials that could stain or damage venue surfaces.
• Decoration and processing work inside the exhibition halls should be kept to a minimum.
• Protective coverings must be installed where activities could damage or stain venue property.
• Paints and related combustible materials are subject to applicable fire safety controls.
• Paint, solvents, glue and other chemical waste must not be discharged into venue drainage pits or toilets.
• Exhibitors are responsible for removing waste and restoring affected areas.

The use, display or storage of pyrotechnics, fireworks, explosives, flammable substances, compressed gases, hazardous chemicals and other dangerous articles within the exhibition halls is strictly prohibited without prior written approval from IAAPA Show Management, INTEX Osaka and the relevant Japanese authorities.

Exhibitors intending to use or display such materials must submit full details, including the type, quantity, purpose, equipment specifications and safety measures, to IAAPA Show Management for review and approval in advance.

The following regulations apply:

• Pyrotechnics and Special Effects: Fireworks, flame effects, smoke generators and other pyrotechnic effects require prior approval. Smoke or fog machines must be declared in advance, even when non-hazardous fluids are used.
• Flammable and Hazardous Materials: Petrol, diesel, kerosene, alcohol, combustible gases and other hazardous substances must comply with applicable Japanese fire safety regulations. Only approved quantities may be brought into the venue.
• Compressed Gas Cylinders: Gas cylinders must be properly secured and stored in designated areas in accordance with venue and Fire Department requirements.
• Fire Safety: Exhibitors must provide appropriate fire extinguishers, ventilation, protective barriers and other safety measures as required by the relevant authorities.
• LP gas cylinders must not be brought into the exhibition halls. Where LP gas usage is approved, cylinders must be stored in designated external locations and connected in accordance with INTEX Osaka and Fire Department requirements.

All applications are subject to review by INTEX Osaka and, where applicable, the Suminoe Fire Station. No hazardous materials or pyrotechnic demonstrations may be brought into operation without the necessary approvals.

IAAPA Show Management reserves the right to prohibit or suspend any activity deemed unsafe or non-compliant with venue regulations.

Please contact IAAPA Show Management at [email protected] for more information.

• General security will be provided by show management beginning move-in through move-out. Exhibitors and their staff will not be allowed in the exhibition hall after official hours.
• All personnel in the exhibition halls must wear identification badges at all times.
• Please note that you may not use your own staff or personnel from any other security agency for in-booth security services. Contact IAAPA Show Management at [email protected] if you wish to arrange individual booth security.
• Security services must be provided by contractors appropriately certified under Japan's Security Services Law.
• For security and safety reasons, product movement in or out of the halls during the show hours is strictly prohibited.
• Neither IAAPA nor INTEX Osaka shall be in any way liable or responsible for any loss or disappearances, of any object, item, good or materials of any kind, from Exhibitor’s stand space or from the exhibit hall, except for such loss or disappearance as is due to intentional and tortuous theft committed by the employees of the Association or INTEX Osaka. The Association and INTEX Osaka provide certain security services, including providing advice on security measures, as a convenience to Exhibitors but the responsibility for the security and safety of an Exhibitor’s area, product and property rests solely with the exhibitors.

Vehicle displays

• Vehicle engines must not be started inside exhibition halls during the exhibition.
• Fuel inside the tanks of display vehicles must be kept to the minimum quantity necessary for the vehicle to move under its own power.
• Vehicle tyres must not be positioned on floor sub-pits or curbstones.
• Vehicles must comply with the floor loading restrictions applicable to the exhibition area.
• Appropriate flooring protection and load-distribution materials may be required.
• Exhibitors must prevent oil leakage, floor damage and other hazards.

For more information please contact IAAPA Show Management at [email protected]

Authorised vehicles displaying the correct official pass are allowed to access established loading and unloading areas for limited periods, as determined by INTEX Osaka. Vehicles parked without authorisation may be removed at the owner’s expense, and/or may be subject to an impound fee by HML.

Only authorised personnel of the INTEX Osaka may operate the sliding gate doors and shutters at the loading dock for freight vehicle entry.

Vehicles used within the INTEX Osaka must remain confined to the exhibition halls (when permitted), the loading and unloading areas, and/or the marshalling area. The movement of vehicles within the INTEX will be directed by authorised INTEX Osaka personnel.

(Exhibitor) For more information, please contact APT Showfrieght.
(Contractor) For more information Pico at [email protected].