Exhibitor Resources Kit

Thank you for your support and sponsorship of the annual FIRST conference! If your company is exhibiting, please read the information below and follow the instructions carefully.

If you have questions or concerns not addressed below, please contact our Events Team at events@first.org.

Please reference your SPONSOR/EXHIBITOR specific email for your exhibitor registration pass codes.

Page Table of Contents

Event Venue

Hilton Fukuoka Sea Hawk
2 Chome-2-3 Jigyohama, Chuo Ward
810-8650 Fukuoka Japan

Exhibit Area

The exhibit area is on the first floor of the hotel in the Argos ABC. Your table will be designated with a table tent displaying your company's logo. The final floor plan indicating all exhibitors is linked below.

Floor Map

Exhibit Space Selection

Exhibit space selection is now complete. Selection was based on sponsor level on a first-come, first-served basis for those with self-select (Diamond, Platinum, and Gold). All other levels were given a random table assignment to ensure fairness. See the floor map above.

Important Dates and Times

Exhibitors are welcome to be at their tables Monday through Thursday of the conference week. You are welcome to schedule meetings and demos at your table concurrent to conference sessions. Official exhibit times are Monday through Thursday during breakfasts, lunches, and the morning and afternoon coffee breaks. There is a dedicated sponsor showcase reception scheduled for Monday evening for the delegates to network with your teams.

  • Exhibitor Hall: Argos ABC
  • Exhibitor Setup: Sunday, June 9 from 11:00-17:00
  • Exhibitor Teardown: Thursday, June 13 following the last break of the day, 15:50. We ask that teardown is completed by 17:00.
  • Exhibit Days: Monday, June 10 – Thursday, June 13 at all break times and during the Monday evening Sponsor Showcase Reception (Monday, June 10, 17:30-19:30).

Please reference the conference agenda for timings at https://www.first.org/conference/2024/program.

*Times are subject to minor modifications. If any major changes in timing occur, the FIRST events team will contact you. Otherwise, please periodically check the online program agenda for changes.

What's Included?

The standard area for each exhibit space is roughly an 8-foot by 10-foot open floor. The following is included in your setup:

  • 1x 6-foot Trestle table
  • 2x Chairs
  • 1x Trash bin
  • 1x Power strip
  • Wi-Fi connection

If you wish to order any additional A/V, please see the “Ordering Additional Services” section below.

Ordering Additional Services, Shipping Information, and Customs Clearance

Ordering additional services such as audio-visual equipment can be rented though the Hilton. You can contact our conference manager, Naun Kim, directly at Naun.Kim@Hilton.com.

In the subject line please include: “FIRSTCON24: Exhibitor A/V Rental Request – Your Company Name”. She will need to know your table number, company name and who your contact on-site will be. Please wait to make A/V requests until after you have received your table number assignment. Selection is currently underway – Please see “EXHIBIT SPACE SELECTION” above. A/V rental fees will be collected on-site by the hotel direcly via credit card or cash.

If you have any questions on ordering, please feel free to contact the events team for guidance at events@first.org.

Important Customs Clearance Information
It is pertinent that you work with your logistics provider to ensure you have completed all the necessary forms and invoices to clear your shipments from Japanese customs. DO NOT list FIRST or Hilton Fukuoka Sea Hawk as your customs agent. Do not indicate that the "receiver will pay import fees." Be sure to send with DDP (delivered duties paid). Your organization is responsible for all taxes and duties. Any taxes or duties not paid for in advance will cause your shipment to be delayed or returned.

Please forward or copy the email events@first.org, on your shipping details OR send the following details to events@first.org:

  • Logistics provider – e.g. FedEx, DHL, UPS, etc.
  • Tracking number(s)
  • Total number of packages in shipment
  • General description of shipment – size, dimension, weight, is it a booth case, is it a cardboard box, etc.
  • Description of shipment contents

Shipment Receiving Window
Shipments will be accepted by the Hilton Sea Hawk between Tuesday, May 28 – Saturday, June 8. If you think your shipment may arrive earlier or later, please let us know at your earliest convenience so that we may alert the Hilton team.

It is important that all incoming boxes are appropriately labeled. Please affix this label to all incoming shipments. If you are unable to attach the label, please ensure that packages at the very least include “FIRSTCON24 - Company Name” in the address line.

Download Package Label Here: https://www.first.org/conference/2024/FIRSTCON24-Package-Label.pdf

Lead Retrieval Recommendations

FIRST does not provide lead retrieval services. Sponsors are welcome to collect (with consent) lead data through their own mechanisms such as a tablet with a sign-up form, old-fashioned business card collection, or any new creative tool to help you collect business leads. We encourage our sponsors to access the conference mobile app as another means to make on-site connections. Mobile app information will be available one week before the conference starts.

Giveaways at Your Table: What to Plan For

Exhibitors are welcome to have printouts and giveaways at their table. We are planning for anywhere between 800-1000 delegates. We recommend you plan for a portion (~60%) of the total as not all conference delegates will visit your table. If you have any additional questions about numbers and how best to plan, please feel free to contact the event team at events@first.org.

Exhibitor Teardown & Move-out Process on June 13

Teardown will commence immediately following the afternoon networking break on Thursday, June 13. Please have all the necessary supplies to ship your materials out of the Hilton. We cannot guarantee packing supplies such as tape, scissors, or boxes will be available for your use.

We recommend that you come prepared with pre-paid shipping labels ready to be attached to your outbound shipments. Once you have completed your teardown, please leave TAPED and LABELED boxes for shipping out on the top of your exhibit table. All boxes must have a pre-printed label on them with a shipment arranged.

Sponsors are responsible for arranging pickups, this will not be done for you. Sponsors must call for a carrier to pick up boxes from The Hilton Fukuoka Seahawk Room Argos B.

Anything left on the floor around your table will be considered trash and will be discarded.

If you have any surplus materials that you do not wish to ship or take with you, please let one of the FIRST event staff know. We will work to find a local charity to donate any new or gently used items.